| Date: |
September, 2012 |
| Reports to (Job Title): |
Assoicate Vice-President, University Research |
| Jobs Reporting (Job Titles): |
None |
| Location: |
Waterloo |
| Grade: |
USG 12
35 hr/wk
|
Primary Purpose
The Senior Manager, GRC is responsible for managing the relationships between research stakeholders, within the University and externally, to: A) facilitate research proposal preparation and submission, B) mitigate risks to the University with respect to Canadian and US government funded research projects by i) developing models for contracts and agreements where none exists, and/or ii) negotiating terms for government research grants and contracts, and C) work with stakeholders to improve work processes.
Key Accountabilities:
1.Communication and Relationship Building
Responsibilities include:
- Providing outreach activities, both one-on-one and via workshops; coordinating and organizing sponsor visits/workshops; providing guidance to faculty on possible suitable funding sources, both face-to-face and through regular email updates. Execution of responsibilities associated with the pre-award activities requires regular interaction with funding agency personnel, knowledge of the sponsor’s focus, objectives and expectations as well as guidelines and policies; and interaction with faculty members to support preparation of applications for research funding.
- Institutional point of contact for government procurement systems: MERX.com, Grants.gov, US Federal Business Opportunities website (www.fbo.gov), Central Contractor Registration (CCR), Online Representations and Certifications Application (ORCA) and other systems as applicable.
- Proactive engagement of Program Managers and Administrators within sponsor organizations.
- Communicate regularly with sponsoring agency officials regarding program guidelines to ensure that the Office of Research has the most recent information and that the interpretation of guidelines transmitted to UW researchers is complete, current and accurate. Advise Department Chairs, Faculty Deans and researchers on new guidelines and other information critical to the funding programs.
- Attend meetings on and off the University campus with agency representatives, government officials and/or researchers, and make written and oral presentations as required. Examples of presentations include those pertaining to changes in sponsor guidelines, preparation of progress reports, and responses of agencies to University applications.
- Organize, administer and participate in ad hoc committees as needed for research activities.
- Prepare non-routine reports required by the Vice-President, University Research, the Associate Vice-President, University Research and other administrators using various data sources including InfoEd. The incumbent is expected to design and generate specific reports from generalized requirements provided by the requester.
- Undertake special projects (e.g., preparation of financial reports, analysis of program data, sponsor surveys) as assigned by the Vice-President, University Research or the Associate Vice-President, University Research.
- Handle general GRC research- related inquiries as needed.
2.Facilitate research proposal preparation and submission
- Advise and work with researchers in all six faculties to develop government-sponsored research funding proposals and complete applications for funding that are of high quality. This includes assistance with budget development as well as ensuring: compliance with University policies; compliance with application guidelines set by the sponsor; adherence to submission requirements (e.g. format, electronic submissions where appropriate, matching fund requirements and deadlines); reviewing for clarity, impact and typographical or grammatical errors; compliance with eligibility and reporting requirements; and identifying pre-existing contractual terms that might bind the university and researchers when proposals are submitted.
- Prepare letters of support for applications and ensure adherence to all internal procedures including Chair and Dean approvals. An in-depth and detailed working knowledge of evolving sponsor guidelines, schedules and deadlines (many overlapping) is essential. Develop internal Office of Research forms for use in administration of grants.
3.Develop models for contracts and agreements
- Develop NEW models and/or update existing templates for government partnership programs including but not limited to strategic Memoranda of Understanding (MOUs) and consortium agreements. Prepare and review agreements for signature, ensuring that all relevant details and support documents are included and that agreements are consistent with agency requirements and University policies, including financial and legal issues (employment and salary terms, University liability, publication, licensing and patent rights), indirect cost guidelines, and graduate student participation requirements. Negotiate with the agency on conflict areas as required.
