POSITION OBJECTIVE 

The Executive Director of Post-Award Administration provides operational leadership and oversight for all grant and contract post-award functions, financial compliance, and data management. As a primary advisor to senior leadership, the Executive Director informs strategy and tactics on financial integrity, post-award functions, and the development of effective data resources. This role requires deep expertise in federal and sponsor regulations and the ability to translate complex requirements, including OMB Uniform Guidance, into efficient, customer-service-oriented administrative processes. The position holds delegated signing authority on behalf of the university to execute critical post-award compliance functions and carries primary responsibility for all sponsored project audits.

Central to this role is the modernization of the research enterprise; the executive director is expected to operate under the strategic direction of the associate vice president to continuously advance post-award processes and procedures, identifying opportunities to automate routine tasks and leverage technology to enhance accuracy and efficiency. Beyond technical compliance, the executive director is responsible for the collaborative development and implementation of university-wide policies and comprehensive training programs to ensure all research administration staff remain consistent with university and sponsor guidelines.

ESSENTIAL FUNCTIONS

1. Provide operational leadership and advisory support. Direct all post-award functions using expert knowledge of regulations and accounting principles to ensure the university remains a gold-standard steward of sponsor funding. Assess and communicate operational risks, serve as a primary advisor to the Associate VP for Research and the Executive VP for Research and Technology Management, and exercise official Signature Authority. (20%)
2. Advance systems modernization and ensure financial compliance. Provide university-wide leadership in establishing effective data management systems for sponsored projects, ensuring adherence to cost principles, reporting, and project close-out. Utilize expertise to direct the design of automated post-award systems that align with OMB Uniform Guidance audit requirements, enhancing accuracy and ensuring perpetual audit-readiness. (20%)
3. Oversee unit management and drive process improvement. Lead the post-award administration and compliance unit to provide efficient, high-touch service to faculty and staff. In alignment with leadership goals, advance the modernization of administrative procedures by identifying and implementing opportunities to automate routine tasks, fostering a culture of continuous improvement and institutional efficiency. (15%)
4. Direct cash management activities and shape financial strategy. Direct the university-wide cash management strategy for sponsored projects, overseeing invoicing, Letter of Credit (LOC) draws, and accounts receivable. Implement aggressive collection strategies to optimize institutional cash flow, reduce days sales outstanding (DSO), and mitigate the risk of bad debt. (15%)
5. Develop policy and communicate regulatory requirements. Lead the conceptualization and maintenance of university policies regarding sponsored projects. Translate complex regulatory changes into clear, actionable policy updates and communicate these changes effectively to the campus community to ensure total alignment with sponsor requirements. (10%)
6. Administer education programs and oversee delivery. Develop and manage a mandatory, comprehensive online training program for all faculty and staff. Ensure the curriculum effectively communicates university and sponsor policies to guarantee high levels of compliance across the research enterprise. (10%)

NONESSENTIAL FUNCTIONS

1. Resolve complex problems and lead special projects. Resolve high-stakes administrative and financial challenges involving significant funds or institutional reputation with maturity and sound judgment. Collaborate with research directors and administrators to mitigate compliance risks, advise faculty on project-specific regulations. (5%)
2. Perform other duties as assigned. (5%)
   1. Expert knowledge of federal regulations (including OMB Uniform Guidance), internal controls, and the specific nuances of audit reporting and financial compliance.

CONTACTS

Department: Frequent contact with the associate vice president for research, the executive vice president for research, the pre-award services and agreements team. Continuous contact with ORA-post award and pre-award staff. 

University: Frequent contact with the controller's office, management center research office directors and staff, department administrators. Regular contact with faculty, deans, assistant and associate and audit services (as needed).

External: Regular contact with peers at other universities, representatives from sponsors and regulatory agencies, representatives from professional organizations, government officials, audit agencies and temporary employees (as needed).

Students: Infrequent contact with work-study students.

SUPERVISORY RESPONSIBILITY

Direct supervisory responsibility for the staff in the Sponsored Project Administration including: two co-executive directors of sponsored accounting (junior and senior accountants), executive director cash management, director financial compliance, and compliance analyst. 

QUALIFICATIONS

Experience: 10 years of experience in sponsored projects administration, financial reporting, and/or audit. Requires prior successful leadership experience in sponsored projects compliance in a complex research-intensive institution. Preference for experience in a private research university with an academic medical center.

Education: Bachelor's degree required. Prefer MBA or other advanced degree and professional certification (CRA or CPA). 

REQUIRED SKILLS

1. Proven ability to advance post-award systems by identifying automation opportunities, including the use of AI and emerging technologies to increase institutional accuracy and efficiency. Willingness to learn and work with artificial intelligence (AI) tools and technologies.
2. Skill in designing and implementing comprehensive training programs for research administration staff to ensure university-wide consistency and adherence to sponsor guidelines.
3. Effective management skills with the ability to oversee, mentor, and elicit cooperation from a varied team of professional staff within a high-volume environment.
4. Uncompromising ethics and a strong understanding of risk assessment, ensuring all actions align with university values and compliance standards.
5. A dedicated customer-service mindset focused on providing effective support, education, and advocacy for faculty and staff engaged in sponsored projects.
6. Exceptional interpersonal and public speaking skills, with the ability to translate technical, legal, and financial information for stakeholders across various scientific and business disciplines.
7. Mastery of organizational tasks, including the ability to prioritize high-value portfolios, meet strict deadlines, and leverage data resources (e.g., Sparta) for decision-making.
8. Ability to negotiate complex federal and non-federal contracts and mediate conflicts among colleagues and sponsors using professional diplomacy.
9. Flexibility to respond to shifting priorities, project adjustments, and evolving sponsor demands promptly and efficiently.
10. Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
11. Ability to meet consistent attendance.
12. Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

General office working environment.