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Assistant Director, Office of Sponsored Programs
Job Number: 2023-43245
Category: Administrative Professional
Location: Worcester, MA
Shift: Day
Exempt/Non-Exempt: Exempt
Business Unit: UMass Chan Medical School
Department: School - GCA-Office of Sponsored Programs - W407013
Job Type: Full-Time
Salary Grade: 46
Union Code: Non Union Position -W60- Non Unit Professional
Num. Openings: 1
Post Date: April 14, 2023


Under the direction of the Director of Sponsored Programs, the Assistant Director will oversee and monitor all pre- and post-award sponsored programs operations and compliance functions performed by the Office of Sponsored Programs (OSP). The Assistant Director will participate in the development and elaboration of annual workplans and goals for OSP and help implement OSPs strategic visions and goals. The Assistant Director works closely with the Team Leads as a resource and in managing OSP's day-to-day operations. Responsibilities also include the interpretation of regulatory and sponsor requirements and the development, implementation and application of policies and procedures related to pre-award sponsored program activities.


Pre- and Post-award Coordination Duties

  • Monitor all pre- and post-award sponsored programs operations and compliance functions performed by OSP.
  • Oversee the timely review and submission of all proposals and all required projects deliverables; review and negotiation of agreements; and processing of administrative actions related to extramural funding with particular attention to both sponsor and University requirements to ensure that all conditions are satisfied prior to the submission and acceptance of awards on behalf of the University.
  • Serve as lead for the review and approval of complex proposals, atypical subawards, and federal contracts and research agreements.
  • Support the development, implementation, and operationalization of all OSP financial systems.


Compliance and capacity building:

  • Review, interpret, and implement new federal and sponsor regulatory and compliance requirements. Provide guidance to PI, department Administrators, and Grant & Contracts Specialists (GNC) in the administration of internal and external requirements of grants and contracts to ensure compliance.
  • Collaborate with the Director of OSP to develop and implement policies, procedures, and business processes related to pre- and post-award sponsored program activities to ensure compliance with federal, state, and all other regulatory bodies governing grant compliance.
  • Participate in the development of educational and training materials and coordinate workshops on sponsored research topics for principal investigators (PIs), Administrators, and the research community at large.
  • Implement effective methods of communicating funding opportunities, policy changes, and sponsored programs trends to senior management, PIs, Department Administrators, and GNC.


Collaboration with GCA, Departments, and Other Stakeholders

  • Collaborate with the Office of Grants Accounting on issues and establish interdepartmental policies and procedures related to the pre- and post-award administration of sponsored programs activities.
  • Assist GCA Management with audit preparation and resolution related to pre-award programs and sponsor audits related to sub award compliance and scientific progress reporting.
  • Build relationships and develop shared understandings of roles and responsibilities with PIs, departmental Administrators, GNC, and other internal and external stakeholders.
  • Help maintain contact with appropriate regulatory agencies to respond to mandatory federal requirements and assists in preparation for agency inspections and audits.
  • Attend meetings and serve on relevant institutional committees as deemed appropriate by the Director of OSP.

Staff Supervision and Performance Management:

  • Manage all OSP Staff. Make hiring, retention, discipline, and promotion recommendations; lead the hiring and on-boarding process of new OSP staff; and ensure staff obtains appropriate education and training.
  • Work with the Team Leads to oversee OSPs daily operations; coordinate team assignments, monitor workload during busy submission periods, and evaluate staff performances.
  • Monitor individual and group key performance indicators (KPI); collect and review weekly trackers; and meet regularly with each staff to discuss progress made towards their goals and overall performances.
  • Maintain records and metrics data and utilize data to organize, prioritize, and plan workload to meet deadlines and goals; evaluate portfolio distribution, and determine staffing needs.
  • Standardize OSP processes and procedures and ensure strict adherence to all OSP Standards.
  • Review and evaluate OSPs processes and procedures and make improvement recommendations.

Perform other duties as required.


  • Bachelors degree in Business Administration, a related field, or equivalent experience.
  • Minimum of 7 to 10 years related experience, with at least 7 years in support of research administration.
  • 1 to 3 years of supervisory experience.
  • Extensive knowledge of federal agency rules and regulations (OMB, NIH, DHHS, NSF, USDA, ONR, etc.)
  • Advanced organizational skills, ability to prioritize, problem solve and work under pressure in a deadline-oriented environment.
  • Excellent oral and written communication skills to work effectively with all levels of the research community.
  • Demonstrated ability to work independently and to motivate others.
  • Excellent skills in the use of system to system (e.g., Huron/RMS, ASSIST, ProposalCentral) and sponsor grant application systems (e.g.,, eRA Commons, HRSA EHB,
  • Extensive computer experience required. Familiarity with several database, spreadsheet, word processing, graphics on both PC and Mac platforms.


  • Professional Certification in Research Administration (Certified Research Administrator; CRA)
  • Knowledge of institutional enterprise systems (PeopleSoft Grants, HR, SUMMIT).

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