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
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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
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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
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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
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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