Job Abstract

Reporting to the Associate Director of the Yale School of Public Health (YSPH) Pre-Award Team, the Associate Administrator provides direct professional support and guidance in the administration of international and domestic grants, contracts, and related funds to faculty and staff in an assigned portfolio of departments. The Associate Administrator will also work closely with the Director of Finance and Post Award Lead Managers on the timely submission of federal and private progress reports. This position will be responsible for the supervision of all aspects of the Pre-Award team and will provide high levels of client satisfaction through strong relationship management efforts.

Proven ability to advise and guide faculty seeking external funding for research and other sponsored programs through the complex process of proposal preparation and submission. Serve as the primary source of expertise to ensure proposals meet sponsor requirements, regulatory compliance, University, State and Federal policies. Ensure proposals are submitted accurately and according to appropriate deadlines.

Cultivate and maintain strong working partnerships and effective communications with faculty, Principal Investigators, external sponsors, the Office of Sponsored Projects (OSP), international collaborators and other key stakeholders. Advise faculty and staff through the navigation of changes in sponsor requirements.

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.

Working with the Associate Director, supervise a pre-award team of 4.5 clerical and technical employees. Recommend, develop and maintain best practices and oversee quality improvement of the grants management process. Review portfolio assignments periodically across the pre-award team and make appropriate adjustments as needed. Review and analyze client interactions, current processes, and submission quality.

Review grant/contract proposals, progress reports as well as NIH Just-In-Time submissions; consult with appropriate managerial staff on any exceptions to University policy, including indirect rates, etc. Ensure required information is entered into the appropriate data/tracking systems.

Review terms and conditions on proposal solicitations and award documents. Analyze and evaluate awarded proposals, contracts, and subcontracts for compliance with specific funding agencies, meeting federal, state and university requirements, prepare acceptance documentation prior to Award phase. Collaborate with OSP to negotiate terms as necessary for interdisciplinary, complex and non-standard proposals and partner with OSP to facilitate agreements, including complex international subcontracts.

Analyze and understand complex information from multiple sources including international subcontractors, funding opportunity announcements, funding interest matches and submission procedures in order to transmit proposals to OSP. Obtain and communicate information/advise on sponsor electronic research processes and procedures.

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.

Partner with OSP in working with sponsors on matters of proposal submission. Serve as a backup to leadership as needed. May perform other duties as assigned. Knowledge of accounting principles and exceptional attention to detail. Well-developed analytical and problem-solving skills. 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. Bachelor’s Degree and four years of related professional/managerial work experience or equivalent combination of education and experience.