What are the responsibilities and job description for the Assistant Director, Pre-Award position at Syracuse University?
Job Description
The Office of Sponsored Programs assists all members of the Syracuse University community in securing external support for research, creative, instructional, and service activities. The Assistant Director, Preaward, independently performs research administration responsibilities reviewing proposals, developing budgets, and negotiating contracts/grants with a focus on complex, multi-component proposals involving multiple PIs, subawards, task budgets, option years, and institutional cost-sharing. This position stewards the OSP Proposal Approval Form (PAF), maintaining currency and researching enhancements to improve proposal routing and approval processes university wide. The Assistant Director collaborates with the Director to evaluate and improve OSP preaward procedures and systems, and reports to the Director of OSP.
Education and Experience
Not Applicable
Tools/Equipment
Not Applicable
Application Instructions
In addition to completing an online application, please attach a resume and cover letter.
About Syracuse University
Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and over 150 years of history, Syracuse University offers a quintessential college experience.
The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the University’s 13 schools and colleges; over 15,000 undergraduates and over 6,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit http://www.syracuse.edu.
About The Syracuse Area
Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.
EEO Statement
Syracuse University is an equal-opportunity institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities.
Commitment to Supporting and Hiring Veterans
Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.
Commitment to a Respectful and Welcoming Community
Syracuse University fosters a welcoming learning environment where students, faculty, administrators, staff, curriculum, social activities, governance, and all aspects of campus life reflect a broad range of perspectives and experiences. The University community values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to engage with and appreciate the richness of backgrounds, beliefs, and experiences that shape our society. To achieve this, we strive to cultivate a community that respects and encourages open dialogue, understanding, and mutual respect.
The Office of Sponsored Programs assists all members of the Syracuse University community in securing external support for research, creative, instructional, and service activities. The Assistant Director, Preaward, independently performs research administration responsibilities reviewing proposals, developing budgets, and negotiating contracts/grants with a focus on complex, multi-component proposals involving multiple PIs, subawards, task budgets, option years, and institutional cost-sharing. This position stewards the OSP Proposal Approval Form (PAF), maintaining currency and researching enhancements to improve proposal routing and approval processes university wide. The Assistant Director collaborates with the Director to evaluate and improve OSP preaward procedures and systems, and reports to the Director of OSP.
Education and Experience
- Bachelor’s degree and training in an administrative area (management, accounting, finance, technology) or the equivalent combination of education and experience required.
- Minimum of 5 (five) years of administrative experience, preferably in the field of research administration, with demonstrated progression toward senior-level responsibilities, required.
- Demonstrated experience managing complex, multi-component proposals (e.g., program projects, center grants, multi-institutional awards, or contracts with task budgets), required.
- Excellent written and verbal communication skills are essential.
- Master’s degree in a related field is preferred but not required.
- Certified Research Administrator (CRA) credential or willingness to obtain within two years of hire, preferred but not required.
- Thorough knowledge of federal regulations governing sponsored programs, including 2 CFR 200 (Uniform Guidance) and FAR/DFARS.
- Ability to interpret and apply federal regulations, sponsor-specific terms, and institutional policy.
- Contract negotiation skills with corporate entities and federal agencies is preferred.
- Knowledge of pre-award and ongoing award management processes, including award setup, compliance monitoring, and closeout.
- Organized and able to manage high-volume, concurrent deadlines while maintaining compliance and accuracy.
- Strong communication, analytical, and problem-solving skills.
- Budget development experience using MS Excel required.
- Proficiency in Adobe Acrobat and MS Office suite required.
- Experience in higher education sponsored programs with federal portals (Grants.gov, eRA Commons/ASSIST, Research.gov) required.
- Proficiency in AI tools to enhance administrative efficiencies preferred.
- Ability to evaluate and improve administrative workflows and systems.
- Independently manages the development and submission of complex, multi-component proposals through federal and non-federal electronic systems (e.g., Grants.gov, NIH eRA Commons/ASSIST, NSF Research.gov, NSPIRES, DOD portals), with emphasis on proposals involving multiple PIs, subawards, task budgets, option years, and institutional cost-sharing commitments.
- Maintains current, expert-level knowledge of sponsor guidelines, federal regulations (2 CFR 200, FAR/DFARS as applicable), and institutional policies affecting sponsored programs administration.
- Provides guidance and mentorship to first-time applicants submitting proposals of moderate complexity.
- Reviews and develops proposal budgets including complex, multi-year, multi-institutional, and cost-shared budgets to ensure compliance with University and sponsor policies.
- Revises budgets and proposals as required; prepares and retains all transmittal letters, records, and electronic submission documentation.
- Reviews and interprets award terms and conditions upon receipt of funding, and coordinates with post-award staff to ensure accurate award setup and ongoing financial compliance.
- Negotiates, initiates, and prepares recommended language for contracts, grants, cooperative agreements, subaward agreements, and other sponsored project instruments with corporate entities, federal agencies, and other sponsors.
- Reviews award terms and conditions for compliance with University policy and advises faculty on sponsor-imposed restrictions, reporting obligations, and intellectual property provisions.
- Performs ongoing support of active grants and contracts, including award interpretation, processing of no-cost extensions, re-budgeting and carryforward requests, changes in scope or PI, sponsor prior approvals, and award closeout coordination.
- Conducts special analyses across all facets of the sponsored project lifecycle and serves as the primary point of contact for sponsors and university stakeholders on complex award administration matters.
- Serves as the principal steward of the OSP Proposal Approval Form (PAF), the University’s central proposal routing and approval tool.
- Maintains the PAF to ensure currency with sponsor requirements and institutional policy and leads ongoing research into system enhancements that improve the proposal approval workflow for faculty and administrators.
Not Applicable
Tools/Equipment
Not Applicable
Application Instructions
In addition to completing an online application, please attach a resume and cover letter.
About Syracuse University
Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and over 150 years of history, Syracuse University offers a quintessential college experience.
The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the University’s 13 schools and colleges; over 15,000 undergraduates and over 6,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit http://www.syracuse.edu.
About The Syracuse Area
Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.
EEO Statement
Syracuse University is an equal-opportunity institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities.
Commitment to Supporting and Hiring Veterans
Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.
Commitment to a Respectful and Welcoming Community
Syracuse University fosters a welcoming learning environment where students, faculty, administrators, staff, curriculum, social activities, governance, and all aspects of campus life reflect a broad range of perspectives and experiences. The University community values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to engage with and appreciate the richness of backgrounds, beliefs, and experiences that shape our society. To achieve this, we strive to cultivate a community that respects and encourages open dialogue, understanding, and mutual respect.