Job Information
New Jersey Institute of Technology Assistant Director of Pre-Award Services in Newark, New Jersey
Title:
Assistant Director of Pre-Award Services
Department:
Office of Research & Development
Reports To:
Director of Pre-Award Services Office of Research & Development
Position Type:
Staff
Position Summary:
The Assistant Director for Pre-award Services will provide leadership and oversight for the pre-award functions within the university's Office of Research. This role will manage the review and submission of research proposals, ensuring compliance with institutional policies and sponsor requirements. The position also coordinates award and subcontract administration, provides strategic support to faculty and researchers, and collaborates with multiple colleges to facilitate successful grant applications.
This role is essential for ensuring the smooth and effective administration of research proposal activities across the university, driving a culture of compliance, collaboration, and excellence.
Essential Functions:
Proposal Submission:
Oversee the submission of all sponsored program proposals across NJIT that flow through the Office of Research.
Ensure all proposals comply with university policies, sponsor guidelines, and federal regulations (e.g., NIH, NSF, DOE, CFR, etc).
Serve as the primary point of contact for pre-award administrators, providing expert guidance on proposal preparation, sponsor guidelines, and application systems (e.g., Grants.gov, NSF Research.gov, Proposal Central, etc).
Review and provide feedback on proposal documents, including budget justifications, narratives, and compliance sections.
Coordinate submission of grant applications, ensuring adherence to internal and external deadlines.
Award & Subcontract Administration:
Oversee the execution and setup process of award and contract acceptance facilitating documentation and data compliance in regards to standard operating procedures.
Oversee the administration of subcontracts in collaboration with external partners and internal teams, ensuring compliance with federal, state, and institutional regulations.
Review subaward agreements, budgets, and scopes of work.
Work closely with the post-award team to ensure smooth transitions from proposal to award phase.
Compliance and Risk Management:
Ensure all proposal submissions adhere to university compliance standards, including conflict of interest, export control, and research integrity.
Collaborate with the compliance office to stay informed of changing federal, state, and institutional policies and regulations.
Develop and implement training programs for faculty and staff on pre-award best practices and compliance requirements.
Strategic and Operational Support:
Develop and maintain strong relationships with the leadership in other Office of Research departments and other stakeholders to foster a collaborative environment for proposal submission.
Track and analyze pre-award activity metrics to inform strategic planning and process improvements.
Assist with the development of policies and procedures to streamline the pre-award process.
Leadership and Supervision:
Foster a culture of customer service and efficiency within the pre-award team, ensuring timely, high-quality support for faculty.
Assist the Senior Director in setting strategic goals for the department and lead initiatives to enhance research support services.
Prerequisite Qualifications:
Education:
Bachelor's degree required (Master's preferred) in a related field such as business administration, research administration, or public administration.
Experience:
At least 3-5 years of experience in research administration, with a focus on pre-award services, proposal development, and/or sponsored program management in an academic setting.
Skills:
Comprehensive understanding of federal, state, and sponsor regulations governing research funding.
Proven ability to manage multiple, complex projects under strict deadlines.
Strong interpersonal skills with the ability to work collaboratively across departments and colleges.
Excellent written and verbal communication skills.
Proficiency with grant submission platforms (e.g., Grants.gov, NSF Research.gov, Proposal Central, etc) and research administration software (e.g., Streamlyne).
-At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position
Preferred Qualifications:
Knowledge of federal and sponsor-specific research policies and regulations, including OMB Uniform Guidance (2 CFR 200).
Certification in Research Administration (CRA) or related certifications is preferred but not required.
Bargaining Unit:
PSA
Range/Band:
26
FLSA:
Exempt
Full-Time
Special Instructions to Applicants:
This position may require occasional evening or weekend work to meet proposal deadlines.
Hybrid work arrangements may be available based on the needs of the university and the Office of Research.