Assistant Director OGC/4 Office of Grants and Contracts CODES
JOB CODE: 4168 EEO: 03 GRADE: 20/3
OTRS: Required E/NE: E VAC 13.5 DEGREE: 01 SAFETY SENSITIVE: No DATE: 03/25
ADMINISTRATIVE TITLE: 67 MANPOWER RESOURCE: 3 SOC:11-9039
JOB SUMMARY
This position is responsible for performing duties equivalent to those assigned to the Grant & Contracts Coordinator. Additionally, the Assistant Director manages all aspects of externally funded part-time payroll administration, effort reporting and tracking, travel coordination, new hire tracking, and supervision of student workers. In the absence of the director, the Assistant Director will assume all responsibilities, including full signature authority, and oversee the supervision of Full-Time and Part- Time Grant Accountants, the Administrative Assistant, Student Workers, and grants financial management operation.
MAJOR DUTIES
Grant Management & Compliance Ensure full compliance with federal, state, and institutional regulations and policies governing all aspects of grant administration. Monitor assigned grant-funded projects to ensure adherence to awarded budgets, agency regulations, and specific project requirements. Serve as the primary point of contact for project directors, providing guidance on grant regulations, travel policies, and award management. Maintain accurate and organized records of grant applications, awards, expenditures, and compliance documentation. Financial Oversight & Reporting Prepare and submit financial reports to grant agencies in accordance with funding guidelines and submission deadlines. Request expenditure reimbursements and process deposits into program accounts and perform deposits of funds in the correct accounts.
Assistant Director, Office of Grants and Contracts Page 2 Review and reconcile grant program general ledger accounts, ensuring accuracy and resolving discrepancies. Design, analyze, and maintain financial spreadsheets for tracking grant expenditures and budgeting updates. Oversee and facilitate grant closeout procedures, coordinating with project investigators and administrative personnel. Conduct research and compile financial data for year-end reporting and budget rollover accounting. Pre-Award & Post-Award Administration Coordinate and participate in pre-award and post-award meetings, assisting project investigators and support staff with financial and compliance-related inquiries. Train new grant support personnel and project investigators on grant management best practices and regulatory requirements. Assist investigators with online award notifications, budget revisions, and amendments to existing grants. Perform budget revisions and line-item transfers as needed. Personnel & Payroll Administration Review all new hire documentation and ensure I-9 verification compliance. Track and process payroll documentation for externally funded programs, including part-time grant employees and student workers. Monitor and approve time and effort reporting to ensure compliance with funding agency guidelines. Review and approve exempt personnel leave reports related to grant-funded positions. Travel Management Oversee all aspects of grant-funded travel, ensuring full compliance with institutional, state, and federal regulations. Review and approve travel requests, itineraries, and expense reports for grant personnel and student travelers. Ensure that all travel-related expenses, including per diem, lodging, transportation, and conference fees, adhere to the allowable cost principles set forth by Uniform Guidance (2 CFR 200) and funding agency guidelines. Coordinate advance travel authorizations and necessary approvals for domestic and international travel. Provide guidance to faculty and staff on grant-related travel policies, including allowable expenses, reporting requirements, and documentation best practices. Procurement & Contract Management Prepare university sub-award agreements and consulting agreements in alignment with institutional policies and federal requirements. Establish purchasing card frameworks for externally funded programs, ensuring compliance with purchasing regulations. Prepare documentation and coordinate with Financial Aid on all grant funded student scholarship opportunities. Institutional Reporting & Compliance
Assistant Director, Office of Grants and Contracts Page 3 Prepare and submit required monthly board reports to the Oklahoma State Regents for Higher Education. Lead the preparation of the National Science Foundation (NSF) Annual Report and college-specific annual grant reports. Assist with audit preparation and review, ensuring proper documentation and compliance with regulatory standards. Continuously monitor ever-changing regulatory changes and best practices, ensuring that relevant updates are communicated to the research community. Leadership & Process Improvement Supervision over grant accountants, administration personnel and assigned student workers. Assume director responsibilities in their absence, including signature authorization, financial oversight, and staff supervision. Foster a culture of continuous improvement and regulatory compliance within the grants management team. Identify opportunities for process improvements and implement changes to enhance service delivery. Represent the post-award team in institutional meetings and committees as needed. Actively participate in professional development, including training workshops, conferences, and networking opportunities. Other Responsibilities Input and maintain award data and budget allocations in the university's financial system. Record, track, and reconcile grant funds, ensuring financial accuracy and transparency. Oversee grant-related accounting corrections, fund transfers, and indirect cost recovery. Perform other related duties as assigned.
