Job Board

 View Only

Job Opportunity: Sponsored Programs Administrator

  • 1.  Job Opportunity: Sponsored Programs Administrator

    Posted 11-11-2021 09:56

    Position Title & Department:

     Sponsored Programs Administrator; Sponsored Programs
    Posting #


    Department Description: The Office of Sponsored Programs at USD partners with faculty, administrators, and graduate students to provide a variety of pre-award services for externally-funded projects.

    These services include concept development and identification of potential extramural funding sources, proposal and budget preparation, and the submission of innovative, high-quality, competitive proposals. Our team is committed to providing quality service and support to the university community.

    University Description:

    The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.

    Detailed Description:

    The Sponsored Programs Administrator, under the general direction of the Director, collaborates with faculty and staff in preparing and submitting federal, state and private grant and contract proposals. This position is responsible for the management of pre-award and non-financial post-award services for sponsored project agreements.

    The Sponsored Programs Administrator will have strong analytic and deductive reasoning skills, the ability to juggle multiple tasks and projects while working under pressure both with close supervision and independently, be attentive to detail and a willingness to embrace both simple and complicated tasks, as well as a commitment to a client-centered environment.

    This position must possess; (1) extensive experience in developing and analyzing budgets, tables, charts, spreadsheets and databases, (2) a demonstrated knowledge of Workday and Cayuse and the ability to prepare reports, (3) experience with proposal development ensuring compliance with sponsor and university policies, (4) skill in analyzing funding announcement guidelines and advising faculty on funding strategies, (5) experience building and fostering relationships between central offices and departments as well as with outside collaborators and agencies.

    Duties and Responsibilities:

    Contract and Grant Administration

    Pre-Award activities:

    • Provides support to university faculty, administrators and staff in the preparation and submission of federal, state and privately funded grant and contract proposals.
    • Proactively manages multiple concurrent proposal submission timelines to ensure on-time completion of high quality, responsive and compliant proposal applications.
    • Proactively identifies and recommends federal, state and private funding opportunities to faculty, administrators, and staff.
    • Prepares accurate budgets and proposal components according to guidelines established by external funding agencies and institutional policies and procedures.
    • Submits proposals through various electronic systems including, but not limited to, Cayuse Proposals (S2S),,, and other systems.
    • Respond to external agency requests related to proposal submissions and/or revisions in a timely manner.
    • Coordinates with external organizations and institutions on collaborative submissions.
    • Informs departmental budget managers and/or deans of required mandatory cost-share and course reassigned time to be paid by research grants and contracts.
    • Comprehensively reviews proposals for biohazards, animal use, human subjects, required matching funds, sub-contractors and ensures that all necessary compliance forms are prepared accurately and submitted to the necessary contacts for approval.
    • Secures the concurrence of the principal investigator and other University offices, as appropriate, prior to accepting awards with non-standard terms and conditions. Advises all concerned parties of their responsibilities in meeting special or unusual award requirements.
    • Investigates and maintains a strong knowledge of federal rules and regulations that govern research grants and contracts and stays informed on sponsor terms and conditions for submitting and negotiating grant awards.
    • Participate in OSP outreach activities (e.g. community trainings).

    Post-Award activities:

    • Analyzes, coordinates, approves and submits requests for prior approval of post-award changes and actions to external sponsors/agencies.
    • Utilizes information in Cayuse to provide funding and other analysis reports for research/grant topics as requested by departmental budget administrator and/or deans.
    • Interprets sponsor approval requirements, policies, federal regulations, state statues and University policy related to the management and administration of extramural awards.
    • Works collaboratively with Grants Accounting to resolve issues related to post-award financial terms and conditions.
    • Assists PIs, staff and administrators in solving project administrative problems and issues.
    • Coordinates the timely submission of final reports and other required deliverables.

