Item 9.C-August 8, 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/hr/compensation-and-evaluation for complete instructions.
Incumbent(s) Name (if applicable): Karen Smith
Position #(s): 10846
Current Title: Manager, Sponsored Projects - Pre-Award
Current Range: 4
(JCC:67028)
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
Asst. Vice President, Research Administration
____________________________________________________________
__________________
Director/Chair/Dean Charlene Hart, Asst. Vice President, Research Administration 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):
67290 Range:
4
Pos #(s): 10846
JCC:
EEO: 3D
Eff: 8/1/2014
Approved Title: Manager, Sponsored Projects - Pre-Award
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:_______________________________________________ __________________
Date
Printed Name: ____________________________________________________
Rev: 6/1/2012
Position Description – Manager, Sponsored Projects – Pre-Award
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, Sponsored Projects – Pre-Award, reports directly to the Assistant Vice President,
Research Administration at the University of Nevada, Reno (University ) but acts in an autonomous
manner to set up, manage and ensure compliance with federal and state laws and regulations related
to the fiscal and administrative oversight of sponsored projects. The position reviews and processes
grant and contract proposals and awards for the University faculty. The individual supervises preaward staff and assists faculty with proposal preparation and review, proposal/contract negotiation,
and contract interpretation of awards. The position communicates University policies and government
regulations to Principal Investigators (PI) to ensure compliance. The Manager works with the
Manager, Sponsored Projects – Post-Award, and the Manager, Grants and Contract, and assists the
Assistant Vice President, Research Administration 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).
50% - Pre-award Proposal Administration (Preparation, Review, Signature, and Submission)
 Keep faculty updated on new regulatory and budgetary requirements of proposal submission
 Act as the liaison between principal investigators, the University, and funding agencies,
providing documentation and policy guidelines interpretation
 Review budgets and forms for compliance with Federal Office of Management and Budget
(OMB) and institutional requirements
 Review proposals to ensure that all federal, state, and institutional laws, regulations and
policies and procedures have been met prior to submission
 Review and approve proposal processing Assist faculty in the creation of proposals, budgetary
reviews of proposals and electronic submission of federal proposals through grants.gov or
other electronic mechanisms
 Submit proposals through appropriate electronic mechanisms including grants.gov
 Review and approve post-award modifications and subcontracts done by Research
Administrators Pre-Award
 Act as the authorized organizational representative with signature authority to sign and/or
submit electronic proposals and progress reports to a variety of sponsors on behalf of the
Board of Regents of the Nevada System of Higher Education (NSHE) on behalf of the
University
30% - Supervision/Management
 Hire staff, conduct staff evaluations and carry out personnel actions, disciplinary or otherwise
 Supervise, train and mentor staff and schedule and manage staff meetings
 Assign and oversee Research Administrator’s work product
 Manage day-to-day operations of Pre-Award staff
10% - Award Negotiation
 Review contracts for institutional and legal issues
 Act as the authorized organizational representative with signature authority to sign contracts and
other awards
Position Description – Manager, Sponsored Projects – Pre-Award
Page 3
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 OSPA training specialist on appropriate training of staff and the
campus community on OSPA Pre-Award 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 Manager works autonomously with minimal oversight from the Assistant Vice President,
Research Administration. The Manager has signature authority to act as the University’s
representative to sign proposals, subcontracts and progress reports. The manager has responsibility
for developing, modifying and enforcing pre-award policies and procedures.
Impact:
The current fiscal impact of decisions exceeds $100 million in annual external funding to the
University. Since compliance failures can result in significant damages, the fiscal impact of various
decisions can be substantial. The position communicates regulations and policies to PIs to ensure
compliance. The Manager, by signing documents, has the authority to commit the university to
deliverables in proposals, subcontracts and progress reports. Poor assessment and evaluation of
proposals could result in performance issues and disallowed costs for the University.
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:
 State and federal laws and regulations concerning grant and contract administration
 Interpretation of purchasing and grant procedures, laws and regulations
 Applicable public purchasing and contract regulations
 Financial management and accountability under federal cost accounting standards and the OMB
 Higher education policies and procedures on allowable use of funding from grants, contracts and
sponsored projects, including Institutional Cost Accounting Standards
 Institutional and department policies and procedures, state laws and regulations, as well as
federal laws and regulations, especially the Federal Acquisition Regulations and the contractual
alternatives available to educational institutions under these agreements
 Negotiation tactics and strategies related to contract negotiations
 Sponsor-required compliance terms and conditions
 Electronic Research Administration initiatives such as grants.gov, e-commons, IIPS, fastlane, etc.
 University and State of Nevada regulatory and policy compliance mechanisms
 University-related research initiatives
 Legal Issues in industry contracts as they related to Nevada law and non-profit governmental
liability issues
Position Description – Manager, Sponsored Projects – Pre-Award
Page 4
Skills:
 Excellent verbal and written communication
 Proficiency in use of a personal computer and current software applications including but not
limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email) plus financial
systems programs
 Legal issue spotting and contract negotiation skills
 Leadership/supervision
 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
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
 Maintain confidentiality of sensitive information
 Formulate partnerships between the outside funding communities and the University that result in
collaborative efforts
 Understand and interpret formalized policies, guidelines, rules, regulations, legal contract
language and applicable laws and develop and implement policies through appropriate channels
based on federal and state regulatory requirements
 Appropriately determine priorities in order to manage a multitude of projects with various
timelines, deadlines, and needs in a timely, productive and professional manner
 Prepare administrative reports as requested
 Review, manage, revise, and oversee project and office budgets under University policies and
the Cost Accounting Standards (CAS)
 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 interests intact
 Develop and sustain effective relationships with faculty, staff, colleagues, government and
community members in an increasingly diverse environment
 Cultivate and maintain relationships with administrators at other institutions
 Travel with some overnight travel to attend meetings 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
Research faculty and staff
Legal Counsel
External
Federal, state and industry
partners
Reason for Contact
To provide pre-award management services and to resolve postaward modification needs and management needs of projects
To effectively negotiate and understand and identify areas of legal
and compliance impact and act in the best interest of the
University in these areas
Reason for Contact
To resolve problems related to sponsored activities
Position Description – Manager, Sponsored Projects – Pre-Award
Page 5
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 research related activities and staff supervision
Preferred Licenses or Certifications: Certified Research Administrator
c.
Indicate any license or certificate required for this position.
None