Item 3.G-July 11, 2014 ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures. Questions - call UNR Faculty HR at 682-6114 INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html for complete instructions. Incumbent(s) Name (if applicable): Thomas A. Landis Position #(s): 11866 Current Title: Sr. Grants and Contracts Officer Current Range: 3 (JCC: ) Department: Office of Sponsored Projects Administration Account #(s): 1204-121-0816 Action Proposed: (check all that apply) College/Division: Vice President for Research and Innovation ( ) New position: Proposed Range: Proposed Title: ( X ) Title Change, Proposed Title: Manager, Grants & Contracts (JCC76006) ( X ) Proposed Reassignment from Range 3 to Range 4 ( ) Revised PDQ only (no change in range or title) ( ) Line of Progression (show titles below) Range: JCC (Current or new HR assigned): I certify that the statements in this description are accurate and complete to the best of my knowledge. ____________________________________________________________ Employee’s Signature __________________ Date I/we have reviewed the statements in this form and they accurately reflect the job assignments. ____________________________________________________________ Immediate Supervisor’s Signature __________________ Date ____________________________________________________________ Director/Chair/Dean Charlene Hart, Asst Vice Pres, Research Admin __________________ Date Approved for Salary Placement Committee review. ____________________________________________________________ __________________ Pres / Vice Pres / Vice Prov Signature Mridul Gautam Date Vice President, Research and Innovation Action Approved by the Provost/President (Completed by Faculty HR): 4 Pos #(s): 11866 JCC: 76006 Range: EEO: 3D Eff: 7/1/2014 Approved Title: Manager, Grants & Contracts Employee signs on “final” stamped approved PDQ and sends to HR for personnel file. Employee Signature:_______________________________________________ __________________ Date Printed Name: ____________________________________________________ Rev: 10/1/2012 Position Description – Manager, Grants & Contracts Page 2 1. Summary Statement: State the major function(s) of the position and its role in the university. Attach an organizational chart with positions, ranges, and names for the division which reflects the position in it as well as those supervised in the department. (This section is used for advertisement of the position.) The Manager, Grants & Contracts, reports directly to the Assistant Vice President of Research Administration (AVPRA) at the University of Nevada, Reno but acts in an autonomous manner to manage the review, negotiation and approval of contracts, awards and subawards. The position reviews and processes sponsored grant awards and contracts for University faculty. The individual supervises grants and contracts staff and assists faculty in contract negotiation, preparation and interpretation for awards. The individual advises and works with the AVPRA in approach and strategy in the preparation, negotiation, and review of contracts for sponsored projects and other departmental agreements. The Manager works with the Manager, Sponsored Projects – Pre-Award and Manager, Sponsored Projects – Post-Award and assists the AVPRA in establishing, updating and implementing departmental and institutional policies and procedures. The position has signature authority to legally commit the University in sponsored projects. 2. List the major responsibilities, including percentage of time devoted to each. Provide enough detail to enable a person outside the department to understand the job (percentage first with heading and then bulleted information). 30% - Award Negotiation and Processing Prepare contracts containing terms of awards from governmental and private sponsors Negotiate terms and conditions of agreements with private company attorneys and/or state and local government and federal government contract officers (i.e., ownership of intellectual property, confidentiality of information, ownership of data and research outcomes, protection of faculty publication rights, indemnification, choice of law provisions, etc.) Review legal contracts, negotiate terms of the agreements in compliance with Board of Regents and institutional policies governing restricted/proprietary research and negotiate terms and conditions of these agreements with attorneys and contract officers working for private companies Act as the authorized organizational representative with signature authority to sign contracts and other awards Negotiate post-award modifications to existing agreements and update accounts Upon issuance of awards, communicate with faculty and staff concerning knowledge and comprehension of terms and conditions, reconcile award terms with submitted proposals, obtain ancillary documentation such as budgets, intra-departmental and intra-university approvals, obtain other required regulatory approvals, check for accuracy of budgets and other award information Process necessary information and assemble all documents for account set-up 20% - Subaward Agreement Preparation, Oversight and Compliance Collect information about subrecipients and complete a risk analysis before entering into an agreement with a subrecipient and incorporate risk mitigation in subagreements when necessary Oversee, prepare and negotiate subagreements to other institutions and entities so that