Sponsored Programs Support Specialist

The Sponsored Programs Support Specialist is an integral part of a dedicated team of professionals working to ensure the operational, personnel and business support needs of the Office of Sponsored Programs (OSP) are coordinated and managed efficiently and timely in accordance with university procedures. The Sponsored Programs Support Specialist functions effectively and with limited supervision in a fast-moving environment.

The specialist is responsible for a variety of activities in support of the business operation that may include calendar management, assisting with official confidential correspondences, purchasing and travel logistics, events planning, personnel coordination, assisting the emergency planning coordinator for the Continuity of Operations Plan (COOP), space planning, and logistics. Serves as a liaison between the Business Operations Manager and the office and constituents in addressing inquiries and arranging engagements. The Sponsored Programs Support Specialist advises and assists faculty and OSP in the preparation of documents and materials that facilitate research proposals and agreements. The Sponsored Programs Support Specialist organizes large volumes of information and works closely with others in the office to deliver consistent results to internal and external stakeholders, while also displaying a high level of professionalism and customer service.

• Exhibits a high level of customer service orientation and willingness to ensure successful inter-departmental relationships.
• Single point of contact for guests and visitors to include greeting them, in person or on the telephone; answering or directing inquiries to the appropriate party. Phone calls may be from external sponsors, Virginia State Agencies, and university senior leadership.
• Distribute mail appropriately and manage any UPS needs. Log checks daily that are received as payment for sponsored awards.
• Schedules and coordinates appointments, meetings, and events, which may include providing logistical support for registration and travel arrangements as necessary.
• Drafts, compiles, and completes various forms, notices, and other communication, which may require submission for approval, posting, or publication.
• Sponsor Vetting and Vendor Registrations which could include the use of multiple systems including Banner, SUMMIT Proposals, and SUMMIT Agreements.
• Completion of Representations and Certifications required by Sponsors in Vendor systems with the assistance of the PreAward and Contracts team.
• Maintains fiscal duties for the department including HokieMart and Chrome River for payments and travel and will also be responsible for having a Purchasing card for the departmental needs.
• Assist Building manager liaison (building access, fire drills, office space planning and reconfiguration; coordinate university surplus activities; carpeting cleaning; architect for building developing and utilizing filing and retrieval systems; recording meeting discussions. Manages and coordinates file management activities for leadership.
• Provides recommendations to workflow processes in order to streamline and increase efficient operations.
• Plans, coordinates, and oversees hosted events activities and priorities, monitors projects, and tracks approved budgets.
• Assures department operations are within university and state procedures.
• Prepares reports by collecting and analyzing information as necessary.
• Provides historical reference by developing and utilizing filing and retrieval systems; and recording meeting discussions.