TITLE: Sponsored Research Associate

DEPARTMENT: Office of Research and Innovation

REPORTS TO: Director of Sponsored Programs

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

LOCATION: On-Site. Main Campus Frankfort, KY

EMPLOYMENT STATUS: Full-Time

EMPLOYMENT CLASSIFICATION: Exempt

JOB SUMMARY:

Under the direction of the Director of Sponsored Programs, the Sponsored Research Associate (SRA) plays a critical role in supporting faculty and researchers with the preparation and submission of grant proposals and contracts within the Office of Research and Innovation at Kentucky State University (KSU). This position offers an exciting opportunity to contribute to a growing portfolio of research and scholarly activities by promoting and supporting external funding efforts across the University.

The SRA will be responsible for supporting faculty and the Office of Research and Innovation in both pre- and post-award aspects of grant management. To support pre-award functions, the SRA will support principal investigators with the development of budgets, budget justifications, and administrative components of proposals and will review proposals for compliance with internal and external guidelines. The SRA will also submit final reviewed proposals to various sponsors, including federal funders. To support post award functions, the SRA will provide ongoing award financial monitoring of grants and contracts to ensure that reporting requirements and deliverables are met and will be responsible for accounting and clerical functions affecting the Office of Research and Innovation including reconciliations, processing approved Grants Management pre-approval forms, monitoring and preparing budgets, purchase requisitions, document control, document processing, and records management.

SCOPE OF RESPONSIBILITY:

• Develops and maintains collaborative working relationships with faculty. Supports faculty in grant and sponsored programs activities and day-to-day of pre- and post-award activities pertaining to the grant lifecycle.
• Pre-award activities include, but are not limited to, assisting faculty in the development, preparation, and submission of grant and contract proposals.
• Post-award activities include regular review, reconciliation, and projection of award finances, preparing adjustments and corrections to award budgets, preparing financial reports, and at the end of the award, ensuring all financial requirements have been met and closing out the award.
• Maintains knowledge of and continually reviews and updates information pertaining to changes in federal regulations, specific federal agency requirements, and procedures for administration of sponsored awards.
• Maintains general knowledge of laws, regulations, and policies relating to the protection of human subjects, animal welfare, intellectual property, conflict of interest, cost-accounting standards, and other compliance related activities.
• Maintains the confidentiality of designated information and performing duties in compliance with applicable policies and procedures

ESSENTIAL JOB FUNCTIONS:

Pre-Award:

• Assists with the proposal submission process and ensures proposals are compliant with sponsor and institutional requirements and are submitted within designated deadlines. This includes the collection and critical review of non-technical supporting documents, such as biographical sketches, current and pending support documents, and other materials specified in the proposal guidelines.
• Assists the PI in the development of budgets and budget justification which includes proofing the budget for inconsistencies and ensuring accuracy.
• Reviews budgets for consistency with sponsor, monitors compliance with agency and University regulations regarding submission; verifies all financial information to include application of the appropriate overhead rate for the project. Advises the PI on administrative requirements in preparing proposal submissions and on budget adjustments and revisions necessary to meet the sponsor requirements.
• Ensures proposals meet all regulatory and sponsor requirements, including institutional compliance with human subjects, animal research, and conflict of interest policies.
• Manages grant-related data systems and processes, including tracking and reporting metrics for research development services.

Post award:

• Upon award acceptance, defines account establishment parameters, including billing and reporting requirements, budget, and cost sharing obligations.
• Ensures timely processing of departmental/grant contractual/service/consultant agreements.
• Coordinates with relevant individuals to make adjustments to payroll for all budgeted positions (including relative cost sharing positions).
• Reviews and reconciles award expenditures and budgets, making adjustments, as necessary.
• Projects and forecasts future award expenditures.
• Manages budget, reporting, and compliance timelines through the lifecycle of the grant or contract.
• Communicates with PIs on a regular basis regarding budget and expense adjustments and revisions.
• Completes financial reports to be sent to sponsor, as required by the award terms and conditions.
• Monitors compliance with agency and University regulations regarding reporting.
• Completes invoice and submits to sponsor (for certain award types only) or coordinates invoicing with proper central units (finance and research administration).
• Coordinates and submits requests for No Cost Extensions, Carryover, rebudgeting requests, changes in scope, and other changes to the award; ensures all requests are done in compliance with sponsor guidelines and University policies.
• Facilitates the approval of invoices to pay subcontractors.
• Reviews effort reports and manages quarterly effort certification process for assigned units.
• Applies federal and university rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards.
• Closes out all funded projects consistent with university process and timelines.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Knowledge of multiple funding sources for research programs and the related agency guidelines, funding priorities, and application processes, including the United States Department of Agriculture (USDA), National Science Foundation (NSF), and agencies within Health and Human Services (e.g., NIH, HRSA, SAMHSA).
• Knowledge of sponsored research administration.
• Knowledge of grant policies and regulations.
• Knowledge of budget development for sponsored projects.
• Knowledge of research administration software and databases (e.g., Kuali, Cayuse, etc.).
• Strong interpersonal and communication skills.

SUPERVISORY RESPONSIBILITY:

OTHER DUTIES:

QUALIFICATIONS:

• Bachelor’s degree in relevant field.
• Minimum of 2 years of relevant experience in sponsored programs administration, including grant proposal development, submission, and post-award management.
• Understanding of rules, regulations, and requirements of federally funded grant and contract proposals and awards.
• Previous experience working in a higher education setting.
• Superior customer service focus.
• Excellent organization and communication skills.
• Ability to critically assess information (e.g., program solicitation).
• Ability to effectively execute multiple tasks, while meeting hard deadlines and competing priorities.

WORKING CONDITIONS:

• While performing the duties of this job, the employee is frequently required to sit and talk or hear.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision and ability to adjust focus.

Internal Candidates are Encouraged to Apply

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.