Sponsored Programs Administrator

Montclair, NJ
Sep 29, 2017
Institution Type
Four-Year Institution
Montclair State is New Jersey's second largest university. It offers the advantages of a large university - a broad undergraduate curriculum with a global focus, a wide variety of superior graduate programs through the doctoral level, and a diverse faculty and student body - combined with a small college's attention to students.

Posting Date September 27, 2017

Position Title Sponsored Programs Administrator

Vacancy # V-1379

Department Academic Affairs

Division Academic Affairs

Job Description

Reporting to the Director of the Office of Research and Sponsored Programs (ORSP) the Sponsored Programs Administrator works collaboratively with ORSP colleagues, MSU faculty, academic and administrative staff, and students in a fast-paced, team-oriented, customer service environment in support of the University's growing research and sponsored programs enterprise. The Sponsored Programs Administrator applies a working knowledge of University policy, federal and non-federal requirements and regulations with the goal of efficient and effective award management and compliance. This position is responsible for monthly, annual and ad hoc proposal and award reports to the university community. The Sponsored Programs Administrator will also manage the University's robust internal awards program, working closely on an annual basis with the Provost's Office, Deans, the University committees and other offices/internal constituents.


  • Provide expertise and guidance to University faculty, staff and students in the management of their externally sponsored grants and contracts; including guidance on University purchasing, hiring, policies and procedures, in a professional, courteous and timely manner.
  • Responsible for the accurate and timely set-up of new grant and contract awards and modification of continuation actions (e.g., no-cost extensions, incremental funding, etc.) in the university's Financial Management System.
  • Using the ORSP award checklist, performs a compliance and completeness review prior to new award setups and modifications (e.g., cost-sharing commitment forms, IRB approval letters, etc.)
  • Communicate award actions either electronically or via hard-copy to various stakeholders to include (but not limited to) Principal Investigator(s); Project/Program Directors; the Office of Grant Accounting; and College Deans and Department Chairs.
  • Work in collaboration and consultation with ORSP colleagues; the University Compliance Officer, the Institutional Review Board (IRB), the Institutional Animal Care and Use Committee (IACUC) and other academic and administrative offices as necessary in ensuring university compliance. Examples include (but are not limited to) export control compliance; federal responsible conduct of research policy (RCR); financial conflict of interest policy (FCOI) IRB and IACUC approval on new and continuing awards.
  • Responsible for timely, accurate and consistent proposal and award data entry in ORSP's proposal and award database, and FMS.
  • Provide quality and timely monthly, annual and ad hoc proposal and award reports to the university community.
  • Create and maintains post-award files (both hard-copy and electronic), and maintain files in compliance with state and federal record retention policy.

  • Create and maintain internal award files (both hard-copy and electronic), in compliance with University's record retention policy.
  • Revise internal award program guidelines and applications as per Provost's Office and committee instructions; draft and distribute the internal award program schedule each fiscal year, with guidance from the Provost's Office.
  • Draft announcements, memos, etc. for the Provost's Office.
  • Present workshops to MSU faculty and staff on the internal awards program, and distributes guidelines/applications to University Research Committee members.
  • Identify and recruit College/School faculty for the University Research Committee.
  • Schedule all necessary meetings of the University Research Committee and University Career Development Committee; attends all University Research Committee meetings to provide administrative support.
  • Distribute applications and review materials to University Research Committee members via Canvas.
  • Drafts Committee Chairs' award recommendations memo; draft and distribute internal award program award notifications on behalf of the Provost and the Chairs.
  • Responsible for oversight, management and monitoring of internal award budgets.
  • Process requisitions and reimbursements, hires students and temporary staff, approve timesheets, monitor expenses, and notify awardees periodically of balances.
  • Manage internal awards database.
  • Ensures awardees submit final reports

  • Collaborate with ORSP colleagues on ORSP publication, outreach, and training initiatives (e.g. the ORSP newsletter, Grant Recognition Event, ORSP sponsored training activities, etc.)
  • May be asked to assist in grant/proposal preparations as staffing and office needs dictate.
  • Perform other duties as assigned.

Qualifications & Requirements

  • Education: Graduation from an accredited college with a bachelor's degree in business administration, accounting, research administration, or related discipline required.
  • Work Experience: 1-2 years' experience working in a fast-paced office environment.
  • Demonstrated ability to handle projects/assignments effectively and efficiently with minimal or no supervision, multiple tasks under deadline pressure, demonstrating poise, tact and discretion.
  • Experience working with database applications and report generation. Proficiency with Microsoft Windows 7, and Microsoft Office Applications (Word, Access, Excel, and PowerPoint).
  • Strong organizational, problem solving and project management skills.
  • Customer-service oriented: strong interpersonal skills working in a diverse setting.
  • Excellent communication skills with the ability to flex to various audiences; ability to clearly, effectively, and efficiently explain complex policies and procedures. Effective presentation skills.
  • Enthusiastic willingness to be trained in research administration through membership in the National Council of University Research Administrators (NCURA) and internal trainings, as well as the use of University financial, payroll and other e- systems as required to carry out the position's responsibilities;
  • Flexibility to participate in and attend regional and national workshops 2-5 day workshops (online or in-person);

  • Experience working with grants and contracts in a departmental or central university, hospital, or non-profit environment preferred as well as familiarity with the regulatory landscape governing the administration of grants and contracts to include (but not limited to) the Federal Uniform Guidance, New Jersey state law, etc.
  • PeopleSoft experience highly desirable

The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the position.

Salary Range
Commensurate with experience.

Anticipated Start Date Open until position is filled.

Send cover letter and resume to
(include vacancy # if above)

Apply here

Apply By Review will begin immediately and continues until position is filled.

Organizational Marketing Statement:

Building on a distinguished 105-year history, Montclair State University is proud to be a leading institution of higher education in New Jersey. The university's six colleges and schools serve more than 19,000 undergraduate and graduate students in 300 majors, minors, concentrations and certificate programs. Situated on a beautiful, 250-acre suburban campus just 14 miles from New York City, Montclair State combines the instructional and research resources of a large public university in a dynamic, sophisticated, and diverse academic environment.

EEO/AA Statement:

Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity. Additional information can be found on the MSU website at www.montclair.edu.



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