Director, Office of Sponsored Research

The Director of the Office of Sponsored Research (OSR) reports to the Senior Director, Research Administration and is responsible for the qualitative management of all pre- and post-award administrative activities of the extramural research portfolio of the City of Hope. The incumbent will also be responsible for working with accounting staff, clinical trial support services, technology licensing, departmental managers/directors, granting and government agencies and others to assure compliance with all required extramural guidelines. Daily Activities include the supervision of six professional staff, customer-focused proposal development and review; awards negotiation and management; expenditure and cost center review; and grant closeout activity. Responsibilities include close coordination with staff and superiors in efforts to review and improve business practices, provide action oriented and expert support to Principal Investigators (PI), handle specific grant and audit issues with integrity, and participate in the development of performance metrics to support enhanced research policies and procedures. Focus is on developing and supporting a research environment that enthusiastically encourages the discovery process while assuring integrity and compliance with appropriate regulations and sponsor policies. Work is fast-paced and service-oriented.

Pre- and Post-award Grants and Contracts Administration:

  • Timely and service-oriented pre-and post-award administration of grants, contracts, subcontracts, and consortium agreements. Activity involves negotiation with sponsor agencies and collaborating organizations to maximize basic science and clinical research opportunities.
  • Counsel Principal Investigators and departmental administrative staff on funding opportunities and strategies for the preparation of successful grant/contract proposals;
  • Review proposal budgets to capture valuable resources and assure compliance with agency and City of Hope policies;
  • Directs the development of proposal and/or contract budgets and ensures all budgets comply with COH and funding agency regulations
  • Assist in the on boarding of new faculty and the relinquishment of their grants from the erstwhile institution to City of Hope.
  • Review and assertively negotiate contracts and grants for the support of City of Hope’s research agenda;
  • Supervise the expenditure and budget adjustment activities associated with successful grants management;
  • Assure that departments/divisions maintain proper documentation to substantiate direct charges to grants;
  • Supervise staff in the monthly, or more frequent as necessary, review of grant and contract financial status, assuring funds are expended appropriately to maximize research opportunities over the course of the funded project;
  • Assure timely and appropriate close out of grants/contracts through coordination with Principal Investigators, departmental administrative personnel, and Grant Accounting;
  • Provide hands-on management of large, complex, multi-investigator, multi-institutional research projects, as appropriate;
  • Analyze, interpret, and ensure proposal compliance with external agency regulations and guidelines and determines appropriate administrative actions for the Institution;
  • Directs funding source identification and search processes applicable to the COH’s mission and research needs;
  • Assists Senior Director, Research Administration s with the development of strategic plans and implementation of OSR initiatives;
  • Negotiates budgets, proposals and/or contracts with external funding agencies on behalf of COH;
  • Makes executive decisions and judgments regarding the resolution of highly complex, urgent, administrative and operational issues that may require a high degree of initiative and flexibility;
  • Conducts final review of proposals and/or contracts to enforce compliance with COH policies and external agency guidelines and mandated regulations;
  • Maintain current working knowledge of federal regulations and sponsor policies to assure the responsible conduct of research at City of Hope;
  • Work with Research Data and Management Analytics and Grants Accounting to approve the timely opening and closing of extramural cost centers;
  • Lead department staff in the resolution of complex pre-and post-award grant and contract issues, assuming hands-on responsibility where necessary;
  • Development of performance metrics to monitor internal OSR processes and ensure that all obstacles are mitigated;
  • Regularly review City of Hope contracting instruments to assure appropriate terms and conditions in context of dynamic environment. Activity involves proactive coordination between OSR staff and General Counsel; and
  • Represent OSR in any internal and external audits or agency inquiries regarding grant and contract activity including the annual A-133 audit conducted by external auditors.

Information Systems Development, Implementation and Utilization:

  • Coordinate OSR needs with the Director of Research Data and Information Analysis, including the following:
  • Enhancements to research funding opportunity information;
  • Assist with database developments to assure the needs of the OSR and Principal Investigators are met;
  • Assure proposal and award reports to management are prepared on a regular and timely basis for quality-based resource decision-making;
  • Ongoing enhancement to the OSR portion of the Research Operations Website;
  • Seek opportunities to improve business practices through the use of web-based technology for the preparation of forms and information sharing from remote locations and on a 24/7 basis.
  • Develop a software approach to tracking subcontract oversight activity, including receipt of deliverables, Principal Investigator review of performance, and timeline for contract amendments/extension.

