Associate Director Pre Award

WHY UT SOUTHWESTERN?
With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. As a world-renowned medical and research center, we strive to provide the best possible care, resources, and benefits for our valued employees. Ranked as the number 1 hospital in Dallas-Fort Worth according to U.S. News & World Report, we invest in you with opportunities for career growth and development to align with your future goals. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more. We invite you to be a part of the UT Southwestern team where you'll discover a culture of teamwork, professionalism, and a rewarding career! 

JOB SUMMARY
This position works under minimal supervision to provide advanced administrative guidance and direction for the functions of pre-award proposal administration within the Office of Sponsored Programs Administration of the university. Develop and enhance SPA's "team approach" with Principal Investigators, department administrators and other Medical Center staff. 

Position oversees pre-award proposal function. It is fast-paced work & will manage large department research portfolios with heavy deadlines. Portfolio for federal, state & private (non-clinical) dollars which funnel through was nearly $600M & had over 2500 proposal submissions for FY25. Incumbent will be integral assuring all submissions are timely & reviews each of these submissions. Collaboration with Research Departments, Provost & Deans', Research & Academic Systems (IT), IRB & COI and many other central offices is expected. Person needs to be a subject matter expert on grants & research agreements, understanding the intricacies of the many regulatory requirements which are growing in this arena. This role will participate in rollout of new ERP system heavily utilized by this service line which will ensure success across the institution. This person will support the Director of Pre-Award and the goals set for this entire team.

EXPERIENCE AND EDUCATION

Required

• Education
  Bachelor's Degree in related field, or equivalent and 
   

• Experience
  7 years progressively responsible related experience to include at least 
  3 years in a supervisory capacity 
  
   
• Preferred Skills
  Certified Research Administrators Certification 

JOB DUTIES

• Directs and coordinates proposal activities for Sponsored Programs Administration at the UT Southwestern Medical Center.
• Responsible to lead, manage, and oversee activities for timely submission of research grant proposals to external sponsors including federal, state, local, private agencies and the processing of subsequent awards. Partner closely and effectively with the financial leadership to ensure obligations are coordinated and met including prior approvals.
• Recommends changes, reviews progress, approves proposals and oversees the development and maintenance of procedures for the electronic processing, routing, submission and tracking of grant proposals and awards.
• Oversees the day-to-day work of the non-industry agreements team to negotiate, review, and ensure regulatory compliance of the subaward agreements. This can include facilitating conversations with external agencies and sponsors regarding our shared agreements. This role creates a collaborative environment of the two pre-award teams\: the non-industry and grants teams, promoting successful research awards for our faculty throughout the various facets of the award lifecycle.
• Leads and coordinates efforts with Information Resources to support personnel to develop, maintain and manage electronic grant proposal routing systems, databases, web pages and metrics related to functions of oversight.
• Review and make recommendations on educational and training programs for faculty and staff relating to proposal development, routing, and submission.
• Manages utilization of various resources to maintain maximum efficiency and meet performance objectives to facilitate research growth.
• Provides leadership, operational management, coordination and oversight of the day-to-day operations of SPA.
• Position has signing authority for grants and contracts.
• Works with UTSW Deans, Vice Presidents, Directors, and other senior leadership to obtain necessary support for administrative actions that impact sponsored awards management and facilitate the introduction of research administration initiatives for faculty.
• Continuously reviews data to find ways to improve operating metrics and service levels. Identify and recommend system enhancements to minimize obstacles, streamline processes, and increase efficiency of grant and contract related activities.
• Coordinates operations managed by the AVP-SPA with the activities of the other VP's, Directors, Managers, and research administrators.
• Liaisons with extramural sponsors, Federal, state and local governments, and private sector agencies on matters relating to sponsored programs administration and strategic initiatives for research.
• Develops and enhance SPA's "team approach" with Principal Investigators, department administrators and other Medical Center staff.
• Coaches, develops and continuously works with team to strengthen knowledge in subject area.
• Ensures compliance with applicable laws, regulations, policies, and procedures.
• Participates in various audits related to research funding and helps to prepare deliverables.
• Maintains confidentiality as appropriate.
• Oversees subordinate managers and leads to include establishing priorities and continuously develop staff.
• Performs other duties as assigned.

