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Assistant Director, Sponsored Programs and Foundation Relations
DATE:   12/7/2012
JOB TITLE:   Asst. Director, Sponsored programs and Foundation Relations
TITLE OF IMMEDIATE SUPERVISOR:   Director, Sponsored Programs and Foundation Relations
DEPARTMENT:   Sponsored Programs and Foundation Relations


The Assistant Director of Sponsored Programs and Foundation Relations works closely with the Director in the design and administration of a comprehensive system for obtaining, managing and stewarding external grant support for institutional priorities and faculty research. The office conducts prospect research, establishes and maintains relationships with funders, prepares new proposals and coordinates grants management activities at Niagara University with specific emphasis given to government agencies and foundation/corporate funders. The Assistant Director will provide leadership in all these areas working under the direction of the Director and with administrators and faculty to identify funding needs, prepare successful grant applications and manage active grants effectively and efficiently. The Assistant Director will take the lead in managing and coordinating post-award grant activity from all public and private funding sources. The Assistant Director also supports the strategic vision of the office to increase grant funding for faculty scholarship and institutional needs and to improve grant development and management skills and capacities across campus.



       With the Director, develop and manage an effective program of grant seeking and administration.

       Assume particular responsibility for post-award management of grants including review and oversight of award expense transactions (coordination with Controller’s Office), Grants Management Database and file maintenance, PI/PD technical assistance, and funder liaison.

·       Coordinate with diverse constituencies across campus, including senior staff and faculty, to ensure effective grants management and timely, accurate and substantive reporting as well as conformance with funder requirements (fiscal/performance) and institutional policies/practices.

·       Monitor and communicate with faculty and administrators about policies and procedures related to mandated compliance issues and best practices in grant management.

·       Act as liaison with Controller’s office for budget and compliance matters and all matters related public and private grant administration to ensure excellence in stewardship of grants and contracts. This includes coordinating with the grants accountant to oversee appropriate establishment of award accounts and budgets annually, orienting faculty and accounting staff on award management and ensuring that effort reporting is coordinated and completed as required.

·       Assist the General Counsel’s office and other appropriate areas with the oversight and coordination of federal compliance areas, as related to specific grant awards.

·       Develop and maintain a high level of expertise on the administrative and fiscal rules and regulations governing federal, state and private grants as well as knowledge of funding opportunities related to faculty interests and higher education.

·       Provide technical assistance and implement training activities in support of grant seeking and appropriate grant management.

·       With Director, develop and maintain office website, ERA systems, internal procedure manuals, and other tracking systems as assigned to grant development, management and reporting needs.

·       Train and supervise clerical and/or student employees and oversee completion of general administrative tasks.


·       Conduct research and provide technical support to faculty and administrators in the identification and solicitation of potential funding opportunities to meet institutional needs, and the funding requirements of academic and individual faculty members.

·       Develop, write and present proposals, reports and institutional correspondence in support of public and private grants.

·       Initiate, prepare, review and submit proposals (including budgets) to external funders.

·       Represent the office across the Niagara University campus and in the broader community as requested and appropriate.

·       With Director, support faculty and administrators in all aspects of their efforts to secure and manage external funding.

·       Serve as primary Sponsored Programs and Foundation Relations administrator in absence of Director.


·       With Director, regularly review office operations, liaison relationships and campus policies/procedures and suggest improvements and updates as dictated by changing and evolving best practices aligned with funder rules and regulations.

·       Provide support as assigned by the Director.

·       Participate in the professional development of the office including promotion of an image of efficiency, service and courtesy throughout the university community.

·       Maintain confidentiality of information (including but not limited to: student and employee personal information, student grades, etc.), both during and after their employment with the university. Any question regarding the confidentiality of material should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment.

·       Attend departmental, college and administrative meetings, as required.

·       Act as responsible committee member, as required.

·       Communicate effectively with supervisor concerning pertinent matters.

·       Perform other duties as requested or as related and/or dictated by responsibilities.


70%     Lead and oversee post-award coordination and monitoring for all public and private discretionary awards and contracts originated or managed through the OSPFR including general oversight, technical assistance provision, liaison services among stakeholders on and off campus, and creation and maintenance electronic and paper documentation.

20%     Assist with pre-award activities including researching, developing, writing and presenting proposals, reports and correspondence in support of public and private grants as well as developing and submitting proposals to external funders as assigned.

5%       Develop and offer proactive training and professional development activities and materials to increase grant funding for faculty scholarship and institutional needs and to improve grant development and management skills and capacities across campus.

5%       Oversee, guide and manage student employees and temporary staff as available.


1.    Knowledge and experience to carry out comprehensive public, corporate and foundation research.

2.    Ability to creatively conceptualize programs and to communicate effectively and persuasively, both orally and in writing.

3.    Demonstrated ability to work effectively and comfortably under deadlines, manage multiple projects simultaneously and occasionally work outside normal business hours.

4.    Demonstrable understanding of federal compliance and grant administrative and fiscal management regulations.

5.    Facility with financial concepts and basic budgeting and cost accounting standards.

6.    Sophisticated interpersonal abilities, and value diplomacy, tact and discretion.

7.    Ability to work independently as well as collaboratively in a team environment.

8.    Strong organizational, oral and written communication skills.

9.    Must be articulate, high-energy and goal-oriented.

10. Must possess a strong work ethic and unquestioned personal integrity.

11. Ability to read and comprehend various forms, documentation, files and information.

12. Proficiency to handle various office machines including but not limited to: typewriter, computer keyboard, computer software applications, calculator, copy machine and fax.

13. Ability to receive telephone calls, respond to inquiries and effectively communicate to a variety of stakeholders.


The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, computer software applications, calculator, cutting, labeling, and taping involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.


·         This position requires a bachelor’s degree with a preference for an advanced degree.

·         A minimum of three to five years of experience in grant development, grant management and/or philanthropy is required, preferably in an academic or foundation setting.

·         Demonstrated experience managing complex projects with multiple diverse stakeholders.

·         A valid NYS driver’s license is required that satisfies both university and insurance company underwriting rules and regulations for driving a motor vehicle. Must also be able to operate a vehicle in Canada.

Non Discrimination/Equal Employment Opportunity Statement Policy:

NIAGARA UNIVERSITY is an equal opportunity employer. Consistent with our Catholic mission, Niagara University is committed to providing equal employment and educational opportunities and will not discriminate on the basis of race, age, sex (gender), national origin, religious preference, sexual orientation, predisposing genetic characteristic, status as veteran or disability. The following person has been designated to handle inquiries regarding the non-discrimination policies: Ryan Thompson, Esq., Title IX Coordinator, Office for Equity & Inclusion, 716-286-8324, rthompson@niagara.edu, www.niagara.edu/oei, Office Location: O’Shea Hall, B27. For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and phone number of the office that serves your area, or call 1-800-421-3481.

Niagara University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply. A copy of the Student Right to Know Annual Security Report is available at: http://www.niagara.edu/safety
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