Resource Management

  • Lead professional and administrative support staff with integrity and enthusiasm, providing an example of professionalism and customer service. Select, train, and supervise them, assist them with priority setting, provide regular and constructive feedback on performance, support their professional development and, as necessary, counsel them for performance improvement.
  • Actively participate in the ongoing development of sponsored research support services including the following:
  • Enhanced articulation of research policy and procedures; and
  • Web-based information and data descriptive of COH as a research site.
  • Develop a close working relationship with the Research Finance Office in order to maximize extramural and institutional resources in the support of City of Hope’s research agenda.
  • Prepare annual department budget and provide sound financial management.

Research Education and Training

  • Develop and lead the Training and Education effort for the OSR. Curriculum includes formal and informal training – including mentorship — to assure complete understanding of regulations and sponsor and City of Hope policies, procedures, and practices in responsible management of research activity. Responsibility includes close coordination with management personnel in the offices of Research Subjects’ Protection and Professional Education. Specific activities include:
  • Developing a comprehensive OSR training program
  • Representing the OSR at the monthly Business Director’s meetings,
  • Supervising professional staff in the conduct of monthly “Brown Bag” training and discussion sessions with research administrative personnel, and
  • Represent City of Hope at regional and national meetings to understand new regulatory initiatives, trends, and developments in the research administration community-at-large.
  • Establishes job standards for subordinate staff and effectively evaluates staff under charge. The performance evaluation is conducted through the performance evaluation system and in accordance with the COH Policies & Procedures.
  • Provides training sessions on grants and contracts as needed to stimulate submissions of grants/contracts and compliance with submission and administration requirements.
  • Consults with prospective submitters of grants/contracts. Develops and delivers training and /or orientation for employees selected to serve as grant project directors.
  • Participates in planning discussions as needed for business processes and organizational readiness for implementation or new administrative initiatives which will impact grant administration and support services.
  • Serves on ad hoc and institutional standing committees.

Analyses, Reporting and Communications

  • Development of departmental performance board metrics
  • Establish and maintain interdepartmental communications with key COH personnel to establish solid working relationships, facilitate problem-resolution and streamline business processes.
  • Conduct special analyses and perform special research administrative projects, as required.
  • Performs other job related duties as assigned by the Senior Director, Research Administration.

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

Minimum Education and Skills Required for Consideration:

  • Bachelor’s degree and a minimum of seven to ten years’ related work experience. Master’s (Public Administration, Business Administration, Education Administration) is preferred.
  • Experience in sponsored project administration, preferably in a higher education environment, and managerial experience is highly desired.
  • Embraces and behaves in a manner consistent with institutional mission/vision and values.
  • Knowledge of grants/contracts administration in nonprofit research institutions or institutions of higher education and funding agencies. Experience in compliance management and a broad understanding of regulations related to grants.
  • Interpersonal effectiveness in working cooperatively with others to stimulate grant/contract submission and to handle people effectively while also assuring that all rules, guidelines and required progress are met.
  • Ability to manage and coordinate multiple projects and to meet critical deadlines. Strong persuasive abilities to influence cooperation and compliance with work methodologies without direct reporting authority.
  • Attention to detail with ability to assure all grant/contract requirements are met.
  • Strong financial, audit and computer skills. Ability to collect, analyze and interpret varied information and data, both in statistical and narrative form. Business computer applications, including word processing programs, spreadsheets, statistical analysis techniques. Proficiency in word processing, spreadsheets and database skills.
  • Knowledge of grant administration procedures including principles, practices, and methods of grant administration and compliance including accounting for multiple funding streams.
  • Excellent analytical, organizational, project management, marketing, budgeting, negotiation, strategic and business planning, communication and interpersonal skills.
  • Knowledge of federal regulations: Working knowledge of Office of Management and Budget (OMB) A-110, A-122 and A-133 Circulars (Required)
  • Working knowledge of the NIH Grants Policy Statement (Required)
  • General knowledge of The Belmont Report, 45 CFR 46 (OPRR/HHS Regulations for the Protection of Human Subjects in Research) and 21 CFR 50 & 56 (FDA Regulations Relating to the Protection of Human Subjects), required.

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 4000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy. Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

City of Hope is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability. #LI-LF

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