KNOWLEDGE REQUIRED BY THE POSITION
Extensive Knowledge of Federal Regulations: Highly proficient in Uniform Guidance (2 CFR 200) and other federal regulatory frameworks governing grants and cooperative agreements. Expertise in State Regulations: Comprehensive understanding of the State of Oklahoma guidelines and regulatory requirements applicable to grant administration and financial management. Multi-Agency Compliance Proficiency: Skilled in navigating and ensuring compliance with federal regulations from multiple funding agencies, including but not limited to the National Science Foundation (NSF), National Institutes of Health (NIH), Department of Defense (DOD), Department of Health and Human Services (HHS), and the U.S. Department of Agriculture (USDA). Accounting and Financial Management Acumen: Strong knowledge of Generally Accepted Accounting Principles (GAAP) and best practices in financial oversight, budgeting, and auditing. University Policy & Procedure Expertise: Well-versed in institutional policies, procedures, and administrative frameworks related to sponsored research, grant administration, and financial compliance.
Assistant Director, Office of Grants and Contracts Page 4 Advanced Technical Proficiency: Highly skilled in the operation of computers and job-specific software applications, ensuring efficiency in data analysis, reporting, and compliance monitoring. Adept in External Grant Systems & Financial Portals: Ability to quickly master and proficiently operate a variety of externally funded software platforms and financial reporting systems used for grant submissions, tracking, and compliance. Superior Organizational & Time-Management Skills: Demonstrated ability to effectively prioritize tasks, manage multiple projects simultaneously, and meet deadlines in a fast-paced, high-stakes environment. Exceptional Decision-Making & Problem-Solving Abilities: Highly developed analytical skills to assess complex issues, identify solutions, and implement effective strategies to resolve challenges. Strong Interpersonal & Public Relations Skills: Adept at building and maintaining professional relationships, fostering collaboration, and engaging effectively with diverse stakeholders, including faculty, administrators, funding agencies, and the public. Advanced Communication Skills: Highly skilled in both oral and written communication, ensuring clarity, professionalism, and effectiveness in grant proposals, reports, policies, and presentations. Self-Motivated & Independent Work Ethic: Ability to work autonomously while effectively executing responsibilities with minimal supervision, demonstrating initiative and accountability. Proficiency in Microsoft Office Suite: Advanced expertise in Microsoft Word, Excel, PowerPoint, Outlook, and other Microsoft Office programs, facilitating data management, reporting, and professional documentation.
SUPERVISORY CONTROLS
The Assistant Director receives assignments with general instructions. The Director periodically reviews completed work to ensure compliance with procedures, accuracy, and the appropriateness of the final outcomes. GUIDELINES Guidelines include Uniform Guidance, guidelines established by federal agencies, State of Oklahoma regulations, and university policies and procedures and guidelines set forth by various funding agencies. These guidelines are generally clear and specific, but may require some interpretation in application.
COMPLEXITY/SCOPE OF WORK
This role involves managing finances for externally funded programs, requiring a strong understanding of federal regulations, financial systems, state guidelines, and university policies. The position demands precision and regulatory compliance, with deadlines that must be met to ensure efficiency and adherence to rules.
Assistant Director, Office of Grants and Contracts Page 5 The primary objective of this position is to oversee the administration of grant funds, ensuring smooth financial management and compliance. Success in this role ensures the institution remains compliant with university, state, federal, and grant agency regulations, protecting funding integrity and operational efficiency. CONTACTS This role requires frequent communication with co-workers, university personnel, funding agency representatives at the federal, state, and private levels, as well as vendors and members of the general public. Interactions are conducted to exchange critical information, resolve issues, provide essential services, and ensure compliance. Additionally, this role involves justifying, defending, or facilitating resolutions related to grant administration and financial matters.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
This role is primarily office-based, with tasks typically performed while seated at a desk or workstation. Will requires prolonged screen time, which may lead to eye strain and necessitates attention to ergonomic best practices to maintain comfort and productivity.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
This position provides direct supervision of both Full-Time and Part-Time Grant Accountants, as well as assigned student workers. In the absence of the director, the incumbent will assume signature authority for financial decisions, ensuring continuity and accountability in grant financial operations.
MINIMUM QUALIFICATIONS
A strong foundation in research administration, accounting, business, or a related financial discipline is essential, typically demonstrated by the completion of a bachelor’s degree in one of these fields. Must possess or have the ability to readily obtain a valid driver’s license issued by the State of Oklahoma, appropriate for the type of vehicle or equipment operated as part of job responsibilities.
PREFERRED QUALIFICATIONS
A minimum of one to three years of prior experience in grant administration is preferred, demonstrating familiarity with grant management processes, financial oversight, and regulatory compliance. A master’s degree from an accredited university is preferred, reflecting advanced knowledge in accounting, business, or a related financial field.