Job Details

Program Manager for the Office of Research

Position Number: 6282761
Location: Santa Clara, CA
Position Type: Sponsored Programs, Grants, and Contracts

Program Manager for the Office of Research

Position Title:
Program Manager for the Office of Research

Position Type:
Regular

Hiring Range:

$29.01 - $37.31 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:
Position Purpose

The primary purpose of this position is to provide administrative, managerial, and programmatic support for the Office of Research, which includes Research Compliance and Integrity, Sponsored Projects, Faculty research support, and Undergraduate Research Programs. This position provides office management, planning and execution of competitive funding programs, including assisting with budgetary planning, coordination with the University Finance Office to create grants, coordination with the Deans' Offices to execute sabbatical approvals, and tracking of funding applications and coordination of evaluation working groups. This position also plays an important role in faculty development programs associated with research; namely Junior Faculty Development Leave and Sabbaticals. These large scale programs require coordination and communications across multiple departments, schools, and offices and a deep understanding of budgets, including creating and tracking budget strings, monitoring the Office of Research budget, and helping the Associate Provost for Research (APR) with annual budget planning.

Essential Duties and Responsibilities

Provide general support for Research programs and offices (35%)

Provide day-to-day support to the Associate Provost for Research (APR)
Maintain University-wide communication and websites for Research, Research Integrity and Compliance, and Sponsored Projects
Design and maintain websites, web communication, and calendaring using T4 and LiveWhale
Exercises judgment and experience when regularly revising and updating all documents for official distribution
Show discretion when responding to inquiries and requests regarding all areas of Research
Execution of the many funding programs the Office of Research oversees
Resolve complex issues involving allocating resources to faculty, including communications and instructions to Finance, tracking approvals for course releases and leaves, and helping with the myriad of faculty inquiries and special cases that constantly arise with every competitive program.
Maintain a broad knowledge of support services and opportunities for faculty within Research\ and provide expert guidance to our faculty and students
Develop processes and special initiatives to support the research needs of our faculty in close collaboration with the Associate Provost for Research.
Respond to requests for information and make referrals as appropriate
Takes initiative in the generation and dissemination of awards, sabbatical approvals, and other processes as needed. Demonstrates outstanding judgement in the communications to the awardee, their Chairs, and other academic leaders included on the messages.
Prepare and send out professional emails to appropriate groups as requested throughout the year.

Oversee internal grant management and communication to awardees (25%)

Administer and oversee the daily operation of electronic management systems for Office of Research, Research, Compliance and Integrity and Sponsored Projects Office
Provide guidance and support services for campus users of these systems
Create and analyze internal grant reports for the APR along with grant recipients, as needed
Exercise judgment and analyze the effectiveness of the various communications that come for the Office of Research to communicate its programs.
Continue to explore and take initiative on new styles of communication and techniques geared towards promoting our programs and celebrating our awardees.
Provide grant management and daily communication support to the Associate Provost for Research, the Sr. Director of Sponsored Projects, and the Director of Research Integrity and Compliance.
The key point of contact to members of the Research Committee, Sabbatical Committee, and faculty evaluation teams when awards and approvals are assigned.
Anticipate and plan research related events and meetings
Maintains the Single Portal for Undergraduate Research program (SPUR), including proactively helping to assemble the evaluation committee, coordinating with the selection committee, and the APR and faculty associate.
Is the key contact for questions and logistics around the student/faculty Research Programs that the Office of Research oversees. P Is proactive in working with students looking for research opportunities, helping to tie the SCU student to the research community together. Maintains communications with other units, like CAS and SoE, to help support faculty-mentored research at SCU even beyond the programs within the Office of Research.
Manage and set up stipends and internal grants budget strings for student researchers doing faculty-mentored summer research.
Communicates detailed reports, methodology and implications to faculty and/or grant recipients, including monitoring use of funds and sweeping expired grants back in the Research budget

Establish and maintain internal grant processes in electronic grant management system (15%)

Proactively create, establish, and maintain electronic internal grant processes system
Work with other units to synchronize all internal grants, including Dean's offices, Departments, and other centers as needed.
Create a standardized notification and calendar system alerting those eligible, committees and review
Streamline notification, review and award process to best allow faculty to plan their research agenda
Communicate directly with faculty applicants who inquire about the status of their proposal or have questions about the process.

Financial Support (15%)

Manage Research budget including developing and implementing controls and guidelines
Oversees activity of Research operations to ensure effective day-to-day processing of accounts receivable and payable
Provides regular reports, or as requested, to the AVP on revenue and expenses for programs to reconcile the Research budget
Under direction of AVP drives forward planning processes for the annual budget process
Manages student worker and Faculty Associate budget. Creates annual forecasts and updates financial planning on a regular basis.
Proactively communicates with the grant recipients regarding their budgets
Create and set up budgets for all research internal grants
Submit payment requests and supplier invoice requests
Maintain files, order supplies, and make travel arrangements as needed for staff within the Office of Research
Take initiative in the generation and dissemination of awards, Sabbatical leaves and other letters as needed
Track budget with Workday financial reports
Oversee all creations and approvals of Research internal grants
Monitor all research internal grant funds and work closely with grant recipients
Create and analyze financial reports in research internal grants and recommend best practices
Gathers, integrates, and interprets research grant budgets from a variety of sources (University funding, gifts, endowments, etc.).
On a regular basis, or as directed, close out research internal grants that have ended and no extension is requested
Prepare and send out HTML emails to appropriate groups as requested throughout the year.
Assist with assembling materials for institutional grant applications, as assigned by the APR.

Oversee and support compliance programs (10%)

Work with Associate Provost for Research and Director of ORCI to ensure all compliance requirements are met.
Provide assistance to the various committees and processes overseen by Research, Compliance, and Integrity, including IRB and IACUC.
Regularly communicate with the Director of ORCI and stay abreast of pending applications for human subjects and animal care.
Become familiar with processes and procedures related to working with human subjects and animals in order to effectively collaborate with the Director of ORCI and help with the volume of protocols.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

Knowledge, Skills, and Abilities

Understanding and supporting the values and ideals of Jesuit education
Strong interpersonal skills, including strong oral and written skills, and the ability to deal with all levels of faculty, administration, and staff
Exercise judgment and discretion on communications with faculty, students, and staff
Strong organizational skills with ability to handle multiple tasks, attend to details, and ensure accuracy and efficiency
Strong skills with Microsoft Office, scheduling software, Google Suite, Workday, PeopleSoft (or equivalent) financial system software, and website development tools including T4 and LiveWhale.
Strong personal initiative and understanding of and commitment to the mission of each unit
Able to execute the many needs of the Office of Research with little to no instruction on day-to-day work
Strong service orientation and skills required
Anticipates problems and mobilizes the resources needed to resolve problems.
Maintain confidentiality and use discretion
Identifies discrepancies or inconsistencies in critical information.
Work independently and take initiative
Work collaboratively, be flexible and work as a part of a team
Maintain a professional, service-oriented approach
Ability to manage time effectively while also being available during business hours (8am-5pm PST)
Acts independently and works closely with the Associate Vice Provost for Research to resolve issues that impact the success of Research at SCU

Education and/or Experience

Bachelor's degree required (or equivalent combination of education and experience)
Minimum 3 years of work experience related to program management or equivalent experience required.
Experience in higher education setting preferred

Physical Demands

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, vendors or suppliers.

Work Environment

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

Typical office environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.

EEO Statement

Santa Clara University is an equal opportunity employer. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Program-Manager-for-the-Office-of-Research_R6212-1