SDSU Research Foundation

  • Grants Management Supervisor

    Req No.
    Full-Time Central Staff
    $6,666.67 to $7,123.50 per month
    Dept/Proj Name
    SDSURF - SR Administration (SRA)
  • Overview

    This position is open until filled with first review of resumes taking place on 9/23/19.


    The SDSU Research Foundation is seeking an experienced leader and research administrator to join the post award department within the Sponsored Research Services (SRS) division.  The SRS division supports the research mission of San Diego State University in the areas of grant development and administration, including: developing and submitting proposals; negotiating grant and contract awards and subawards; and administering grants, contracts, research support funds and other campus and community programs. In addition, the division provides administrative support for gift funds on behalf of The Campanile Foundation.


    Position Summary:


    Under direction of the SRA Manager, the Grants Management Supervisor will have responsibility for staff supervision and the day-to-day management of team of 4 to 6 grant specialists.  The position is also directly responsible for post award administration, compliance and fiscal management of a complex and diverse workload comprised of grants and contracts awarded from federal, state and local government and private funding agencies, as well as donations and institutional and self-support activities.  


    The Grants Management Supervisor is required to exercise independent judgment and discretion when working with faculty, funding agency personnel, and SDSU Research Foundation and University personnel.  He/she must be self-directed and able to prioritize and organize his/her own tasks and duties as well as the priorities and tasks of his/her employees and be able to function effectively and efficiently in situations requiring a high level of tact and diplomacy is necessary. 


    The Grants Management Supervisor must also possess the necessary skills essential to conduct and/or direct special projects, including researching, compiling and analyzing information needed to problem solve and resolve issues and/or reconcile funds. The position requires the ability to review and research materials, reports, and other information to assist with sound decision-making; draw logical conclusions and determine solutions in a timely manner.  


    Supervision and Approval Authority (55%)

    • Supervisory and mentoring responsibilities for a team of 4 to 6 grant specialists including playing a lead role in the selection, hiring, and training of staff, evaluation of performance, analysis and assignment of workload, oversight of tasks and advanced problem solving.
    • Communicates regularly with staff to provide feedback and support to foster professional growth and development
    • Provides guidance and support to grant specialists on communication and interactions with principal investigators and project staff and provides assistance with problem resolution.. 
    • Provides oversight and serves as one-up authorization approval of certain expenditure documents and/or grants management processes from award setup through closeout. 
    • Responsible for review and oversight of type monthly reporting processes for his/her team to ensure exceptions are resolved and/or brought to management’s attention in an appropriate timeframe.
    • Participates in mentoring and training of other staff in the department and takes initiative to streamline and improve processes that impact the SRA Department, SRS Division, and the Research Foundation. 

    Award Administration, Compliance, and Fiscal Management (40%)

    Fund Management

    • Directly responsible for post award management of a workload comprised of complex research programs for faculty with large research portfolios, complex budgets, or projects that require an advanced level of experience and understanding of research administration. 
    • Analyze contractual agreements and grant awards to determine administrative restrictions, reporting and compliance requirements.  Understand and interpret broadly stated policies and guidelines; apply comprehensive knowledge and regularly use independent judgment when policies or guidance are not specific or clearly stated. 
    • Responsible for accurately documenting award specific administrative restrictions, reporting and compliance requirements in the accounting system to ensure effective administration of sponsored agreements. 
    • Act as a liaison and resource for other departments regarding financial reporting, invoicing and compliance requirements. 
    • Regularly meet with Principal Investigators to provide information regarding sponsor agency regulations and requirements; advise PI’s on Research Foundation, SDSU, CSU System, and funding agency policies applicable to their awards. 
    • Act as a liaison with funding agency contacts and work with faculty to submit notifications and requests for prior approvals.  

