Associate Director, DISC

Brandeis University is delighted to announce a career opportunity for an Associate Director, DISC in the Office of Research Administration. If you are looking for an opportunity to work at a beautiful university campus with lots of perks including free parking and access to a top of the line athletic facility, look no further! At Brandeis we offer a competitive benefits and compensation package which includes medical, dental and life insurances.  If you hope to advance your career through educational opportunities, Brandeis offers tuition benefits for employees, dependents and spouses.  Our 403b retirement savings plan includes a generous match.

Reporting to the Associate Provost for Research Administration, the Associate Director, Department, Institute, School & Centers will be the founding leader of the Department, Institute, School & Centers (DISC) Office within the Office of Research Administration. They are responsible for institutional oversight of Pre-Award and Post-Award sponsored activities for the University schools, the Divisions of Social Sciences, Humanities, and Creative Arts, and the Centers, Institutes, and Provost Units. Under minimal supervision, the Associate Director will train and oversee a dynamic team of direct reports of Pre-Award and Post-Award Sponsored Projects Administrators and will advise a constellation of indirect reports throughout the university who support sponsored programs. The Associate Director will work to enhance departmental and institutional efforts in securing and managing financial support of research, training, and creative sponsored activities through the function of the DISC Office, and they will develop policies, procedures, and best practices to yield operational efficiency and excellence within DISC as well as contribute to building the research administration infrastructure in order to maintain a reputation for providing superior support to the Brandeis research community. The Associate Director will work collaboratively with the Pre-Award Services office within the ORA, the Sponsored Programs Accounting office in Financial Affairs, the Deans of the academic units, Department Chairs, Directors of Centers and Institutes, the Division of Science Pre- and Post- Award teams, and other departmental liaisons with involvement in managing sponsored research at Brandeis to support Brandeis’ core mission as a research institution.

Responsibilities:

Policy & Strategic Program Development (40%)

• Maintains in-depth and expansive knowledge of external sponsor regulations and requirements and stays fully abreast of all proposed changes in federal and state regulations and laws affecting sponsored programs, including Office of Management and Budget's (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Federal Acquisition Regulations, and state and institutional policies and reporting requirements to ensure continued compliance. 

• Leads the development of institutional policies and operational/administrative procedures in relevant areas in coordination with the Associate Provost for Research Administration and other offices within the ORA and other Units, and develops communications and training materials to provide guidance regarding the interpretation of regulations, laws, and policies to the research community.  Advises in the continuous development of office tools, including data management (FileMaker Pro), accounting software implementation/optimization (Priority Software/Workday), creation and refinement of internal forms and templates for DISC, and website materials.

• Liaises with deans, academic staff, finance staff, and other senior leaders and central administrators to cultivate open communication channels to proactively address issues affecting research administration within the institution.

• Collaborates with the Office of Research Integrity, Sponsored Program Accounting and other academic and administrative offices on crosscutting issues involving proposal preparation and award management.   

  • Fosters internal collaborations and builds effective relationships and partnerships with key Brandeis stakeholders with tact and diplomacy to advance strategic initiatives and build alignment around key pre[1]award and post-award issues affecting the research mission of the institution.

  • Serves as a primary or alternate institutional representative to various internal committees.

Pre-Award & Post-Award Function & Oversight (60%)

• Manages, mentors, and develops the pre-award and post-award DISC staff, including the assignment and allocation of portfolios, workload balance, quality control, professional development, position description development/performance management, hiring/promotions, and goal setting.

• Works collaboratively with the Associate Provost for Research Administration, Vice Provost for Research, and other leaders in the university to identify resources needed for successful large-scale proposal development.  Provides support for complex proposals often involving multi-disciplinary, multi-departmental, and multi-institutional teams and budgets by leading team building, project development, and project management roles.

• Supports faculty (often with a focus on junior faculty and PhD students) in proposal development and grantsmanship through dedicated office support, institution-wide trainings, and other outreach activities (i.e. lunch and learns, newsletters, website development, etc.), and leads outreach efforts to connect faculty with resources, collaborators, and funding opportunities.

