Program Manager for the Office of Research

Position Title:Program Manager for the Office of

Research

Position Type:Regular

Hiring Range

$29.01 - $37.31 per hour; Compensation will be based on

education, experience, skills relevant to the role, and internal

equity.

Pay Frequency: Position Purpose

The primary purpose of this position is to provide administrative,

managerial, and programmatic support for the Office of Research,

which includes Research Compliance and Integrity, Sponsored

Projects, Faculty research support, and Undergraduate Research

Programs. This position provides office management, planning and

execution of competitive funding programs, including assisting with

budgetary planning, coordination with the University Finance Office

to create grants, coordination with the Deans’ Offices to execute

sabbatical approvals, and tracking of funding applications and

coordination of evaluation working groups. This position also plays

an important role in faculty development programs associated with

research; namely Junior Faculty Development Leave and Sabbaticals.

These large scale programs require coordination and communications

across multiple departments, schools, and offices and a deep

understanding of budgets, including creating and tracking budget

strings, monitoring the Office of Research budget, and helping the

Associate Provost for Research (APR) with annual budget

planning.

Essential Duties and Responsibilities

Provide general support for Research programs and offices

(35%)

• Provide day-to-day support to the Associate Provost for

Research (APR)

• Maintain University-wide communication and websites for

Research, Research Integrity and Compliance, and Sponsored

Projects

• Design and maintain websites, web communication, and

calendaring using T4 and LiveWhale

• Exercises judgment and experience when regularly revising and

updating all documents for official distribution

• Show discretion when responding to inquiries and requests

regarding all areas of Research

• Execution of the many funding programs the Office of Research

oversees

• Resolve complex issues involving allocating resources to

faculty, including communications and instructions to Finance,

tracking approvals for course releases and leaves, and helping with

the myriad of faculty inquiries and special cases that constantly

arise with every competitive program.

• Maintain a broad knowledge of support services and

opportunities for faculty within Research and provide expert

guidance to our faculty and students

• Develop processes and special initiatives to support the

research needs of our faculty in close collaboration with the

Associate Provost for Research.

• Respond to requests for information and make referrals as

appropriate

• Takes initiative in the generation and dissemination of awards,

sabbatical approvals, and other processes as needed. Demonstrates

outstanding judgement in the communications to the awardee, their

Chairs, and other academic leaders included on the messages.

• Prepare and send out professional emails to appropriate groups

as requested throughout the year.

Oversee internal grant management and communication to awardees

(25%)

• Administer and oversee the daily operation of electronic

management systems for Office of Research, Research, Compliance and

Integrity and Sponsored Projects Office

• Provide guidance and support services for campus users of these

systems

• Create and analyze internal grant reports for the APR along

with grant recipients, as needed

• Exercise judgment and analyze the effectiveness of the various

communications that come for the Office of Research to communicate

its programs.

• Continue to explore and take initiative on new styles of

communication and techniques geared towards promoting our programs

and celebrating our awardees.

• Provide grant management and daily communication support to the

Associate Provost for Research, the Sr. Director of Sponsored

Projects, and the Director of Research Integrity and

Compliance.

• The key point of contact to members of the Research Committee,

Sabbatical Committee, and faculty evaluation teams when awards and

approvals are assigned.

• Anticipate and plan research related events and meetings
• Maintains the Single Portal for Undergraduate Research program

(SPUR), including proactively helping to assemble the evaluation

committee, coordinating with the selection committee, and the APR

and faculty associate.

• Is the key contact for questions and logistics around the

student/faculty Research Programs that the Office of Research

oversees. P Is proactive in working with students looking for

research opportunities, helping to tie the SCU student to the

research community together. Maintains communications with other

units, like CAS and SoE, to help support faculty-mentored research

at SCU even beyond the programs within the Office of

Research.

• Manage and set up stipends and internal grants budget strings

for student researchers doing faculty-mentored summer

research.

• Communicates detailed reports, methodology and implications to

faculty and/or grant recipients, including monitoring use of funds

and sweeping expired grants back in the Research budget

Establish and maintain internal grant processes in electronic

grant management system (15%)

• Proactively create, establish, and maintain electronic internal

grant processes system

• Work with other units to synchronize all internal grants,

including Dean’s offices, Departments, and other centers as

needed.

• Create a standardized notification and calendar system alerting

those eligible, committees and review

• Streamline notification, review and award process to best allow

faculty to plan their research agenda

• Communicate directly with faculty applicants who inquire about

the status of their proposal or have questions about the

process.

