Associate Administrator, Pre Award

09-Jan-2024

School of Public Health - Office of Finance and Administration

86003BR

University Job Title

Associate Administrator 1, Pre Award

Bargaining Unit

None - Not included in the union (Yale Union Group)

Compensation Grade

Administration & Operations

Compensation Grade Profile

Manager; Program Leader (24)

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Accounting/ Financial, Administration

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Medical School Campus

Worksite Address

37-55 College Street New Haven, CT 06510

Position Focus:

Reporting to the Director of Research Administration, the Pre-Award Administrator provides direct professional support and guidance in the submission of grants, contracts and related funds to YSPH faculty, students, postdocs and staff in an assigned portfolio of departments. YSPH has a growing portfolio of research activities, with a strong emphasis on international collaborations. This position serves as the primary source of expertise to ensure that proposals meet sponsor requirements, regulatory compliance requirements, university, school, federal and state policies and regulations governing sponsored research, and that proposals are submitted correctly and timely in accordance with appropriate deadlines.

Essential Duties

1. Advise and guide faculty and administrators seeking external funding for research and other sponsored programs through the complex process of proposal preparation and submission. The Grants Administrator is the primary source of expertise to ensure that proposals meet sponsor requirements, regulatory compliance requirements, University, School, Federal and State policies and regulations governing sponsored research, and that proposals are submitted correctly and according to appropriate deadlines. 2. Cultivate and maintain strong working partnerships and effective communications with faculty, Principal Investigators, sponsors, OSP, and other key stakeholders.  Guide faculty and staff through changes in sponsor requirements. 3. Play a key role in the development and continuous improvement of the grants management process.  Review and analyze client interactions, current processes, and submission quality.  Make recommendations for and participate in the implementation of changes as appropriate. 4. Provide direction, training and assistance to Principal Investigators and department staff in the development of proposals, including but not limited to budgeting, interpretation of sponsor terms and policies, and University policies and procedures.  Obtain all necessary clearances prior to obtaining authorization for submission.  Facilitate an effective transfer of grants and contracts when Principal Investigators start at Yale. 5. Review and prepare grant and contract proposals; consult with appropriate managerial staff on any exceptions to University policy, including program matching commitments, indirect rates, etc.   Ensure all required information is entered into the appropriate data systems. 6. Review terms and conditions on proposal solicitations and award documents.  Collaborate with OSP to negotiate terms as necessary for interdisciplinary, complex and non-standard proposals and partner with OSP to facilitate agreements, including subcontracts, clinical trials and State agreements to ensure conformity with University policies.  Approves and submits grant proposals in accordance with delegated authority. 7. Analyze and understand complex information from multiple sources including funding opportunity announcements, funding interest matches, and submission procedures in order to transmit proposals to OSP that result in a high first pass rate.  Obtain and communicate information on sponsor electronic research processes and procedures.  8. Keep abreast of laws, regulations, external and internal policies and procedures governing the administration of grants and contracts.  Ensure that key personnel are compliant with regulatory, University and other training mandates. 9. Partner with OSP in working with sponsors on matters of proposal submission. 10. May serve as backup to leadership and assist with training and development of team members.   11. Perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree and four years of related professional/managerial work experience or equivalent combination of education and experience.

Required Skill/Ability 1:

Excellent communication skills, both verbal and written, with demonstrated outstanding organizational skills.

Required Skill/Ability 2:

Demonstrated superior customer service orientation and ability to work well under deadline pressures without sacrificing accuracy or customer service.

Required Skill/Ability 3:

Ability to handle a complex portfolio of work in an intensive multi-tasking, entrepreneurial environment.

Required Skill/Ability 4:

Knowledge of budgeting principles and exceptional attention to detail, well-developed analytical, and problem-solving skills. Experience with Microsoft Office Suite.

Required Skill/Ability 5:

Ability to work well as part of a team.

Preferred Education, Experience and Skills:

Knowledge of Yale financial and administrative policies and procedures. Working knowledge of federal, state and sponsor regulations, guidelines pertaining to contract and grant administration. Familiarity with electronic proposal systems. Knowledge of grant and/or contract methods, procedures, and process of proposal development.

Weekend Hours Required?

No

Evening Hours Required?

No

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus