Senior Sponsored Programs Administrator

Northeast Ohio Medical University

Northeast Ohio Medical University

Posted on Tuesday, November 14, 2023

Senior Sponsored Programs Administrator

Please see Special Instructions for more details.

To continue our efforts to keep the campus community as healthy and safe as possible, NEOMED will now require COVID-19 and influenza vaccinations as a condition of attendance and employment. This policy will allow for exemption of the vaccination requirement for those individuals with valid medical reasons, sincerely held religious beliefs and matters of conscience. 

Posting Details

Position Information
Position Title Senior Sponsored Programs Administrator
Position Type Admin/Professional
Full or Part Time Full Time
Position Summary Information
Oversight of subaward contracts, award entry in Kuali, proposal preparation, and administration of awards. Provide guidance to Sponsored Programs Administrator; reports to Executive Director.

Northeast Ohio Medical University is an AA/EEO Employer. The university has a strong commitment to the principles of diversity and inclusion and to maintaining working and learning environments that are free from all forms of discrimination. Women, individuals with disabilities, veterans and minorities are strongly encouraged to apply.

Pay Grade: 8
Starting Salary Range: $46,300 – $54,788
Location: Rootstown, OH

Benefits Offerings Include:
- Hybrid Workplace (Up to two days remote after 6 months; Policy Number: 3349-7-151) 
- Training Offerings, including LSS Green & Yellow Belt and other professional development
- Competitive Health, Vision, Dental
- Flexible Spending Account
- State Retirement with 14% matching
- Excellent Vacation and Sick Time
- 11 Paid Holiday Days
- Wellness Offerings
- Short and Long Term Disability Coverage
- Long Term Care Coverage Offerings
- Life Insurance
For additional details visit:
Principal Functional Responsibilities
1.This position has overall responsibility for the coordination and administration of outgoing subawards, subcontracts, and their respective amendments that are issued to subrecipients under prime federal or non-federal grants, cooperative agreements, and contracts for NEOMED following university, agency, and federal/state compliance requirements. The duties include:

  • Manage the subaward assessment, development, issuance, and negotiation and execution process. Manage all subaward activity from a wide range of funding sources including, federal, state, local government agencies, and industry sponsors.
  • Responsible for ensuring that all aspects of subaward processing are both timely and compliant, including subrecipient prequalification, monitoring, subaward issuance, fund reservation (in coordination with Grants Accounting) and FFATA reporting.
  • Negotiate, execute, and administrate subaward agreements in conjunction with Sponsored Programs management and University General Counsel, update template agreements as regulation change.
  • Work with the NEOMED PI to verify that each subaward supports the proposed scope of work.
  • Proactively and independently identify and resolve complex questions or issues as they arise. Upon discovery of any potential problems with sub-recipients/contractors, provide notification, advice, and assistance for corrective action that may be required such as: renegotiation of the sub-award/subcontract; corrections to be inserted and initialed by both parties; amendments; internal adjustments, etc.
  • Interpret regulations and/or initiate further inquiries as necessary in response to inquiries from project directors, principal investigators, supervisors and support staff, provide guidance to ensure compliance, and take appropriate action to reconcile sponsor requirements with NEOMED policies and procedures.
  • Provide subawards process training for faculty and staff.
  • Submission of federal subaward reporting.

2. Recordkeeping and Database Maintenance: Maintain paper and electronic files and databases based on Department standards, policies and procedures; accurately enter proposal and award data into grants management system; process proposals classified “not funded” or “cancelled” according to Division policy. Assist Executive Director and Director/eRA Manager in preparation of standard reports and metrics. These duties include:
  • Audit electronic records to ensure accuracy
  • Audit electronic records to ensure accuracy
  • Function as the primary point of contact for award data entry in the electronic grants management system
  • Assist with report development
  • Assist with the maintenance of data tables and configuration elements in the grants management system and legacy system as needed.

3) Proposal and Award Preparation: Provide guidance to faculty and staff in proposal preparation, including budgets, sponsor guidelines, University policies and procedures, and electronic submission processes. Monitor status of pending proposals. Initially review proposals for accuracy and basic compliance with University and sponsor guidelines and policies, ensure appropriate department chair/dean approvals for proposals; contact collaborating institutions to obtain required proposal documents and assurances.
  • Draft budgets for awards based on award agreement; prepare and compile documents necessary for setup of awards by Grants Accounting; notify PI when grant is set up and provide relevant information regarding the award.
  • May serve as primary Sponsored Programs contract for oversight of specific, complex projects.; may oversee submission of major or complex proposals.
  • Assist with the maintenance of data tables and configuration elements in the grants management system and legacy system as needed.

4) Assist Executive Director and Director/eRA Manager with the ORSP website maintenance. These duties include:
  • Updating Announcement page with upcoming Research Events along with submitting event information to The Pulse.
  • Maintaining up to date information regarding the institution. 
  • Maintain up to date information on relevant funding opportunities.

