Office of Proposal & Award Management (OPAM), a unit within Research Development & Administration (RDA) supports OHSU’s missions of healing, teaching and discovery by partnering with the research community to effectively navigate the pre-award and post-award administration of sponsored projects. We support the OHSU research community with grant and contract proposal submission, contract negotiation, interpretation and implementation of sponsor terms and conditions and fiscal management of all sponsored projects.

 

This position administers contracts and grants from inception through termination, which includes, but is not limited to, reviewing grant submissions, providing professional consultation, advice, direction to all levels of University staff, contractors, funding agencies, and third party entities or subcontractors regarding contracting and grant funding issues and methods which will best meet legal sufficiency, verifying various types of compliance to legal and sponsor requirements, and financial requirements for the University/contractor research objectives. One of the main roles of this position is to continually seek opportunities to improve contracting and grant application processes as well as improve customer service.

 

This position requires the ability to prioritize workloads and manage multiple deadlines effectively. Customer service also plays a key role, especially when interacting with both internal and external departments/organizations. Because of the sensitive nature of certain information contained in grant and contract proposals, this position requires that the information processed and communicated through this office be maintained as confidential and shared only with appropriate and applicable parties.

 

Please list work experience on resume in month and year format.

Grant Management

• In conjunction with the principal investigator and departmental staff, manages the development of grant proposals for submission to multiple agencies with each agency having unique and distinct regulations, requirements, limitations and submission processes.
• Reviews and approves grant proposals which may include acceptance of specific terms and conditions at the proposal stage, interdisciplinary research, multi-institutional collaborations, multiple sponsors or a requirement for an intellectual property management plan.
• Uses extensive knowledge of applicable University policies, funding agency laws, codes, statutes, regulations, guidelines, and requirements in order to translate scientific and program objectives into appropriate application documentation in collaboration with investigators and their administrative representatives.  Recommends and negotiates necessary changes to proposals with principal investigators or department administrators.
• Reviews and approves grant awards ensuring that all components including required components, proposed budgets, reporting requirements, compliance requirements, termination schedules, and deliverable schedules are compatible with University policy, practicable, and in the best interest of the principal investigator.
• Evaluates and substantiates complex financial representations made for the project, including cost sharing commitments, indirect costs, salary quotations, and program income projections.
• Substantiates the commitments, approvals, and documentation of subcontractor institutions. Verifies necessary internal prior approvals, compliance requirements, and Memorandums of Understanding. Reviews for conflict of interest and compliance with research ethics, human subjects, vertebrate animals, and recombinant DNA.
• Analyzes and negotiates terms and conditions of grant agreements and awards, affirming consistency with University policy, federal and state law, and investigator interests. Maintains investigator and University intellectual property rights.
• Manages and negotiates post-award amendments, transactions, agreements, and extensions.
• Reviews and submits required grant progress reports, as applicable. 

Contract Management

• Reviews and approves contract proposals which may include acceptance of specific terms and conditions at the proposal stage, interdisciplinary research, multi-institutional collaborations, multiple sponsors or a requirement for an intellectual property management plan.
• Ensures that all components including proposed budgets, reporting requirements, compliance requirements, termination schedules, and deliverable schedules are compatible with University policy, practicable, and in the best interest of the principal investigator.
• Evaluates and substantiates complex financial representations made for the project, including cost sharing commitments, indirect costs, salary quotations, and program income projections.
• Substantiates the commitments, approvals, and documentation of subcontractor institutions. Verifies necessary internal prior approvals, compliance requirements and documentation of subcontractor institutions. Reviews for conflict of interest and compliance with research ethics, human subjects, vertebrate animals, and recombinant DNA.
• Develops contracts and amendments for multiple federal, state, non-profit and private sponsors using extensive knowledge of applicable University policies, multiple sponsor guidelines and requirements, federal, state, and public laws, FAR/DFAR, GDPR, FISMA and other codes and statutes.
• Negotiates contract terms and incorporates appropriate terms and conditions with various contracting parties to ensure that the requirements of the University, prime sponsor, flow-through, sponsor and subrecipient are met while maintaining the integrity of the research plan and protecting the intellectual property rights of the principal investigator and the University.
• Safeguards the integrity of contract administration by exercising legal and risk management practices, adds value within contract language, and protects the University from financial losses due to adverse legal action or risk irregularities.
• Practices effective and efficient processes for managing grants and contracts including but not limited to reporting, renewals and amendments. Identifies, negotiates, and resolves problems assuring appropriate and timely correction of contract administration and compliance issues. Provides expertise and support to the principal investigator and departmental staff when contract non-compliance has been identified.