Financial Support (15%)

• Manage Research budget including developing and implementing

controls and guidelines

• Oversees activity of Research operations to ensure effective

day-to-day processing of accounts receivable and payable

• Provides regular reports, or as requested, to the AVP on

revenue and expenses for programs to reconcile the Research

budget

• Under direction of AVP drives forward planning processes for

the annual budget process

• Manages student worker and Faculty Associate budget. Creates

annual forecasts and updates financial planning on a regular

basis.

• Proactively communicates with the grant recipients regarding

their budgets

• Create and set up budgets for all research internal

grants

• Submit payment requests and supplier invoice requests
• Maintain files, order supplies, and make travel arrangements as

needed for staff within the Office of Research

• Take initiative in the generation and dissemination of awards,

Sabbatical leaves and other letters as needed

• Track budget with Workday financial reports
• Oversee all creations and approvals of Research internal

grants

• Monitor all research internal grant funds and work closely with

grant recipients

• Create and analyze financial reports in research internal

grants and recommend best practices

• Gathers, integrates, and interprets research grant budgets from

a variety of sources (University funding, gifts, endowments,

etc.).

• On a regular basis, or as directed, close out research internal

grants that have ended and no extension is requested

• Prepare and send out HTML emails to appropriate groups as

requested throughout the year.

• Assist with assembling materials for institutional grant

applications, as assigned by the APR.

Oversee and support compliance programs (10%)

• Work with Associate Provost for Research and Director of ORCI

to ensure all compliance requirements are met.

• Provide assistance to the various committees and processes

overseen by Research, Compliance, and Integrity, including IRB and

IACUC.

• Regularly communicate with the Director of ORCI and stay

abreast of pending applications for human subjects and animal

care.

• Become familiar with processes and procedures related to

working with human subjects and animals in order to effectively

collaborate with the Director of ORCI and help with the volume of

protocols.

Qualifications

To perform this job successfully, an individual must be able to

perform each essential duty satisfactorily. The items below are

representative of the knowledge, skills, abilities, education, and

experience required or preferred.

Knowledge, Skills, and Abilities

• Understanding and supporting the values and ideals of Jesuit

education

• Strong interpersonal skills, including strong oral and written

skills, and the ability to deal with all levels of faculty,

administration, and staff

• Exercise judgment and discretion on communications with

faculty, students, and staff

• Strong organizational skills with ability to handle multiple

tasks, attend to details, and ensure accuracy and efficiency

• Strong skills with Microsoft Office, scheduling software,

Google Suite, Workday, PeopleSoft (or equivalent) financial system

software, and website development tools including T4 and

LiveWhale.

• Strong personal initiative and understanding of and commitment

to the mission of each unit

• Able to execute the many needs of the Office of Research with

little to no instruction on day-to-day work

• Strong service orientation and skills required
• Anticipates problems and mobilizes the resources needed to

resolve problems.

• Maintain confidentiality and use discretion
• Identifies discrepancies or inconsistencies in critical

information.

• Work independently and take initiative
• Work collaboratively, be flexible and work as a part of a

team

• Maintain a professional, service-oriented approach
• Ability to manage time effectively while also being available

during business hours (8am-5pm PST)

• Acts independently and works closely with the Associate Vice

Provost for Research to resolve issues that impact the success of

Research at SCU

Education and/or Experience

• Bachelor's degree required (or equivalent combination of

education and experience)

• Minimum 3 years of work experience related to program

management or equivalent experience required.

• Experience in higher education setting preferred

Physical Demands

The physical demands described below are representative of those

that must be met by an employee to successfully perform the

essential functions of this job. In accordance with the Americans

with Disabilities Act, as amended, the California Fair Employment

& Housing Act, and all other applicable laws, SCU provides

reasonable accommodations for qualified persons with disabilities.

A qualified individual is a person who meets skill, experience,

education, or other requirements of the position, and who can

perform the essential functions of the position with or without

reasonable accommodation.

• Considerable time is spent at a desk using a computer

terminal.

• May be required to travel to other buildings on the

campus.

• May be required to attend conference and training sessions

within Bay Area or in- or out-of-state locations.

• May be required to occasionally travel to outside customers,

vendors or suppliers.

Work Environment

The work environment characteristics described below are

representative of those an employee encounters while performing the

essential functions of this job.

• Typical office environment.
• Mostly indoor office environment with windows.
• Offices with equipment noise.
• Offices with frequent interruptions.

