The Assistant Director is responsible for supporting LMU faculty members and staff in securing external sponsor support for their research, scholarly, and creative projects. As a member of the LMU Office of Research & Sponsored Projects (ORSP), the Assistant Director is an integral member of a pre-award team that promotes faculty and staff productivity through services that include all facets of grant, research, and award administration. The Assistant Director maintains a pre-award grant portfolio which includes developing, reviewing, submitting and negotiating complex, interdisciplinary, multi-institutional, multi-investigator grants, cooperative agreements, subcontracts, sponsored research agreements and awards for federal, state and local government agencies, private foundations, non-profits and corporations. Reporting to the Executive Director of ORSP, the position assists fellow office colleagues in promoting sponsored project activities through informational presentations to the LMU Community.
Position Specific Responsibilities/Accountabilities
1. The primary responsibility of the Assistant Director is to assist faculty and staff within the Bellarmine College of Liberal Arts, School of Film and Television, College of Communications and Fine Arts, and Student Affairs with the development and submission of grant applications, and award administration. This includes:
guiding applicants and their collaborators both within and external to the University through the interpretation of sponsor guidelines and the development of all required grant application elements, including budgets;
ensuring all grant applications and awards are in compliance with LMU and sponsor policies and practices, and follow university submission procedures for sponsored projects;
documenting the scope-of-work, commitments and obligations of independent contractors, vendors and subrecipients participating in sponsored projects;
providing editorial assistance, when needed, to help craft well-written and persuasive grant narratives;
serving as the institutional liaison between the grant seeker and the sponsoring agencies;
preparing and submitting complete and accurate application packages to public and private organizations (typically, foundations, corporations, associations, federal and state agencies), which includes managing an internal approval process;
Oversee the work of the Research Administration Analyst completing post-award budget revisions, modification, amendments, and no-cost extensions.
providing training to faculty and staff in the use of electronic tools that support research administration activities, including seeking appropriate funding sources (GrantForward, Grants.Gov, Fastlane, NIH ERA.).
2. The Assistant Director coordinates the review, refinement, and approval of memoranda of understanding, agreements, and amendments necessary to implement sponsored projects within his/her pre-award grant portfolio. This is also in coordination with the Research Administration Analyst, ORSP Executive Director, other ORSP staff, and the Risk Management Office. In conjunction with the VP for Risk Management, negotiate favorable terms and conditions to minimize risk to the University.
3. The Assistant Director is responsible for thoroughly documenting all research administration activities within a paperless office. The position works with other departments (Post-Award Accounting and Administration (PAAA), IRB, IACUC, and other offices), as needed, to solve problems and create efficiencies in processing proposal and award information through the use of a centralized grants and award management system (Cayuse). This includes providing expertise and training to system users on the pre-award features and functions of the data management system and its integration with the range of electronic systems and software available at LMU, including file management software (Box, internal storage drives), Microsoft Office Suite (especially Excel), Outlook, Adobe Acrobat, and Workday.
4. Represent LMU within the sponsored research community and at professional organizations, such as the National Council for Research Administrators (NCURA), Society of Research Administrators (SRA), or the National Organization for Research Development Professionals (NORDP). Serve on university committees as required.
5. Perform other duties as assigned or requested.
Typically a Bachelor's Degree in any liberal arts or business disciplines. The successful applicant will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of federal policies and regulations, philanthropic trends, and advances in grants database systems and electronic research administration.
Minimum of 5 years of professional experience in a university sponsored projects office or research institution, in progressively responsible positions.
Proficiency in the use of common office software, including Adobe Pro, Excel required. Familiarity with pre-award file management and data management systems or other relational databases is preferred; experience with the Cayuse Proposals (424) software highly desired.
Experience in electronic submissions using the online portals of foundations and federal agencies, as well as system-to-system (S2S) software used to facilitate electronic submissions.
Demonstrated knowledge in the areas of: pre-award compliance, budget planning, grants submission, and financial reporting. Experience in research administration preferred.
Familiarity with a range of grant information sources including Grants.gov, the Foundation Directory, GrantsForward, professional listservs and other similar tools.
Demonstrated abilities in a variety of competencies including teamwork/collaboration, analytical thinking, communication and influencing skills, and technical expertise.
Exemplary communication skills (both written and verbal) evidenced by experience in preparing comprehensive reports and executive summaries incorporating complex, highly technical information.
Ability to work with changing priorities and multiple projects.
Ability to be precise and attentive to detail is essential.
Highly developed organizational and leadership skills.
Ability to work remotely and/or hybrid.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
For full consideration, applicants should submit the following items: 1) a current and comprehensive resume and 2) cover letter.
COVID Vaccination Requirement
To ensure the safety and well-being of our community Loyola Marymount University requires that all students, faculty and staff are vaccinated or have been approved for a qualifying medical or religious exemption.
Founded in 1911, LMU is a premier Catholic university rooted in the Jesuit and Marymount traditions. Our enrollment includes 5,962 undergraduate, 2,129 graduate and 1,278 law school students. Our 142-acre bluff-top campus is located in West Los Angeles and is among the nation's most beautiful and green campuses.