    General Management

    • Leads pre-award to post-award transition meetings between Sponsored Programs and Grants Accounting.
    • Maintains regular contact and strong working relationship with other university departments and offices, and with faculty, administrators, staff, and outside funding agencies to facilitate the effective administration of the university's externally funded programs and opportunities for such. Examples of such departments and offices include, but are not limited to, the Controller's Office, Payroll, Human Resources, Foundation Relations, Procurement, Public Affairs, and the Office of the General Counsel.


    • Assists in writing and editing office documents and reports as required.
    • Contributes to office team building efforts.
    • Participates in professional development to continuously develop existing knowledge and expertise in all aspects of research administration.
    • Trains and advises faculty, administrators, staff and students on external funding opportunities, proposal development and grant management.

    Special Conditions of Employment:

    The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. 

    Background check:  Successful completion of a pre-employment background check.

    Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

    Job Requirements:



    Minimum:  Bachelor's degree from an accredited college or university

    Preferred:  Master's degree from an accredited college or university in business or finance related area.


    Three or more years experience in sponsored research administration with an emphasis on proposal development preferred. Experience with National Science Foundation and National Institutes of Health proposal submissions beneficial.

    Excellent mathematical and analytical skills; excellent verbal and written communication skills; demonstrated ability to meet deadlines and work with details; time management skills.

    Training in electronic research administration (Cayuse Research Suite) and financial/HR database (Workday) preferred, candidate will be trained if needed.

    Performance Expectations: Knowledge, Skills and Abilities


    • Advanced knowledge and understanding of concepts, policies and procedures, and
      regulatory requirements associated with the development, implementation and administration of scientific research projects including but not limited to: Uniform Guidance; CFR; EDGAR; FAR; IRS; USO Policies and Procedures; General Accounting Best Practices.
    • Advanced knowledge of project budgeting and fiscal management.
    • Advanced knowledge of the structure, operations and requirements of federal, state and local financial regulatory and funding agencies.
    • Comprehensive knowledge and understanding of research pre and post-award procedures and requirements.
    • Advanced knowledge and demonstrated proficiency in electronic research administration, including database applications, spreadsheet development and electronic document preparation.
    • Experience in proposal submission, and in review/negotiation of contracts, subcontracts, and other agreements.


    • Skill in examining and re-engineering operations and procedures, formulating processes, and developing and implementing new strategies and procedures.
    • Strong analytical, problem solving, and critical thinking skills.
    • Demonstrated leadership, organizational and management skills.
    • Project management skills and the ability to resolve complex problems and issues.
    • Strong consultative and advisory skills.
    • Skill in developing and conducting employee compliance training/orientation sessions.
    • Skill in developing policy and procedure documentation.
    • Demonstrated negotiating skills.
    • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a collaborative/diverse community.
    • Highly developed communication skills, both verbal and written.
    • Attention to detail.


    • Ability to make complex administrative/procedure decisions and judgments under pressure and prioritize tight proposal deadlines.
    • Ability to create, review and modify contracts.
    • Ability to develop and present educational programs and/or workshops.
    • Ability to foster a cooperative work environment.
    • Ability to develop and maintain record-keeping systems and procedures.
    • Ability to analyze budgetary line items for compliance with budget guidelines.
    • Ability to manage a large volume of projects with concurrent deadlines, work independently and use sound business practices to accomplish objectives.
    • Ability to work independently and as part of a team.
    • Ability to exercise independent judgment.

    Certificates, Licenses, Registrations:

    Certified Research Administrator (CRA) certification is desirable.

    Posting Salary:

    Commensurate with experience; Excellent Benefits

    The University of San Diego offers a very competitive benefits package, including medical, dental, vision, a retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

    Special Application Instructions:

    Resume and Cover Letter Required

    Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review.  If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at

    Additional Details:

    Hours: 37.5 hours per week

    Closing date: Open until filled

    Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

    The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

    The University of San Diego is a smoking and tobacco-free campus. For more information, visit

    Marina Goro
    Research Affairs Coordinator
    University of San Diego