EEO Statement​

Santa Clara University is an equal opportunity employer. For a

complete copy of Santa Clara University’s equal opportunity and

nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment

practices or in its educational programs or activities on the basis

of sex/gender, and prohibits retaliation against any person

opposing discrimination or participating in any discrimination

investigation or complaint process internally or externally.

Information about Title IX can be found at www.scu.edu/title-ix . Inquiries can also be made to

the Assistant Secretary of Education within the Office for Civil

Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus

crimes and other reportable incidents in accordance with the

federal Jeanne Clery Disclosure of Campus Security Policy and

Campus Crime Statistics Act. To view the Santa Clara University

report, please go to the Campus Safety Services website . To request a paper copy please call Campus

Safety at (408) 554-4441. The report includes the type of crime,

venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified

individuals with disabilities within the workplace and to comply

with the Americans with Disability Act. All applicants desiring an

accommodation should contact the Department of Human Resources , and

408-554-5750 and request to speak to Indu Ahluwalia by phone at

408-554-5750 or by email at [email protected].

Telecommute

Santa Clara University is registered to do business in the

following states: California, Nevada, Oregon, Washington, Arizona,

and Illinois. Employees approved to telecommute are required to

perform their work within one of these states.

Qualifications

• calendaring using T4 and LiveWhale
• Exercises judgment and experience when regularly revising and
• Exercise judgment and analyze the effectiveness of the various
• Create a standardized notification and calendar system alerting
• Become familiar with processes and procedures related to
• To perform this job successfully, an individual must be able to
• representative of the knowledge, skills, abilities, education, and
• Understanding and supporting the values and ideals of Jesuit
• Strong interpersonal skills, including strong oral and written
• skills, and the ability to deal with all levels of faculty,
• Strong organizational skills with ability to handle multiple
• tasks, attend to details, and ensure accuracy and efficiency
• Google Suite, Workday, PeopleSoft (or equivalent) financial system
• software, and website development tools including T4 and
• Strong personal initiative and understanding of and commitment
• little to no instruction on day-to-day work
• Strong service orientation and skills required
• Anticipates problems and mobilizes the resources needed to
• Work collaboratively, be flexible and work as a part of a
• Maintain a professional, service-oriented approach
• Bachelor's degree required (or equivalent combination of
• Minimum 3 years of work experience related to program
• management or equivalent experience required
• that must be met by an employee to successfully perform the
• A qualified individual is a person who meets skill, experience,
• education, or other requirements of the position, and who can
• Considerable time is spent at a desk using a computer
• May be required to attend conference and training sessions
• within Bay Area or in- or out-of-state locations
• of sex/gender, and prohibits retaliation against any person

Benefits

• $29.01 - $37.31 per hour; Compensation will be based on
• education, experience, skills relevant to the role, and internal
• Pay Frequency: Position Purpose
• Proactively communicates with the grant recipients regarding
• Monitor all research internal grant funds and work closely with
• Create and analyze financial reports in research internal
• a variety of sources (University funding, gifts, endowments,