project work can be performed and monitored efficiently Advise subrecipients on federal laws, regulations and all flow-down provisions of prime contracts or grant agreements that pertain to them as well as any supplemental requirements imposed by the pass-through entity Position Description – Manager, Grants & Contracts Page 3 Monitor the activities of subrecipients as necessary to ensure all sponsored project funding is in compliance with applicable laws, regulations and the provisions of the prime contracts or grant agreements 20% - Clinical Trials Management and Oversight Oversee the process by which UNSOM faculty propose and are awarded agreements with governmental and private entities for the regulated testing of experimental drugs and medical devices Review Confidential Disclosure Agreements (CDA’s) and negotiate terms of the agreements in compliance with Board of Regents and institutional policies governing confidentiality of information, protection of faculty publication rights, governing law, etc. Review faculty proposals for clinical trials for compliance with Board of Regents and institutional policies and procedures Review Clinical Trial Agreements (CTA’s), negotiate terms and conditions of agreements with private company attorneys and/or state and local government and federal government contract officers (i.e., ownership of intellectual property, confidentiality of information, ownership of data and research outcomes, protection of faculty publication rights, indemnification, choice of law provisions, etc.), assist in negotiation of budgets Advise faculty and staff as to institutional and individual obligations under federal regulations such as FDA and HIPAA as well as Good Clinical Practices (GCP) and AAHRP Act as the authorize organizational representative with signature authority to sign contracts and other awards Review and negotiate post-award modifications, and/or budgetary changes with sponsor Oversee and assist post-award analysts with issues concerning billing and compliance 20% - Supervision/Management Provide input for the hiring of staff, conduct staff evaluations and carry out personnel actions, disciplinary or otherwise Supervise, train and mentor staff and schedule staff meetings Assign and oversee Grants & Contracts Officers’ work product Manage day-to-day operations of Grants & Contracts Officers 10% - Policy Development Interpret and communicate changes in procedures and policies that affect research and other sponsored project activities to faculty and sponsored projects staff Develop sponsored project policies and procedures in collaboration with upper level administration and compliance personnel Oversee and/or collaborate with OSP training specialist on appropriate training of staff and the campus community on OSP grants and contracts issues 3. Describe the level of freedom to take action and make decisions with or without supervision and how the results of the work performed impact the department, division and/or the university as a whole. Level of Freedom: The Grants & Contracts Manager independently negotiates simple and complex agreements and subagreements to ensure compliance with specified University and external rules, regulations and guidelines and in the course of doing so establishes the terms for indemnification and liability, intellectual property, data and publication rights and other important issues to the University. The position has signature authority to act as the university’s representative to sign research agreements, awards, industry contracts, and subawards. The Manager has the responsibility for developing, modifying and enforcing grants & contracts policies and procedures. Position Description – Manager, Grants & Contracts Page 4 Impact: Since compliance failures can result in substantial damages, the fiscal impact of decisions regarding sponsored projects can have a significant impact on the entire University. Incorrect subagreements can cause audit and invoicing complications and legal issues. Insufficient subrecipient-monitoring systems could result in a material weakness in internal control over compliance and could be reported as a compliance finding. The review of terms and conditions of sponsored project agreements must be thorough. Acceptance of agreement terms and conditions binds the University to the contractual requirements. Acceptance of inappropriate terms/conditions can impact the University in many ways such as litigation, faculty unable to publish, students unable to receive degrees, loss of Intellectual Property which could result in lost revenue, high administrative burden, unpaid invoices and undesirable relations with sponsors. 