Assistant Director, Sponsored Programs - Hospital for Special Surgery
New York, NY
About the Job
Overview
How you move is why we’re here. ®Now more than ever.
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HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment.
Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise
Assistant Director of Sponsored Programs
Full-Time
Hospital for Special Surgery (HSS) has a long tradition of major contributions in basic research, a new commitment to clinical and outcomes research, a track record of training fellows for academic careers, and a longitudinal commitment to providing care for patients with complex musculoskeletal diseases.
Research Administration is committed to providing faculty, research staff and administrative support staff with the tools necessary to perform the various functions required to ensure the responsible stewardship of extramural funds. Central support units, including the Office of Sponsored Programs, Contracts Administration, Clinical Research Financial Administration and Post Award Administration, partnering with Central Finance and Research Accounting to assess the needs of our Investigators and to develop and offer opportunities for research development. This position will liaise with our Research Enterprise (RE) faculty members who are conducting basic, translation and clinical research.
Reporting to the Senior Director and under guidance of the Director of Sponsored Programs Office, the Assistant Director of Sponsored Programs is responsible for the day-to-day management of sponsored research of the HSS, RE. This position will exercise management responsibility over sponsored research pre-award grants and contracts administration. This position will enhance HSS’s ambitions and success in obtaining external funding for research, training, and service activities by increasing our capacity in providing skilled support throughout the RE by assisting the Senior Director with allocating high level support to accommodate Investigators pursuing extramural grants while ensuring compliance with federal, state and city regulatory agencies and HSS policies. Realigning pre-award administrative resources to manage the grants “lifecycle” in collaboration with post award administration and research accounting. Assist with policies/procedures in the context of compliant based best practices and ensure widespread training and dissemination of the policies/procedures.
Job Function Includes:
- Aide with the centralization of all Pre-Award Administration (federal, state, foundation, contract, etc.).
- Checking proposal budgets for accuracy, correct rates, and allowability of items proposed and ensuring proposed cost-sharing is required, approved, and properly documented.
- At least five years’ experience effectively managing an office with grant management functions and supervising staff.
- Experience analyzing and preparing project budgets.
- Excellent analytical skills, superior organizational skills and attention to details,
- Strong computer skills (Microsoft Excel, Word and Access, Grants platforms) and the ability to learn new software programs.
- Ability to communicate in a diplomatic, friendly, and effective manner.
- Meeting with Investigators to plan submission and meet tight deadlines.
- Assists with the integration and management of the contracts functions involving negotiating and executing research agreements, including subawards
- Assist the Sr Director with update policies/procedures on (OMB) Uniform Guidance; Sponsor Regulations; etc.
- Create/maintain repository of grants documents
- Provide effective training for both central and local research staff in basic, translational and clinical research
- Liaise with in-house contracts administration and/or attorneys reviewing the terms of the grant or sponsored research agreements / contracts.
- Communicating with the project’s PI on issues related to the award.
- Preparing subcontracts and negotiating terms with the subcontractors.
- Approving and requesting all changes to the agreements between HSS and sponsors.
- Acting as a liaison between sponsors and investigators during a project to resolve issues.
- Assist Director and IT with Implementation of electronic grant submission.
- Serves as a resource to departments and researchers in preparation of proposals, mentors research assistants and PIs in grant preparation.
- Maintain HSS Research Administration databases with proposal submission and award information.
- Assures grant application compliance with federal, state and institutional policies and regulations. Assists in the pre and post award administration of sponsored research programs.
- Maintains necessary project and financial documentation to ensure fiscal integrity for grants.
- Assists with general Office of Research Administration and Research Accounting functions such as preparing annual NSF surveys, space inventory and gathering additional data for internal and external reporting as needed.
- Reviews RFAs and PAs to identify key required items, setting a budget template and summarizing the regulations and requirements.
- Assists with preparation and submission of budget modifications, compliance documentation, Just-in-Time (JIT) requests, interim and final reports, etc.
- Monitors active subcontracts to ensure programmatic progress and compliance.
- Monitors and tracks all cost-share commitments through the life of the award to ensure commitments are met.
- Monitors and tracks all effort commitments for faculty and staff to ensure compliance with policies of the institution and funding agencies.
- Submits and monitors cost transfer requests and documentation.
- Monitors faculty effort and ensure timely effort certifications per HSS policy and procedures.
- Coordinates the transfer of incoming faculty member's grants/contracts.
- Assists with drafting administrative components of a proposal, including varied budgets, budget justifications, biosketches, and other support documents.
- Assists in advancing the research culture by identifying funding opportunities, potential collaborations, professional development opportunities and recognizing the achievements of the collective.
- Provides coverage for both the Senior Director and Director of Sponsored Programs during absences including signing grant applications and making executive decisions.
- Grants management / pre-award IT system implementation and roll out by participating in ERP/Workday design, conversion, and implementation.
- Other duties as assign.
Qualifications
- Master’s Degree preferred in Research Administration, Public Administration, Public Health, or Business Administration with experience in academic environment supporting research institutes or research programs.
- Must have 5+ years pre-award sponsored research experience with increasing responsibility in a Sponsored Research Administration office
- Thorough understanding of Federal and non-Federal sponsors supporting research and educational activities, preferably in an academic environment.
- Demonstrated problem solving and negotiation skills with ability to exercise discretion.
- Proven ability to assess and contribute to the development of automated systems to facilitate award administration. Demonstrated skill in setting up and maintaining accurate systems for metrics reporting.
SKILLS:
- Ability to maintain a professional attitude during interaction and collaboration with a wide range of personalities. Excellent communication skills ● Microsoft Word ● Power-point ● Excel – Intermediate ● Microsoft Outlook ● Excellent written, oral presentation and interpersonal skills ● Good teamwork skills, as well as the ability to work independently.