4.Negotiate terms for government research grants and contracts
- The Senior Manager, GRC has the authority to negotiate terms for government research grants and contracts and to commit the University to such work through delegated signing authority. This includes being a signatory on Office of Research Cover Sheets, funding proposals and research agreements pertaining to single transactions of up to $200,000 CAN. A significant number of sub-grant agreements, sub-contracts and amendments are also negotiated and executed on a regular basis. Agreement negotiations are time-consuming and require negotiating skills and significant knowledge of legal implications, financial responsibilities, indemnity, intellectual property protection, conflict of interest issues, and federal legislation (e.g., Freedom of Information and Protection of Privacy Act). The incumbent interacts extensively with: the Vice-President, University Research; the Associate Vice-President, University Research; Co-ordinating Committees; Faculty Deans; Associate Deans, the Secretariat, Graduate Studies and Research; the Graduate Studies Office; the UW Development Office; and other Office of Research Staff, including the Director, Research Finance and Director, Ethics.
- Select and negotiate the appropriate agreement template for each research project. Prepare and submit, on behalf of the University and faculty member, specific requests for amendments to agreements such as date extensions, budgetary reallocations and correspondence to external sponsors in order to ensure effective performance and monitoring of research projects. Such requests may be initiated by the incumbent, the sponsor or by the principal investigator.
- Post-award responsibilities include: providing or coordinating proper institutional signature for execution of agreements and amendments when the incumbent has the delegated signing authority (up to $200,000 CAN); managing the terms and conditions of the agreements by monitoring the activity, and providing reminders, information and reports as required to faculty, research finance and sponsors; preparing, negotiating and managing sub-award agreements and amendments with other universities and research institutions, both Canadian and US; preparing, negotiating and executing service contracts; and negotiating and executing non-disclosure agreements, material transfer agreements, master agreements, and other research-related agreements when required. These agreements can reach multi-millions of dollars in value and be multi-institutional and multi-national in scope.
5.Improve work processes
- The Senior Manager, GRC identifies gaps, in particular in relation to contract templates, identifies inefficiencies with respect to how research projects are managed and provides solutions to improve efficiencies, reduce duplication of work and reduce risks. Solutions may include documents such as process flow diagrams identifying roles and responsibilities, term sheets, and agreement models.
- The Senior Manager, GRC works with Key stakeholders, within the University, and externally to identify process strengths and weaknesses with respect to government research projects. This may involve participating on committees as well as audits.
Position Requirements
Education:
The incumbent will have a Master’s degree in a related discipline or equivalent education and experience. The incumbent will have the ability and confidence to communicate effectively with researchers from a variety of disciplines within all six faculties. It is essential that the incumbent have strong project management and administration skills, or the ability to acquire these. A background in an appropriate research related field and experience with budgets are desirable. The incumbent will have, or be able to acquire, a broad knowledge of University policies and procedures relating to research and research agreements, grants management, the academic and research environment, and sponsor guidelines.
Experience:
The incumbent will have at a minimum 5 years direct experience reviewing and negotiating legal agreements. This position requires an individual with extensive knowledge of the academic and research environment, research sponsor guidelines, and university financial, legal and administrative regulations, procedures, policies, and guidelines. A minimum of 3 years working in a research office is desirable.
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
| Yes |
Yes |
Yes |
other |
Nature and Scope
Interpersonal Skills:
The incumbent will be an independent, proactive administrator with exceptional communication (oral and written), organizational and presentation skills, ensuring effective interaction broadly within the University and with external agencies. The incumbent must have personal initiative, the ability to be flexible and strong problem-solving skills. The incumbent will have strong analytical skills, be able to interpret accurately and apply agency and institutional regulations, policies and guidelines and to integrate report data from various sources. The ability to work with confidential information, to work independently and as part of a team, and the capacity to work effectively and efficiently in a complex, fast-paced and changing environment with numerous deadlines and priorities is essential.
Level of Responsibility:
The Senior Manager, GRC will take the lead on government research contracts funded by the Government of Canada (all levels) and the Government of the United States of America (all levels).
As the OR lead on government research contracts, the Senior Manager, GRC provides support, coaching, and training, as applicable, to stakeholders of the particular research project.
Decision-Making Authority:
Per University Procedure 1A, the The Senior Manager, GRC has delegated authority to sign on proposals and resulting research contracts up to a value of $200,000 CDN.
Physical and Sensory Demands:
Requires exertion of physical or sensory effort resulting in slight fatigue, strain or risk of injury.
Working Environment:
Involves minimal physical or psychological risk resulting from unavoidable exposure to hazardous, disagreeable or uncomfortable environmental conditions.