Responsibilities

• The primary purpose of this position is to provide administrative,
• managerial, and programmatic support for the Office of Research,
• which includes Research Compliance and Integrity, Sponsored
• Projects, Faculty research support, and Undergraduate Research
• This position provides office management, planning and
• execution of competitive funding programs, including assisting with
• budgetary planning, coordination with the University Finance Office
• to create grants, coordination with the Deans’ Offices to execute
• sabbatical approvals, and tracking of funding applications and
• coordination of evaluation working groups
• an important role in faculty development programs associated with
• research; namely Junior Faculty Development Leave and Sabbaticals
• These large scale programs require coordination and communications
• across multiple departments, schools, and offices and a deep
• understanding of budgets, including creating and tracking budget
• strings, monitoring the Office of Research budget, and helping the
• Associate Provost for Research (APR) with annual budget
• Provide general support for Research programs and offices
• Provide day-to-day support to the Associate Provost for
• Maintain University-wide communication and websites for
• Research, Research Integrity and Compliance, and Sponsored
• Design and maintain websites, web communication, and
• updating all documents for official distribution
• Show discretion when responding to inquiries and requests
• Execution of the many funding programs the Office of Research
• oversees
• Resolve complex issues involving allocating resources to
• faculty, including communications and instructions to Finance,
• tracking approvals for course releases and leaves, and helping with
• the myriad of faculty inquiries and special cases that constantly
• arise with every competitive program
• Maintain a broad knowledge of support services and
• opportunities for faculty within Research and provide expert
• guidance to our faculty and students
• Develop processes and special initiatives to support the
• research needs of our faculty in close collaboration with the
• Associate Provost for Research
• Respond to requests for information and make referrals as
• Takes initiative in the generation and dissemination of awards,
• sabbatical approvals, and other processes as needed
• outstanding judgement in the communications to the awardee, their
• Chairs, and other academic leaders included on the messages
• Prepare and send out professional emails to appropriate groups
• as requested throughout the year
• Oversee internal grant management and communication to awardees
• Administer and oversee the daily operation of electronic
• management systems for Office of Research, Research, Compliance and
• Integrity and Sponsored Projects Office
• Provide guidance and support services for campus users of these
• systems
• Create and analyze internal grant reports for the APR along
• with grant recipients, as needed
• communications that come for the Office of Research to communicate
• Continue to explore and take initiative on new styles of
• communication and techniques geared towards promoting our programs
• Provide grant management and daily communication support to the
• Associate Provost for Research, the Sr
• Director of Sponsored
• Projects, and the Director of Research Integrity and
• The key point of contact to members of the Research Committee,
• Sabbatical Committee, and faculty evaluation teams when awards and
• approvals are assigned
• Anticipate and plan research related events and meetings
• Maintains the Single Portal for Undergraduate Research program
• (SPUR), including proactively helping to assemble the evaluation
• committee, coordinating with the selection committee, and the APR
• Is the key contact for questions and logistics around the
• P Is proactive in working with students looking for
• research opportunities, helping to tie the SCU student to the
• Maintains communications with other
• units, like CAS and SoE, to help support faculty-mentored research
• Manage and set up stipends and internal grants budget strings
• for student researchers doing faculty-mentored summer
• Communicates detailed reports, methodology and implications to
• faculty and/or grant recipients, including monitoring use of funds
• and sweeping expired grants back in the Research budget
• Establish and maintain internal grant processes in electronic
• grant management system (15%)
• Proactively create, establish, and maintain electronic internal
• grant processes system
• Work with other units to synchronize all internal grants,
• including Dean’s offices, Departments, and other centers as
• those eligible, committees and review
• Streamline notification, review and award process to best allow
• faculty to plan their research agenda
• Communicate directly with faculty applicants who inquire about
• Financial Support (15%)
• Manage Research budget including developing and implementing
• controls and guidelines
• Oversees activity of Research operations to ensure effective
• day-to-day processing of accounts receivable and payable
• Provides regular reports, or as requested, to the AVP on
• revenue and expenses for programs to reconcile the Research
• Under direction of AVP drives forward planning processes for
• the annual budget process
• Manages student worker and Faculty Associate budget
• Creates
• annual forecasts and updates financial planning on a regular
• Create and set up budgets for all research internal
• Submit payment requests and supplier invoice requests
• Maintain files, order supplies, and make travel arrangements as
• needed for staff within the Office of Research
• Take initiative in the generation and dissemination of awards,
• Sabbatical leaves and other letters as needed
• Track budget with Workday financial reports
• Oversee all creations and approvals of Research internal
• grants and recommend best practices
• Gathers, integrates, and interprets research grant budgets from
• On a regular basis, or as directed, close out research internal
• Prepare and send out HTML emails to appropriate groups as
• requested throughout the year
• Assist with assembling materials for institutional grant
• applications, as assigned by the APR
• Oversee and support compliance programs (10%)
• Work with Associate Provost for Research and Director of ORCI
• to ensure all compliance requirements are met
• Provide assistance to the various committees and processes
• overseen by Research, Compliance, and Integrity, including IRB and
• IACUC
• Regularly communicate with the Director of ORCI and stay
• working with human subjects and animals in order to effectively
• collaborate with the Director of ORCI and help with the volume of
• perform each essential duty satisfactorily
• Exercise judgment and discretion on communications with
• Strong skills with Microsoft Office, scheduling software,
• Able to execute the many needs of the Office of Research with
• resolve problems
• Maintain confidentiality and use discretion
• Identifies discrepancies or inconsistencies in critical
• Work independently and take initiative
• Ability to manage time effectively while also being available
• during business hours (8am-5pm PST)
• Acts independently and works closely with the Associate Vice
• Provost for Research to resolve issues that impact the success of
• May be required to travel to other buildings on the
• May be required to occasionally travel to outside customers,
• representative of those an employee encounters while performing the
• Mostly indoor office environment with windows
• Offices with equipment noise
• Offices with frequent interruptions
• crimes and other reportable incidents in accordance with the