4. Describe the knowledge, skills (to include cognitive requirement and verbal and written communication), and abilities (to include task complexity, problem solving, creativity and innovation) essential to successful performance of this job (in bullet format). Knowledge of: 2 CFR 200 CFR 220, 2 CFR 215 (formerly Federal OMB Circulars A-21, and A-110) OMB A133, Federal Acquisition Regulations (FAR), and other Federal and State laws and regulations relating to research administration at an educational institution State and federal laws and regulations concerning grant and contract administration Federal, state, and institutional purchasing and grant procedures, laws and regulations University-related research initiatives Basic FDA, ICH and AAHRP requirements and guidelines as well as other federal regulatory requirements such as HIPAA as they pertain to clinical research University-related research initiatives University and State of Nevada regulatory and policy compliance mechanisms Basic and advanced principles of grants and contracts administration and contract terms and conditions Higher education policies and procedures on allowable use of funding in proposals, grants, contracts, and other sponsored projects Legal issues in industry contracts as they relate to Nevada law and non-profit governmental liability issues Negotiation tactics and strategies related to contract negotiations Skills: Proficiency in use of a personal computer, standard office software and database applications including but not limited to Microsoft Office Suite (Word, Access, excel, PowerPoint and Outlook) Excellent verbal and written communication Organizational and time management Excellent analytical (critical thinking) and decision-making skills Developing and sustaining effective relationships with faculty, staff, colleagues, government and community members in an increasingly diverse environment Identification of legal issues methodology for resolution Contract negotiation Leadership/supervision Ability to: Manage high volume and highly complex issues in a heavily regulated environment with minimal supervision requiring considerable latitude for initiative and independent judgment Supervise staff Position Description – Manager, Grants & Contracts Page 5 Maintain confidentiality of sensitive information Understand and interpret formalized policies, guidelines, rules, regulations, legal contract language and applicable laws Prioritize management of a multitude of projects with various timelines, deadlines, and needs Prepare administrative reports as requested Work well and negotiate with a variety of individuals including faculty, staff, sponsor personnel, legal counsel at external entities, and state and local government officials while keeping the organization’s primary goals and interest intact Develop and sustain effective relationships with faculty, staff, colleagues, government and community members in an increasingly diverse environment Understand and interpret formalized policies, guidelines, rules, and regulations, legal contract language and applicable laws and develop and implement policies through appropriate channels Work effectively and in harmony with a variety of individuals including external and internal administrators, faculty, staff, students, funding representatives for both public and private Translate a variety of complex regulatory requirements into comprehensible terms Appropriately determine priorities in order to manage a multitude of projects with various timelines, deadlines and needs in a timely, productive and professional manner Some overnight travel to attend meeting and conferences 5. Describe the type of personal contacts encountered in performing the duties of the job. Explain the nature and purpose of these contacts: i.e., to provide services, to resolve problems, to negotiate. Internal University Faculty and Staff Sponsored Project Staff University and UNSOM legal counsel and Technology Transfer Office External Subrecipients such as other universities, private business and outside individuals Federal, state, private, and industry partners Reason for Contact To provide services, specifically with getting subagreements issued; to receive input on awards and contracts and to obtain necessary documents and other requirements to set up accounts; to clarify project goals and status; to educate faculty and staff regarding roles and responsibilities, ethical conduct of research, compliance requirements, reporting requirements and overall award management requirements; and, to assist in resolving problems between faculty, sponsors and subrecipients To work collaboratively to establish subawards, compose and negotiate the terms of contracts and awards; process awards; deal with post-award issues and modifications; to oversee Grants & Contracts Officers; supervising, training and mentoring staff assigning work product, meetings to establish policies and procedures, address concerns To seek advice and guidance on contract issues, university policies; assistance in establishing grants & contracts policies, agreement templates Reason for Contact To negotiate and issue subagreements and to monitor for compliance To negotiate contractual terms/conditions contained within sponsored project agreements issued to the University; to resolve problems related to sponsored activities Position Description – Manager, Grants & Contracts Page 6 6. Indicate the minimum qualifications which are necessary in filling this position should it become vacant. Please keep in mind the duties/responsibilities of the position rather than the qualifications of the incumbent. a. Minimum educational level, including appropriate field, if any. Bachelor’s Degree from a regionally accredited institution b. Minimum type and amount of work experience, in addition to the above required education necessary for a person entering this position. Bachelor’s Degree and four years or Master’s Degree or Juris Doctor Degree and two years of experience related to research compliance and administration Preferred Licenses or Certifications: Certified Research Administrator (CRA) c. Indicate any license or certificate required for this position. None