Customer Service

• Provide superior customer service to internal and external contacts.
• Communicate with sponsors on behalf of OHSU (sponsors both internal and external to OHSU).
• Provide subject matter expertise to entire Institution (including departments, hospital, foundation, and other central services).
• Find ways to accomplish tasks and resolve issues while maintaining compliance. Be comfortable with the “grey” areas and think outside the norm to find creative solutions.

Maintain Expertise

• Maintain the highest level of expertise in university research administration practices, including federal regulations for research funding, foundation policies and application procedures, University research policies, and electronic research administration procedures and enhancements.  This includes maintaining thorough familiarity with the NIH Grants Policy Statement and ongoing review of announcements provided in the NIH Guide for Grants and Contracts.  Maintain formal research administration knowledge and training certifications as required by the Director, Office of Proposal and Award Management.
• Stay current with OHSU, RDA and OPAM policies and procedures.
• Actively participate in training opportunities made available to build skills and increase knowledge.
• As budget allows, attend and participate in national meetings, training sessions and conferences.
• Participate in and contribute to externally-focused departmental initiatives, such as grants and contracts formal and informal training for outside department personnel, faculty brown-bag training sessions, and Research Administration Information Network (RAIN) meetings.  Participate in and contribute to internally-focused departmental quality initiatives, such as in-service training, procedural analysis and improvement, and team building.
• Maintains proficiency with University information systems including, but not limited to: InfoEd, Discoverer, COGNOS, OGA, Big Brain, IRB, IACUC, IBC, and Conflict of Interest in Research.
• Maintains proficiency with sponsor submission systems, as applicable to department distribution responsibilities: including, but not limited to: Grants.gov, NIH Commons, FastLane, Proposal Central, HRSA Electronic Handbook, NASA NSPIRES, Grants@Heart, and Susan G. Komen Breast Cancer Foundation Grants Access. 

General Responsibilities

• Teamwork - Understand and support the concept of teamwork and offer to assist other OPAM team members with sponsored projects administration issues and sharing of information.
• Process Improvement - Assist in the identification, evaluation and development of more efficient and cost effective processes.
• Professional Development:
  
  • Stay current, and adhere to, OHSU, RDA and OPAM policies and procedures.
  • Stay current with regulations and sponsor policies including but not limited to 2 CFR 200 Uniform Guidance, NIH Grants Policy Statement and other State and sponsor related regulations and guidelines.
• Actively participate in training opportunities made available to build skills and increase knowledge.
• As budget allows, attend and participate in national meetings, training sessions and conferences.
• Other Duties as Assigned.

• Bachelor’s Degree required and four years of grants and contracts administration experience focusing on pre-award or transferrable experience, OR

• Seven years of grants and contracts administration experience, OR

• Certification from the Society of Research Administrators (CRA), AND Five years of experience in grants and contracts administration.

• Ability to use independent professional judgment, strong work ethic and express a positive attitude.  

• Ability to handle multiple priorities in a fast-paced, sometimes stressful environment often with competing deadlines. 
  Ability to understand and interpret complex guidelines quickly and accurately.

• Ability to establish and maintain effective working relationships, and maintain a high degree of professionalism in dealing with OHSU faculty, staff and external funding agencies. 

• Strong oral and written communication skills. 

• Ability to work collaboratively in a team environment.

• Advanced experience using computerized spreadsheets, databases, and word processing applications.

• Ability to exercise diplomacy and ability to handle highly confidential matters in a discreet manner. 

• Ability to work in a changing environment, possess strong analytic/assessment skills, possess excellent organizational skills and be able to prioritize multiple responsibilities and deadlines with minimal supervision. 

• In-depth understanding of applicable guidance documents and regulations such as 2 CFR 200 Uniform Guidance the NIH Grants Policy Statement, FAR/DFAR, GDPR, FISMA, etc. Working knowledge of Federal, Non-Federal and Industry sponsored projects. 

• Advanced knowledge of concepts, policies, processes and regulatory requirements associated with the administration of sponsored projects agreements funded from extramural sources.

• Demonstrated ability to accurately comprehend and interpret medical and scientific terminology, concepts, and methodology.  

• Thorough understanding of budgeting principles and procedures.

• Two years of experience in a central, pre-award sponsored projects office.

• Advanced knowledge of grant application preparation, review and grant life cycles.

• Working knowledge of federal, state, and university contract negotiation and execution in a research university environment.

• Experience working with non-NIH sponsors, like Department of Defense, HRSA, NASA, American Heart Association, Susan G. Komen and other Foundations that support sponsored research.

• Experience with OHSU specific systems such as Oracle, Discoverer, Cognos, & InfoEd

Fully remote position. When utilizing campus flex space, it is a typical office environment. Regular work hours to be coordinated with manager.

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.