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Sponsored Programs Administration Manager

Summary

UF DSP Classification* 

A leadership position within the Division of Sponsored Programs responsible for supervising and managing a team of professionals who facilitate a wide range of sponsored programs administration activities. This includes managing submission of proposals, negotiating sponsor related agreements, establishing sponsored awards, interacting with sponsors, training and mentoring less experienced sponsored program administrators.

Examples of Work

Job functions are specific duties that would be included in the essential functions of the job description.  These functions are not all-inclusive nor do they cover the full extent of the duties performed.

Preparation and Submission of Proposals

  • Train, mentor and manage staff in the preparation and submission of proposals, including review of Funding Opportunity Announcements and development of budgets.
  • Train staff in using University of Florida Integrated Research Support Tool  (UFIRST).
  • Ensure staff understand and implement university policies, such as the F&A Policy, Cost Sharing Policy, PI Status Policy, Effort Policy and others as they relate to sponsored programs.
  • Evaluate staff in the performance of these duties.
  • Appointed a University Signing Official for proposal submissions.
  • Coordinate and support faculty and staff in the preparation of proposals being submitted to federal, state, corporate, and other funding agencies.

Award Acceptance

  • Train, mentor and manage staff in the review and negotiation federal, state, non-profit and other University awards and agreements.
  • Train staff in the use of University of Florida Integrated Research Support Tool (UFIRST).
  • Ensure staff understand fundamental principles as they apply to the ability to accept various provisions in sponsored agreements such as the right to publish, data ownership, intellectual property rights, payment, period of performance, deliverable schedules, and other terms and conditions.
  • Evaluate staff in the performance of these duties.

Award Set-up and Management

  • Train, mentor and mange staff in the set up and management of awards.
  • Train staff in the process of preparing and distributing UF’s official internal award package to  Principal Investigators, Department administrative staff, and Contracts and Grants Accounting.
  • Train staff and campus in the review of award terms and conditions, such as carryover of unobligated balances, billing requirements, re-budgeting requirements and fiscal limitations, to ensure the award is set up with the structure most effective to support compliance with those conditions.
  • Train staff and campus in the compliance with institutional guidance regarding awards with non-fiscal compliance requirements such as Export Control, Conflicts of Interest, Human Subjects Use and Animal Use.
  • Evaluate staff in the performance of these duties.

Other Duties and Responsibilities

  • Coordinate policies, procedures, best practices and touch points with Contracts & Grants Accounting Services to ensure the best overall solution for campus is realized.
  • Set goals for the workgroup or team, and manage the process and staff to meet those goals.
  • Establish appropriate targets; analyze, appraise and interpret performance.
  • Perform the duties of a Sponsored Programs Administrator, review proposals, agreements, and award documents to determine compliance with federal regulations, sponsor requirements, state statutes and University policies.
  • Ensure quality data are being input into University systems related to proposals, agreements and awards.
  • Respond to inquiries regarding allowability and procedural requirements for award management and closeout.
  • Leverage institutional tracking systems; request and utilize management reports to ensure timely follow up on Principal Investigator, Sponsor and other requests for information.
  • Monitor and ensure a balanced proposal and award workload, and to monitor the quality of data in institutional tracking systems.
  • Monitor changes in the industry – changes to federal regulations, sponsor guidelines, and opportunities for technology enhancement.
  • Provide guidance to sponsored programs administrators, department staff,  investigators, and research deans on federal regulations, sponsor guidelines, state statutes and university policies and procedures.
  • Recommend changes to policies, procedures, tools and reports to facilitate efficient and effective operations.
  • Assist in the interpretation and implementation of federal regulations (including the Code of Federal Regulations), sponsor requirements (such as the National Institutes of Health grants Policy Statement), Florida State Statute, and University policies and procedures in sponsored projects administration and recommend changes on policies and/or procedures as necessary.

Education and Experience

Bachelor’s degree in an appropriate area and four years of experience in sponsored program administration; or an equivalent combination of education and experience.

Licensure and Certification

N/A

Supervision

*Reserved Classification – Use of this classification outside of UF Division of Sponsored Programs (DSP) requires prior approval by Classification and Compensation.

This position does include supervisory responsibility.

 

 

 

To see common career pathways for each position at the University of Florida please visit the Career Paths section of the UFHR website.