| Detailed Description: |
Acts as first point-of-contact for the Office of Sponsored Programs. Works collaboratively with and is the liaison to key employees in campus departments including; Grants Accounting, Accounts Payable, Procurement, Risk Management, Provost’s Office, Information Technology Services (ITS), Digital Communications, Institutional Marketing, and Facilities Management offices. Manages workflow and tracks priorities for the Director and for the department. Ensures data integrity, determines data for report creation, and works directly with ITS to create new reports. Produces monthly reports detailing all outgoing proposals and incoming awards. Maintains electronic office files on the department shared drive according to USD ITS recommendations and OSP needs.
Coordinates and produces OSP Annual Report for website and campus distribution. Provides Cayuse, Cognos, and CITI training to campus community. Assists in ensuring campus community is compliant with University protocols and procedures and external funder requirements. Distributes annual financial conflict of interest forms and project closeout forms via DocuSign and ensures they are completed in a timely manner.
Coordinates the scheduling of educational programs and services and assists with the planning and coordination of special events. Provides all facets of department budget management including processing expenses, monitoring balances, and reconciling the department budget. Provides budget reports to Director, detailing budget expense projections and highlighting needed transfers between budget lines. Provides direct administrative assistance to the Director on a wide range of assignments involving the highest level of administrative work with confidential, complex tasks, and projects with competing critical deadlines. Maintains and updates department website, departmental office supplies, and contracts with vendors of office machines.
Duties and Responsibilities:
Data Management – Manage all files for OSP, including:
- Process and enter new awards, amendments, supplements, no cost extensions, and administrative actions into Cayuse.
- Provide Cayuse, Cognos and CITI training to campus community.
- Manage all permissions in Cayuse for users in Cayuse 424 and Backbone.
- Serve as point of contact for all ITS troubleshooting (USD Helpdesk, Cayuse, and Cognos, CITI, Salesforce, and Concur).
- Manage all reporting done through Cognos, and work with ITS to create new reports as needed.
- Verify the accuracy of department data to ensure high-quality reporting.
- Assist in process improvements for internal data collection and reporting.
- Maintain confidentiality and adhere to data protection regulations.
- Maintain department shared drive according to USD ITS recommendations and OSP needs.
- Manage electronic office files of proposals, awards, and closed projects, maintaining documentation for the required retention period.
- Maintain electronic files of University documents commonly requested by funders.
- Update Cayuse and shared drive when projects are awarded, extended, closed or declined.
- Follow-up with Principal Investigators on pending projects every six months.
- Discard historic department records and update department shared drive as record retention dates are met.
Compliance:
- Coordinate campus award activities and disseminate award information to campus.
- Monitor, track and maintain training certificates including Responsible Conduct of Research (RCR), Financial Conflicts of Interest (FCOI), Good Clinical Practice (GCP) and Institutional Review Board (IRB).
- Obtain insurance certificates for active projects and request annual renewals as required by contract terms and conditions.
- Process annual Financial Conflict of Interest renewals for externally funded projects which reside in the OSP, and track to ensure they are completed in a timely manner.
- Process project closeout forms within 120-days of project close-out via DocuSign, notifying OSP grant administrator and grants and contracts accountant.
- Work collaboratively with the OSP team in solving issues related to post award administrative problems and issues.
Administrative Support to Director:
- Provide direct administrative support and assistance to the director on a wide range of assignments including confidential matters.
- Act as a liaison between department and USD community as appropriate.
- Other duties as assigned.
Support Service and Program Coordination:
- Collaborate with the Director, Sponsored Program Administrators and Contract Manager to plan, develop and produce high quality-cost effective OSP services and programs, including:
- Contact appropriate persons, groups etc. and coordinate the scheduling of educational programs and services.
- Assist with planning of and coordinate catering for special events (workshops, seminars, Research and Scholarship Recognition Celebration, etc.) throughout the year.
Office Management - Oversee daily office duties for department including:
- Serve as point-of-contact for all incoming inquiries and concerns (phone, in- person, e-mail) maintaining hospitality, respect, and professional decorum.
- Schedule staff meetings.
- Contact, schedule and execute contracts for office equipment and services on the University’s behalf with approved vendors according to USD’s procurement policies and procedures.
- Compose, design and edit pages for department website.
- Training and on-boarding new OSP employees as assigned.
- Coordinate and produce OSP Annual Report for website and campus distribution.
- Oversee the use, inventory and ordering of department supplies.
- Maintain OSP Business Continuity Plan using electronic off-site system.
Budget Maintenance - Allocate, reconcile and provide support in the management of OSP budget including:
- Process all departmental business transactions (i.e. purchase orders, reimbursements, contracts, etc.) to achieve goals with available resources.
- Monitor expenditures, transfers and deposits to assure sound fiscal control.
- Assist in the preparation of annual budget requests.
- Independently prepare expense summaries for major office events.
- Prepare budget reports for the office as required.
- Reconcile the department budget on a monthly basis.
Special Conditions of Employment:
While this is a full-time, off-campus position, candidates must live in San Diego County or the surrounding area, as the position will require in-person meetings and on campus work on a consistent basis.
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
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| Job Requirements: |
Minimum Qualifications:
- Bachelor’s degree required.
- Minimum two years of administrative/executive support experience required, preferably in higher education.
- Familiarity with accounting/bookkeeping principles and functions required.
- Proficiency in Microsoft Excel or similar data management software
- Advanced Zoom skills (scheduling, recording, etc.)
- Experience with data entry, report generation, and data analysis.
- Excellent organizational and time-management skills with the ability to be flexible on day-to-day task priorities.
Preferred Qualifications:
- Experience with Windows, Microsoft Office and all its applications i.e. Excel, PowerPoint, Word, DocuSign, Google Mail, etc. Experience with Cayuse, Cognos, Workday, Salesforce, and Concur preferred.
Performance Expectations - Knowledge, Skills and Abilities:
- Must demonstrate initiative and ability to stay on top of work and anticipate needs of organization with minimum of supervision.
- Possess effective professional, organizational and time-management skills.
- Must be flexible and versatile in order to contribute to evolving work situations.
- Ability to work independently, be proactive and be able to set priorities in a dynamic environment of regular interruptions, multiple projects, and deadlines.
- Ability to effectively trouble-shoot, exercising independent judgment to accommodate the needs of the University by determining proper immediate response to resolve constituents’ (i.e. faculty, funders, etc.) concerns or by referring to other appropriate personnel.
- Excellent interpersonal skills with a diverse faculty and funder population, including possessing the ability to communicate with clarity and maintain an attitude that conveys professional standards, competence, respect, honesty, and resourcefulness.
- Must have the ability to establish and maintain effective and productive working relationships with volunteers and staff within a diverse, fast-paced and ever- changing environment
- Strong, detail-oriented writing skills including experience in writing and proofreading correspondence, reports, and drafting material for publication.
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