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Job Summary/Basic Function:
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Within the Office of Sponsored Programs (“OSP”), the primary purpose of this position is to efficiently and timely (1) assist in the submission of sponsored project proposals and (2) coordinate the proposal submission process at Boise State University.
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Department Overview:
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Are you passionate about supporting research and facilitating proposal development? Boise State University is seeking a Research Administrator – Associate to join the Pre-Award team within the Office of Sponsored Programs (OSP), part of the Division of Research and Economic Development (DRED). In this role, you’ll collaborate closely with faculty, staff, and campus partners to support externally funded research initiatives across the university.
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Level Scope:
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Entry-level professional with limited or no prior experience to contribute on a project or work team. Incumbent learns to use professional concepts to resolve problems of limited scope and complexity under close supervision while achieving day-to-day objectives. Works on developmental assignments that are initially routine in nature, requiring limited judgment and decision making. This level is typically focused on self-development. Requires theoretical knowledge through specific education and training. Typically hold a Bachelor’s Degree or equivalent relevant professional experience.
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Essential Functions:
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95% of the time the Research Administrator, Associate must:
- OSP Proposal Submission Process: With minimal to very significant oversight, depending on the complexity of the proposal, assist principal investigators to submit basic-to-moderately complex proposals to state and local sponsors, non-profit sponsors, and other sponsors with informal submission requirements as well as new sponsored project proposals and supplemental funding requests to Federal sponsors by:
- Preparing, reviewing, and revising budgets and budget justifications.
- Reviewing and interpreting information in requests for applications/proposals and sponsor guidelines, policies, procedures, laws, and regulations.
- Consulting with principal investigators, other OSP offices, departmental and college administrators, and compliance offices to assure the planned proposal activities are feasible and allowable in accordance with sponsor requirements, Boise State University policies, procedures, and guidelines, federal and state laws and regulations, and sponsor requirements such as financial conflict of interest, export controls, human participants, and animal subjects.
- Coordinate the resolution of potential issues with faculty, OSP leadership, other OSP staff, university legal counsel, internal audit, and other units as needed.
- Flagging unresolved issues for correction by OSP Contracting Services if the submitted proposal is awarded.
- Serving as the technical lead in the preparation of documentation required for submission, including project managing the submission, drafting letters of commitment and other administrative documents as required by requests for applications/proposals, reviewing representations and certifications in the proposal, obtaining legal/contracting support for terms and conditions that must be accepted upon proposal submission, and preparing documents for authorized signature.
- Assuring submitted proposals comply with all sponsor requirements, including that all required/optional documents are uploaded or compiled for submission, all document formatting requirements are followed, and the proposals satisfy submission deadlines. Failure to meet these requirements may result in the rejection of a proposal by the sponsor.
- Ensuring a complete and accurate transmittal form is prepared and routed for approvals prior to the submission of the proposal.
- Assist principal investigators in submitting just in time reports and other proposal-like documentation required by a sponsor after the submission of a proposal.
- Assist in disseminating information to principal investigators and OSP, department, and college support staff regarding changes to sponsor policies and procedures.
- Maintain accurate and up-to-date information regarding use of electronic sponsored project administration portals.
- Identify areas of weakness or risk in internal policies, practices, and procedures and make recommendations for improvement to the OSP Assistant Director, Pre-Award.
- OSP Pre-Award Proposal Coordination:
- As part of the proposal intake process, gather information, coordinate with principal investigators, set up proposals in OSP’s information systems, and assign new proposals to Pre-Award Staff in consultation with the OSP Assistant Director, Pre-Award.
- Manage the Pre-Award email inbox and assign emails to team members as appropriate.
- Collaborate with OSP Contracting Services, in consultation with OSP Assistant Director, Pre-Award, to determine whether a request for assistance is a new proposal, supplement, continuation, or other transaction.
- Assist other OSP Proposal Officers with quality control for budgets (including applicable F&A and cost share), subaward documentation, and completeness of routing documentation in OSP’s information systems.
- Provide faculty with current and pending support information upon request.
- Set up new sponsors, principal investigators, and subrecipients in OSP’s information system in coordination with the Research Administration Systems and Analytics (RASA) team in the Division of Research and Economic Development (DRED).
- Update reporting tools, review the reports for outstanding proposals, and prepare end of month reporting to colleges.
- Assist in arranging Pre-Award team travel, conferences, and other trainings, making Pre-Award related purchases (such as mailing proposals), completing any required p-card reconciliation activities associated with the purchases, and helping OSP leadership to forecast remaining balances for the Pre-Award Team budget.
5% of the time the Research Administrator, Associate must:
- Perform other duties as assigned.
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Knowledge, Skills, Abilities:
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- Strong written and verbal communication skills, with the ability to effectively engage and coordinate with multiple parties, including sponsors, subrecipients, for-profit, and nonprofit entities, and state, local, and federal government agencies.
- Execute proposal submissions and other time sensitive projects with competing faculty and sponsor deadlines, requiring the ability to prioritize tasks and communicate proactively.
- Superior attention to detail when reviewing proposal documents.
- Ability to develop proposal budgets, requiring working knowledge and application of federal cost principles, effort requirements, information security requirements, intellectual property requirements, and many other elements the Uniform Guidance (2 CFR Part 200) and the Federal Acquisition Regulation (FAR) and FAR supplements (48 CFR Parts 1 - 99).
- Ability to prepare and submit sponsored project proposals, adhering to sponsor, state, federal and University guidelines.
- Ability to work collaboratively to resolve issues.
- Excellent analytical and problem-solving skills.
- Excellent and timely customer service to faculty members, administrators and staff.
- Ability to represent the interests of the research enterprise to internal and external customers, including the ability to understand and explain Federal and State statutes, regulations, policies, and procedures.
- Ability to think independently and make qualified judgments that directly result in external funding decisions, financially impacting the University and external stakeholders.
- Ability to read and understand contract language, including terms and conditions, requiring acceptance upon proposal submission.
- Support, manage and advise internal and external parties on proposals that include multiple stakeholders.
- Ability to read, interpret and advise researchers and others on federal, state and University policy, law, and regulation surrounding sponsored funding.
- Ability to resolve a wide variety of time-sensitive conflicts with principal investigators, co-principal investigators, and/or administrative faculty, including issues related to indirect cost allocation, cost sharing, and program income.
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Minimum Qualifications:
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Bachelor’s Degree or equivalent professional experience.
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Preferred Qualifications:
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Master's Degree or 2 years of professional experience.
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Salary and Benefits:
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Salary is $55,057.60 annually. Boise State University provides a best-in-class benefits package, including (but not limited to):
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Required Application Materials:
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Resume and cover letter.
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About Us:
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Nestled along the Boise River and steps from the state capitol, Boise State University fosters a vibrant and welcoming academic environment that fuels student and employee success. We’re a trailblazing institution, nationally recognized for our innovative spirit and commitment to positive impact on Idaho and beyond.
Boise State is proud to be recognized by Forbes as the only Idaho employer listed in the top 100 of all national midsize and large employers. We’re building a thriving community of faculty and staff whose unique skills, experiences, and perspectives come together to create a rich and rewarding academic experience. Applications from all backgrounds are welcomed.
Learn more about Boise State and living in Idaho’s Treasure Valley at https://www.boisestate.edu/about/
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