Post-Award Shared Services Lead

Key Responsibilities

• Lead the strategic development, implementation, and continuous improvement of a shared service model for post-award financial and administrative activities across the Department of Medicine.
• Design and institutionalize standardized processes and tools for award setup, financial monitoring, invoicing, reporting, and closeout procedures.
• Collaborate with divisional administrators and faculty to ensure the shared service model meets the diverse needs of research programs while maintaining compliance and efficiency.
• Identify and implement process improvements to enhance service delivery, reduce risk, and ensure audit readiness.
• Create and deliver training programs and onboarding resources for divisional staff and new hires.
• Represent the Department in institutional working groups and strategic planning efforts related to post-award administration.

Advanced Post-Award Management and Compliance

• Serve as the Department’s senior advisor and subject matter expert on post-award financial management, including complex, multi-year, and multi-institutional awards.
• Oversee the financial administration of sponsored projects, including budget reconciliation, expenditure review, cost transfers, and effort certification.
• Ensure compliance with sponsor terms and conditions, federal regulations (e.g., Uniform Guidance), and University policies.
• Act as the primary liaison with central offices (e.g., Grant and Contract Accounting, Internal Audit) to resolve complex financial and compliance issues.
• Provide guidance to faculty and staff on allowable costs, re-budgeting, and financial reporting requirements.
• Monitor subawards and service agreements to ensure timely invoicing, payment, and compliance with contractual obligations.

Institutional Representation, Policy Engagement, and Mentorship

• Exercise delegated authority to oversee high-risk, high-value awards and ensure alignment with institutional and sponsor expectations.
• Represent the Department in institutional policy discussions, compliance initiatives, and audit responses related to post-award administration.
• Lead the implementation of new policies and procedures in response to changes in sponsor regulations or institutional priorities.
• Mentor and support the professional development of post-award staff across the Department, fostering a culture of continuous learning and operational excellence.
• Participate in national and regional research administration forums and bring back insights to inform departmental practices and innovation.

Required Qualifications

• Bachelor’s degree in Business Administration or related field AND a minimum of five (5) years progressively responsible experience with extramural proposal preparation and dealing with proposal parathion issues including, but not limited to, compliance and policy issues, foundation and federal policies and practices.

Additional Qualifications

• Demonstrated experience of successfully handling multiple projects with critical deadlines.
• Ability to work independently with a minimum level of supervision and high degree of reliability, accuracy and productivity.
• Work well under stress in a fast-paced environment with competing priorities.
• Intermediate computer skills – computer proficiency with spreadsheets (excel), word processing and databases in Windows environment.
• Detail-oriented.
• Excellent communication skills – both written and verbal.
• Ability to work well in a team.
• Handle confidential information responsibly.
• Excellent customer service skills as the Department provides service to multiple customers including 11 divisions, the Associate Chair of Research, and the Department Chair.
• Strong organizational ability.

Preferred Qualifications

• In-depth knowledge of University financial system, policies, and procedures.
• Experience in preparation of program project proposals.
• Experience in a research or academic higher education health care organization with emphasis on successfully managing post-award activities.