5) Supervisory and mentoring duties
  • May supervise student: including hiring and disciplinary recommendations, conducting performance evaluations, and fulfilling responsibilities of human resource management, including equal opportunity, affirmative action and employee development.
  • Meets with new staff to explain Sponsored Programs’ role and clarify interests.
  • Assist in mentoring and training entry level Sponsored Programs Administrators and serve as information source for department and college level administrators.
  • Serve as university representative at professional meetings; serve as ORSP representative on University Committees.

6) Perform other duties as requires
Education/Degrees: Bachelor’s degree required. Master’s degree in relevant field or Certified Research Administrator preferred.
Experience: Four years research administrative experience and experience with standard office software packages required.
Key Skills, Personal Characteristics, and Key Competencies
  • Exceptional attention to detail
  • High professional standards and integrity
  • Excellent work ethic
  • Ability to accept and follow detailed procedures, and apply University and sponsor policies and guidelines
  • Ability to function effectively within a team environment that promotes collaboration and high-quality customer service
  • Well-developed analytical, organizational and problem-solving skills
  • Ability to work with various software applications, such as Microsoft Word and Excel, Adobe Acrobat, and Banner
  • Strong written and verbal communication skills
  • Ability to work effectively with internal and external constituents
  • Ability to work under the stress and pressure of imminent internal and external deadlines in a calm, efficient, confident manner
  • Ability to prioritize duties and meet multiple and competing deadlines
  • Ability to make and give presentations

Core Competencies
  • Leadership: NEOMED creates positive change by educating and training Ohio’s next generation of health professionals, educators and researchers through experiential learning, high-impact research, strategic partnerships and innovation. By designing an environment where ideas and connections can flourish, NEOMED is transforming health care. 
  • Exceptional Experience: By creating a welcoming, supportive and well-resourced environment, NEOMED sets the stage for meaningful interactions among its students, faculty, staff, alumni, partners and community members. The University empowers every individual to participate fully in the campus experience and the community that NEOMED serves. 
  • Diversity, Equity and Inclusion: NEOMED recognizes, appreciates and celebrates all of the ways-from backgrounds to viewpoints-that people are different. The University’s culture is grounded in respect and thrives on the uniqueness of each individual. NEOMED encourages everyone’s participation by fostering policies and practices that ensure fair and just access, treatment and opportunities for all. 
  • People: Talent is NEOMED’s most valuable asset. The University invests in developing its faculty and staff to realize their fullest potential. As it works to attract and retain a diverse workforce and student body, NEOMED embraces opportunity and growth across all levels of the institution. 
Preferred Qualifications
Experience in higher education, data management and fundamentals of research administration preferred.
Physical Requirements
Must be able to utilize a phone, computer and screen and other office equipment. While performing the duties of the job, the employee is frequently required to sit; talk; or hear and occasionally stand, walk, reach, stoop, or kneel. Must be able to occasionally lift up to 25 pounds.
Posting Detail Information
NEOMED EEO Statement
NEOMED is committed to providing equal employment opportunities to qualified applicants without discrimination on the basis of age, color, disability, gender identity or expression, genetic information, national origin, race, religion, sex, sexual orientation, transgender status, status as a parent during pregnancy and immediately after the birth of a child, status as a parent of a young child, status as a foster parent, veteran status or any other category protected by applicable state or federal law. As an Equal Opportunity Employer, NEOMED also affirms its commitment to nondiscrimination in its employment policies and practices. In compliance with Title IX (20 U.S.C Sec. 1681 et seq.), NEOMED prohibits sex discrimination, including sexual harassment.

For concerns regarding discrimination, please contact:
Associate Director of Diversity, Equity and Inclusion & Title IX Coordinator
Northeast Ohio Medical University, G-212B
4209 St. Rt. 44, PO Box 95, Rootstown, OH 44272

NEOMED requests that you provide the voluntary information requested below. It will be kept separate from your application, in a confidential and limited access file, to be used for statistical compilation and analysis for Human Resources record keeping and reporting purposes. Your response will not be used in any way to determine your eligibility for employment. Your cooperation is greatly appreciated.
Notification of Annual Security Report.
The Northeast Ohio Medical University is committed to assisting all members of the NEOMED community in providing for their own safety and security. The annual security report is available on the NEOMED website at
The annual security report contains information regarding campus security and personal safety including topics such as: crime prevention, authority of university police and security officers, crime reporting policies, and other matters of importance related to security and safety on campus.

Additionally, the report contains information about crime statistics for the three previous calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by NEOMED; and on public property within, or immediately adjacent to and accessible from the campus.

If you would like a paper copy of this report, please email or call the Department of Public Safety at 330.325.5911 to request a copy.

This information is required by law and is provided by the Northeast Ohio Medical University Department of Public Safety.
Close Date

Supplemental Questions

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Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter/Letter of Application