Assistant Director of Pre-Award Services

Job description

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Job No: 510459
Work Type: On Campus
Location: Normal, Illinois

Title: Assistant Director of Pre-Award Services

Employee Classification: Program Coordinator

Department: Research & Sponsored Programs

Campus Location: Normal, IL

General Summary

This position provides primary support to the director in all matters related to the submission and acceptance of new grants and contracts issued to ISU and serves as an advisor to the director regarding management and operations of the unit.

This position directly supervises the Pre-Award Section of the department, with responsibility for handling daily administrative matters, submitting proposals individually, and providing support to the Pre-Award team. This position directly oversees the submission of all grant proposals routed through Cayuse SP; interacts with faculty and staff to answer questions and help find reasonable solutions to comply with sponsor guidelines; and develops and delivers regular training to the University community regarding pre-award processes, functions, and regulations. The incumbent works collaboratively with College Research Coordinators to clearly articulate university policies related to proposal submissions and provides oversight and information to those involved in seeking funding or submitting proposals.

The responsibilities of this position require significant interdepartmental interaction and a wholistic understanding of the university. The incumbent works independently with few guidelines, sets the priorities and determines steps to achieve objectives, handles sensitive and/or controversial issues, uses professional concepts in accordance with University objectives to solve complex problems in creative and effective ways, and invents entirely new solutions for which existing policies and procedures do not apply.

Required Qualifications

1. One of the following:
a. Master's or equivalent degree
b. Bachelor's degree and three (3) years of experience in higher education administration.

2. Three (3) years grant administration in a university environment, preferably within a central research office

3. Three (3) years supervisory experience or a combination of supervisory and demonstrated project management experience.

4. Familiarity with various electronic research administration tools (e.g., Fastlane,, eCommons, Cayuse 424, and Cayuse SP).

5. Demonstrated knowledge of the policies, procedures, and appropriate regulations relevant to federal and state grant awards and contracts.

6. Demonstrated ability to work remotely and manage staff that also work remotely.

7. Outstanding communication and interpersonal skills.

8. Excellent written, verbal, and presentation skills.

Desired Qualifications

1. Master's degree

2. Working knowledge of administering intellectual property agreements.

3. Ability to implement electronic systems across a broad user community.

Work Hours

Core Hours: 8:00am-4:30pm Monday through Friday, evening and weekend hours expected

Mandatory Physical Requirements

Must be able to complete the following with or without a reasonable accommodation:
1. Ability to effectively communicate on a daily basis.
2. Ability to conduct or attend meetings in various locations on and off campus.
3. Ability to maintain a high level of concentration.

Proposed Starting Date

January 2021

Salary Rate / Pay Rate

$58,000 - $70,000 annual

Required Applicant Documents

Cover Letter

PLEASE NOTE: These documents are required to be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Optional Applicant Documents

Certification of Retirement Annuity

PLEASE NOTE: These documents may be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Special Instructions for Applicants

You will not be uploading a resume with this application.

Please fully complete the entire application including, but not limited to, the education and work experience portions. Please list all education and all jobs you have had. Do not leave gaps in employment. You must list all duties you performed in the job duties section (Phrases such as "See Resume" are not acceptable). Failure to follow any of these instructions may constitute an incomplete application. Incomplete applications will not be considered.

College or university transcripts (may be unofficial) must be submitted prior to the application deadline in order to receive full consideration. Transcripts can either be uploaded with your application or submitted via the options listed below.

In order to be eligible for Veteran's Preference points on the exam, a copy of your DD-214 must be submitted prior to the application deadline.

Transcripts and/or DD-214 paperwork may be faxed or mailed to Human Resources by the application deadline:

Fax: 309.438.0011, Attn: Kira Shelton
Address: Illinois State University
Human Resources
Campus Box 1300
Normal, IL 61790-1300

The Civil Service examination for this classification is based on your application materials. No participation other than submission of applicant materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. After the application deadline, the names within the top three scores will be referred to the department for interview. The active register for this classification will be voided when the position is filled.

Contact Information for Applicants

Kira Shelton
Human Resources
[email protected]
(309) 438-2120

Important Information for Applicants

If this position is Security Sensitive or if you are subject to a criminal background investigation based on University policy, employment is contingent upon you passing a satisfactory criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Illinois State University is an Equal Opportunity/Affirmative Action Employer.

If you are an individual with a disability and need a reasonable accommodation under the Americans with Disabilities Act (ADA) or other state or federal law you may request an accommodation by contacting the Office of Equal Opportunity and Access at (309) 438-3383. The Office of Equal Opportunity and Access will hold any confidential information you provide in confidence.

If you are having difficulty accessing the system, please call Human Resources at (309) 438-8311.

Application Opened: 11/10/2020 01:30 PM CST
Application Closes: 12/07/2020 11:55 PM CST




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Job No:
Posted: 11/12/2020
Application Due: 12/7/2020
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