• Pre-Award Function Maintains a small portfolio of sponsored projects proposals (typically the more complicated or larger solicitations), ensures proposals are delegated to the appropriate DISC pre-award team member, and ensures quality-control over all proposals leaving the office, which may include assisting in the development, preparation, finalization, and submission of the proposals prepared by the DISC staff to the Office of Research Administration Pre-Award Office of the grant and contract proposals:

  • Obtains and reviews sponsor guidelines for all proposals; advises the PI on administrative requirements in preparing proposal submissions. Coordinates and reviews certain proposal elements (biosketches and facilities & resources) for consistency, accuracy, and completeness. Reviews proposals for consistency with sponsor guidelines on budget, format, compliance with the FOA, font size and page limits, narrative, etc.

  • Works closely with the PI to develop budgets and budget justification, ensuring accuracy. Reviews budgets for consistency with sponsor requirements; monitors for compliance with agency and University guidelines; verifies all financial information, including institutional salaries, fringe, indirect rates, etc. for the project.   

  • Ensures all applications meet sponsor and institutional guidelines and deadlines, including management of the Just-In-Time process.

  • Confers with PI and pre-award support staff at collaborating institutions to secure necessary sub-awards documents for proposals.

  • Monitors and facilitates the proposal routing process in compliance with University procedures.

Post-Award Function

• Develops best practices and oversees operational effectiveness of the DISC post-award team in all post award management functions, ensuring service excellence and full compliance throughout the entire post award process to ensure success from the notice of award to project closeout.  Works with the Division of Science to implement post-award software.

• Facilitates a close collaboration between DISC/ORA Pre-Award Services, Human Resources, Payroll, Procurement, Sponsored Programs Accounting and other administrative support teams to work through issues of post award administration; models open and proactive communication with PIs.

• May maintain a portfolio of PIs and researchers post-award management including budget forecasting, reconciliation, tracking cost share expenses, effort management, current and pending reports, just-in-time reports, RPPRs, continuing applications, etc., as well as proactive outreach to researchers. 

All other duties, as assigned.

Education & Work Experience:

• Bachelor’s Degree required, advanced degree preferred.

• 5+ years work-related experience, including 3-5 years of supervisory experience; 8+ years of relevant experience preferred.

Additional Requirements:

• Significant experience and demonstrated expertise in university research administration and compliance, including management of sponsored projects administration and policy.

• Understanding of Federal funding agencies and regulatory bodies, and experience in developing university approaches to emerging administrative and compliance requirements.

• Demonstrated ability to manage ambiguity and be able to juggle and prioritize multiple time-sensitive demands in a rapidly changing organization and environment.

• Demonstrated leadership and strategic thinking. A collaborative and inclusive professional style, ability to build strategic relationships with staff at all levels, excellent organizational and communication skills (written, verbal, listening), ability to make strategic connections, and the utmost respect for discretion, confidentiality and professionalism.

• Broad and deep knowledge and perspective of the University including academic and central administrative functions.

• Ability and inclination to anticipate future opportunities and consequences.

• Resonance with the mission and goals of the Office’s priorities.

• Developed management skills and experience in personnel management including the ability to recruit, train, empower and retain a highly-effective workforce.

Skills & Knowledge:

• Certification in Research Administration field [e.g., Certified Research Administrator (CRA®) or Certified Pre-Award Administrator (CPRA®)] required, or ability to obtain within 1 year of start date, or Advanced Degree.

• Legal, scientific, or social science background helpful.

• Mastery of research administration and compliance concepts and business processes as well as broad and deep knowledge of the University, including academic and central administrative functions.

Commitment to Diversity, Equity, and Inclusion
Diversity, equity and inclusion are important values at Brandeis today and always have been for they are rooted in our founding as an institution. These values serve as a reminder for self-reflection, and a continuous call to grow for us as Brandeisans.  Founded as a model institution for ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of all nationalities, religions, and orientations.  Moreover, social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the evolving diversity of our larger society.  Read more online about our Mission and Diversity Statements at Brandeis Mission and Diversity Statements.

If you are interested in a role and have relevant experience but your work history does not align perfectly with every qualification in the job description, we nevertheless encourage you to apply.

Closing Statement

Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.