Grants and Contracts Administrator

Department Overview

• Please provide a Cover letter with resume***
  
  

The Office of Proposal & Award Management (OPAM), a unit within Research Development & Administration (RDA), supports OHSU's missions of healing, teaching and discovery by partnering with the research community to effectively navigate the pre-award and post-award administration of sponsored projects. We support the OHSU research community with grant and contract proposal submission, contract negotiation, interpretation and implementation of sponsor terms and conditions and fiscal management of all sponsored projects. https://www.ohsu.edu/proposal-and-award-management

Function/Duties of Position

Subaward/Subcontract Management

• In conjunction with the GCA assigned to the prime agreement, provides expertise related to proposals containing subcontracts which may include acceptance of specific terms and conditions at the proposal stage, interdisciplinary research, multi‐institutional collaborations, multiple sponsors or a requirement for an intellectual property management plan.
• Ensures that all subaward/subcontract components including required components, proposed budgets, reporting requirements, compliance requirements, termination schedules, and deliverable schedules are compatible with University policy, practicable, and in the best interest of the principal investigator.
• Evaluates and substantiates complex financial representations made for the project, including cost sharing commitments, indirect costs, salary quotations, and program income projections.
• Develops subcontracts and amendments for multiple federal, state, non‐ profit and private sponsors using extensive knowledge of applicable University policies, multiple sponsor guidelines and requirements, federal, state, and public laws, codes and statutes.
• Negotiates subaward/subcontract terms and incorporates appropriate terms and conditions with various contracting parties to ensure that the requirements of the University, prime sponsor and flow‐through sponsor and are met while maintaining the integrity of the research plan and protecting the intellectual property rights of the principal investigator and the University.
• Safeguards the integrity of subcontract administration by exercising legal and risk management practices, adds value within contract language, and protects the University from financial losses due to adverse legal action or risk irregularities.
• Practices effective and efficient processes for managing subawards and subcontracts including but not limited to reporting, renewals and amendments.
• Identifies, negotiates, and resolves problems assuring appropriate and timely correction of contract administration and compliance issues.
• Provides expertise and support to the principal investigator and departmental staff when contract non‐compliance has been identified.
• Maintain subaward and subcontract templates to ensure compliance with changing regulations and sponsor requirements.
• Maintain & perform internal controls & procedures related to the subaward/subcontract agreement process including accurate and timely entry into InfoEd.
• Work closely with the subrecipient monitor to resolve subaward/subcontract related issues.
  
  

Grant Management ‐ have a complete understanding of all functions listed to provide expertise as it relates to subcontracting

• In conjunction with the principal investigator and departmental staff, manages the development of grant proposals for submission to multiple agencies with each agency having unique and distinct regulations, requirements, limitations and submission processes.
• Reviews and approves grant proposals which may include acceptance of specific terms and conditions at the proposal stage, interdisciplinary research, multi‐institutional collaborations, multiple sponsors or a requirement for an intellectual property management plan.
• Uses extensive knowledge of applicable University policies, funding agency laws, codes, statutes, regulations, guidelines, and requirements in order to translate scientific and program objectives into appropriate application documentation in collaboration with investigators and their administrative representatives. Recommends and negotiates necessary changes to proposals with principal investigators or department administrators.
• Reviews and approves grant awards ensuring that all components including required components, proposed budgets, reporting requirements, compliance requirements, termination schedules, and deliverable schedules are compatible with University policy, practicable, and in the best interest of the principal investigator.
• Evaluates and substantiates complex financial representations made for the project, including cost sharing commitments, indirect costs, salary quotations, and program income projections.
• Substantiates the commitments, approvals, and documentation of subcontractor institutions. Verifies necessary internal prior approvals, compliance requirements, and Memorandums of Understanding. Reviews for conflict of interest and compliance with research ethics, human subjects, vertebrate animals, and recombinant DNA.
• Analyzes and negotiates terms and conditions of grant agreements and awards, affirming consistency with University policy, federal and state law, and investigator interests. Maintains investigator and University intellectual property rights.
• Manages and negotiates post‐award amendments, transactions, agreements, and extensions.
• Reviews and submits required grant progress reports, as applicable.
  
  

Required Qualifications

• Bachelor’s Degree in Business Administration with major courses in Accounting, Finance, or a related field AND and four years of grants and contracts administration experience focusing on pre-award or transferrable experience, OR
• Seven years of grants and contracts administration experience, OR
• Certification from the Society of Research Administrators (CRA), AND Five years of experience in grants and contracts administration.
  
  

Job Related Knowledge, Skills And Abilities (Competencies)

• Ability to use independent professional judgment, strong work ethic and express a positive attitude. Ability to handle multiple priorities in a fast‐paced, sometimes stressful environment often with competing deadlines.
• Ability to understand and interpret complex guidelines quickly and accurately.
• Ability to establish and maintain effective working relationships, and maintain a high degree of professionalism in dealing with OHSU faculty, staff and external funding agencies.
• Strong oral and written communication skills.
• Ability to work collaboratively in a team environment.
• Advanced experience using computerized spreadsheets, databases, and word processing applications.
• Ability to exercise diplomacy and ability to handle highly confidential matters in a discreet manner.
• Ability to work in a changing environment, possess strong analytic/assessment skills, possess excellent organizational skills and be able to prioritize multiple responsibilities and deadlines with minimal supervision.
• In‐depth understanding of applicable guidance documents such as OMB circulars A‐21, A‐110, A‐ 133, 2 CFR 200 and the NIH Grants Policy Statement. Working knowledge of Federal, Non‐ Federal and Industry sponsored projects.
• Advanced knowledge of concepts, policies, processes and regulatory requirements associated with the administration of sponsored projects agreements funded from extramural sources.
• Demonstrated ability to accurately comprehend and interpret medical and scientific terminology, concepts, and methodology.
• Thorough understanding of budgeting principles and procedures.
  
  

Preferred Qualifications

• Advanced knowledge of grant application preparation, review and grant life cycles.
• Working knowledge of federal, state, and university contract negotiation and execution in a research university environment.
• Experience working with non‐NIH sponsors, like Department of Defense, HRSA, NASA, American Heart
• Association, Susan G. Komen and other Foundations that support sponsored research.
• Experience with OHSU specific systems such as Oracle, Cognos, & InfoEd
  
  

Additional Details

• please list work experience showing months and years on your resume
• Telework on a regular basis. When utilizing campus flex space, it’s a typical office environment; regular work hours to be coordinated with manager.
• Travel to OHSU committee meetings and various locations at OHSU if needed.
• Ability to work on a computer for the majority of the work day.
• Ability to clearly communicate with individuals via phone, email or in person.
  
  

Benefits

• Two raises per year – One at anniversary date and one across the board annual increase
• Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee
• Two separate above market pension plans to choose from
• Vacation- up to 200 hours per year depending on length of service
• Sick Leave- up to 96 hours per year
• 8 paid holidays per year
• Substantial Tri-met and C-Tran discounts
• Additional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP)
  
  

All are welcome

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.