Item 9.A-January 13, 2012
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): Vacant (12/2010)
Position #(s): 17445
Current Title: Manager, Sponsored Projects – Post Award
Range: 4
(JCC:67029;3D;CM3535;CC043;E)
Department: Office of Sponsored Projects Administration
Account #(s): 1204-121-0816
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
(X) Revised PDQ only (no change in range)
( ) Line of Progression (show titles below)
College/Division: Vice President,
Research / Dean, Graduate School
to Range
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
Charlene Hart
Date
Director, Office of Sponsored Projects
____________________________________________________________
__________________
Director/Chair/Dean
Gary Snowder
Date
Assoc. Vice Pres, Research Services
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Marsha Read
Date
Vice President, Research/Dean, Graduate School
Action Approved by the President (Completed by Faculty HR):
Position #: 17445
EEO Code: 3D
CUPA Code: CM3535
Exempt: Yes or No Census Code: 043
Job Class Code: 67064
Range: 4
Effective Date: 1/1/2012
Approved Title:
Manager, Sponsored Projects – Post Award
____________________________________________________________
__________________
Employee Signature
Date
(Employee signs and sends to HR for personnel file after PDQ has been “final” stamped for approval)
Position Description – Manager, Sponsored Projects – Post-Award
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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.)
Under general direction of the Director of the Office of Sponsored Projects Administration (OSPA), the
Manager, Sponsored Projects – Post-Award, ensures the compliant and efficient administration of the
post-award operations of OSPA. The Manager coordinates and reviews the work of office staff for
quality control and consistency; provides training and oversees the preparation of various financial
reports for a variety of audiences, including the Board of Regents, University President, Provost, Vice
Presidents, College Deans, and Department Chairs. The Manager serves as the Fiscal Officer on
sponsored awards and is responsible for compliance with A-21, A-110 and A-133 and serves as the
OSPA representative for their respective federal audits.
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).
60% - Fiscal Administration
 Review and approve invoices and financial reports to Sponsors
 Review and approve drawdowns/letters of credit prepared by staff
 Prepare detailed invoices and financial reports for the Sponsors on the more complex awards
 Review the account set-up process for quality assurance
 Interface with auditors and follow-up on audit findings
 Implement and oversee Cost Share Policy and Reporting Mechanisms
 Oversee the maintenance of grant accounts in the institution’s fiscal system for compliance
with institutional policies and sponsoring agency’s terms
 Oversee or perform the following activities:
o Create and distribute Monthly and Departmental Reports
o Perform Electronic Drawdowns and Letters of Credit
o Process quarterly electronic federal financial reports
o Track, resolve issues on and interprete guidelines and award terms and conditions on
projects, awards, F&A distribution, etc.
o Prepare Schedule of Expenditures of Federal Awards (SEFA) document for A-133 audit
o Prepare Monthly and Annual Award/Expenditure reports for Institutional, Federal and
Carnegie Classifiation purposes
o Generate data and complete required annual National Science Foundation (NSF) survey
20% - OSPA Administation, Quality Assurance and Control
 Develop, implement and improve OSPA policies and procedures
 Ensure OSPA regulatory compliance by maintaining contact with sponsor contracting agents
and communicate changes of sponsor requirements to OSPA teams
 Oversee OSPA close-out mechanism procedures and provide training and guidance to the
grants analyst teams and or closeout specialists to ensure timely closeout of accounts
 Run monthly exception reports between the financial system and databases to ensure data
quality
 Works closely with Research Compliance Officer to assure proper recording and reporting of
Effort Reports and Data Management
20% - Supervison/Management
 Supervise post-award Grants and Projects Analysts and Adminstrative Assistants
 Supervise, train and mentor OSPA post award staff in performance of their duties
Position Description – Manager, Sponsored Projects – Post-Award
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Conduct Post-Award Staff evaluations and recommend action, disciplinary or otherwise
Assign and oversee work product of Post-Award staff
Handle day-to-day operations of staff and approve leave requests
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:
This position recommends how federal and state requirements concerning post-award sponsored
project activities will be implemented on campus. Additionally the incumbent establishes the fiscal
controls within OSPA that are used to operate in compliance with laws, regulations and external
guidelines.
Impact:
The decisions and judgments made by the Manager – Post-Award significantly impact the OSPA
office and the staff and faculty at the University who are engaged in externally sponsored research,
training and service activities. Successful administration of duties may result in success of sponsored
projects, increased grant submissions, and greater global recognition of the institution for its research
accomplishments. Failure to adequately perform the job may result in fines and penalties, disallowed
costs and loss of grant funding.
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:
 University administration, budgeting and finance, employee management and evaluation
criteria and supervision
 Basic and advanced principles of research administration, including: budgeting under federal
and state cost accounting standards and Office of Management and Budget (OMB) circulars,
working with auditors on individual research projects, invoicing on projects, etc.
 Federal and state laws, rules and regulations pertaining to research administration at an
educational institution
 State budget and fiscal accounting procedures and standards
 State human resources rules and procedures
Skills:
 Professional interaction with individuals at all levels within the institution and across
sponsoring organizations
 Well-developed organizational skills
 Well experienced at successful administration of multiple projects
 Excellent interpersonal and written/verbal communication skills
 Proficient use of database information and web-based platforms
 Change/transitional management
 Production of accurate, neat and orderly reports in a timely manner
Ability to:
 Schedule and assign work to staff
 Read and analyze information such as federal laws, regulations, grants and contracts terms
and conditions and other documents
 Apply knowledge of regulatory environment in the development of policies and procedures
Position Description – Manager, Sponsored Projects – Post-Award
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Negotiate in order to resolve problems with sponsors, principal investigators, and/or
subcontractors when their actions or terms conflict with University, State, or federal policy,
rules and regulations
Determine budgets and allocations to departmental entities
Maintain accurate financial records, audit and report findings
Negotiate with sponsors and subcontractors over contractual or budgetary issues
Interact effectively with PIs for successful submissions of reports documentations,
justifications, and additional materials requested by the sponsor in a timely and high quality
manner.
Communicate with the PIs and other persons including federal, state and private enterprise
officials for the purposes of resolving technical and other administrative conflicts, as well as
clarifying specifics of the grant to alleviate problems
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
OSPA post-award staff
UNR faculty
Other financial and support
offices (i.e., Controller’s office,
Graduate School, Accounting,
Payroll, Human Resources, etc.)
Director, President, Provost,
Vice Presidents
Research Compliance Officer
External
Federal, state and industry
contract and grant officers
Reason for Contact
Daily contact to assign duties, perform evaluations, delegate tasks
and resolve problems
To disseminate information regarding contracts and grants,
interpret federal and State requirements, provide accounting
information, educate faculty and staff regarding institutional
policies and practices, and provide report information relating to
OSPA responsibilities
To determine processes and policies that affect the offices jointly
To provide financial and recognition reports and analyses
To provide required data for compliance reporting
Reason for Contact
To discuss and resolve problems related to sponsored activities
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 five years or a Master’s Degree and three years of experience
in accounting and/or post-award contract/grant activities
Preferred Licenses or Certifications: Certified Research Administrator (CRA)
Position Description – Manager, Sponsored Projects – Post-Award
c.
Indicate any license or certificate required for this position.
None
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