    Budgeting and Expenditure Oversight

    • Provide guidance to his/her employees as well as other department professionals in developing solutions to more complex issues. Have minimal exceptions to approved processes and will independently resolve issues in a timely manner.
    • Provide detailed, comprehensive financial guidance on projects funded from both public and private sources with multiple performance periods and varying administrative requirements. 
    • Regularly interact with principal investigators and management to provide financial advice, business support, analytic services, general accounting and corrective action planning.  Prepare detailed cost projections to forecast availability of funds and prepare and document budget adjustments accordingly.  Work with sponsor agencies to discuss budget and funding matters and obtain required approvals as needed.
    • Manage projects with consideration to service, audits and compliance.  Review and approve all expenditures and cost transfers with consideration for internal policy and procedures, sponsor restrictions, regulatory compliance (allowability), and availability of funds.  Inform and advise PI’s and project personnel on grant and contract restrictions to ensure regulatory compliance. Enforce restrictions to protect against audit disallowance or non-reimbursement of expenditures.  Provide guidance on alternative options or funding sources as appropriate.
    • Responsible for monitoring for exceptions to approved processes (i.e. deficit fund balances, outstanding advances, inadequate documentation of cost-shared expenses, etc.); advise staff and develop recommendations and action plans to resolve exception items in a timely manner.  Provide guidance to his/her employees as well as other department professionals in developing solutions to more complex issues.  

    Sub-recipient Monitoring

    • Responsible for oversight and fiscal monitoring of subagreements including review and approval of expenditures, internal audits in conjunction with payment requests, rebudgeting, compliance issues, cost sharing, and problem resolution as needed.  
    • Provide oversight and guidance to staff and acts as a one-up authorization in accordance with Foundation policies and procedures.
    • Understands internal policies and procedures as well as sponsor regulations, reporting and compliance requirements associated with subagreements.
    • Acts as a liaison and resource to the SR Contracting and Compliance department on the development of subagreements and modifications. 


    • The incumbent must have a thorough understanding of federal regulations, Research Foundation policy and procedures and reporting and compliance requirements associated with Cost sharing.
    • Monitors and documents cost sharing and provides documentation in accordance with sponsor reporting and audit requirements.  Works proactively to ensure cost sharing obligations are met, identifies areas of concern and works with faculty, SRA management, and sponsor agencies to negotiate modifications to cost sharing requirements. 
    • Works with staff to resolve areas of concern and/or elevate issues to the attention of SRA management.

    Closeout Activities

    • Conducts closeout audits for all ledger types to ensure all compliance and award specific requirements have been met including financial reporting, technical reporting, final certifications, finalization of all sub-recipient activities, completeness of cost sharing documentation, and processing of any correcting journal vouchers. 
    • Responsible for the final audit and approval of the closeout of sponsored program funds and ensures fund documentation is complete and audit ready.

    Other Duties and Responsibilities as Assigned (5%)

    Outreach and Promotional Activities

    • Visits project directors at their project sites.
    • Develops presentations and leads discussions at departmental, center, or College meetings, makes suggestions for enhancements to trainings or promotional activities for SRA.
    • Initiates and arranges meetings with new faculty.
    • Volunteers and participates on University and project committees and task forces.
    • Initiates suggestions and helps develop specialized workshops for faculty and departmental staff

    Other Duties

    • Participation in long range initiatives that may involve the Research Foundation and SDSU such as systems enhancements and development of internal procedures. 
    • May take a lead role in the development and/or delivery of departmental or inter-departmental training or on a task force focused on process or system improvements for the Foundation as a whole.


    Minimum Education/Experience Qualifications

    • Bachelor’s degree in Business Administration, Accounting or related field, or 4 years of progressive responsibility in an institution of higher education, research institution or non-profit organization or related accounting experience.
    • Minimum of 8-years of direct experience in the field of research administration.

    Preferred Qualifications

    • Experience with applying a broad knowledge of governmental accounting principles, sponsor agency reporting requirements, audit policies and federal circulars A-133, 2 CFR Parts 215 and 220, 2 CFR 200 (Uniform Guidance), and Federal Acquisition Regulations
    • Advanced experience working in research administration in either a pre-award or post award capacity.
    • Experience supervising, coaching, and mentoring staff.

    A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with SDSU Research Foundation


    San Diego State University Research Foundation is an EEO/AA/Disability/Vets Employer


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