BENEFITS
UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing, and include\:

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100% coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer
• Learn more about these and other UTSW employee benefits!

SECURITY AND EEO STATEMENT

Security
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.

EEO
UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.
 

WHY UT SOUTHWESTERN?
With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. As a world-renowned medical and research center, we strive to provide the best possible care, resources, and benefits for our valued employees. Ranked as the number 1 hospital in Dallas-Fort Worth according to U.S. News & World Report, we invest in you with opportunities for career growth and development to align with your future goals. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more. We invite you to be a part of the UT Southwestern team where you'll discover a culture of teamwork, professionalism, and a rewarding career! 

JOB SUMMARY
This position works under minimal supervision to provide advanced administrative guidance and direction for the functions of pre-award proposal administration within the Office of Sponsored Programs Administration of the university. Develop and enhance SPA's "team approach" with Principal Investigators, department administrators and other Medical Center staff. 

Position oversees pre-award proposal function. It is fast-paced work & will manage large department research portfolios with heavy deadlines. Portfolio for federal, state & private (non-clinical) dollars which funnel through was nearly $600M & had over 2500 proposal submissions for FY25. Incumbent will be integral assuring all submissions are timely & reviews each of these submissions. Collaboration with Research Departments, Provost & Deans', Research & Academic Systems (IT), IRB & COI and many other central offices is expected. Person needs to be a subject matter expert on grants & research agreements, understanding the intricacies of the many regulatory requirements which are growing in this arena. This role will participate in rollout of new ERP system heavily utilized by this service line which will ensure success across the institution. This person will support the Director of Pre-Award and the goals set for this entire team.

EXPERIENCE AND EDUCATION

Required

• Education
  Bachelor's Degree in related field, or equivalent and 
   

• Experience
  7 years progressively responsible related experience to include at least 
  3 years in a supervisory capacity 
  
   
• Preferred Skills
  Certified Research Administrators Certification 

JOB DUTIES

• Directs and coordinates proposal activities for Sponsored Programs Administration at the UT Southwestern Medical Center.
• Responsible to lead, manage, and oversee activities for timely submission of research grant proposals to external sponsors including federal, state, local, private agencies and the processing of subsequent awards. Partner closely and effectively with the financial leadership to ensure obligations are coordinated and met including prior approvals.
• Recommends changes, reviews progress, approves proposals and oversees the development and maintenance of procedures for the electronic processing, routing, submission and tracking of grant proposals and awards.
• Oversees the day-to-day work of the non-industry agreements team to negotiate, review, and ensure regulatory compliance of the subaward agreements. This can include facilitating conversations with external agencies and sponsors regarding our shared agreements. This role creates a collaborative environment of the two pre-award teams\: the non-industry and grants teams, promoting successful research awards for our faculty throughout the various facets of the award lifecycle.
• Leads and coordinates efforts with Information Resources to support personnel to develop, maintain and manage electronic grant proposal routing systems, databases, web pages and metrics related to functions of oversight.
• Review and make recommendations on educational and training programs for faculty and staff relating to proposal development, routing, and submission.
• Manages utilization of various resources to maintain maximum efficiency and meet performance objectives to facilitate research growth.
• Provides leadership, operational management, coordination and oversight of the day-to-day operations of SPA.
• Position has signing authority for grants and contracts.
• Works with UTSW Deans, Vice Presidents, Directors, and other senior leadership to obtain necessary support for administrative actions that impact sponsored awards management and facilitate the introduction of research administration initiatives for faculty.
• Continuously reviews data to find ways to improve operating metrics and service levels. Identify and recommend system enhancements to minimize obstacles, streamline processes, and increase efficiency of grant and contract related activities.
• Coordinates operations managed by the AVP-SPA with the activities of the other VP's, Directors, Managers, and research administrators.
• Liaisons with extramural sponsors, Federal, state and local governments, and private sector agencies on matters relating to sponsored programs administration and strategic initiatives for research.
• Develops and enhance SPA's "team approach" with Principal Investigators, department administrators and other Medical Center staff.
• Coaches, develops and continuously works with team to strengthen knowledge in subject area.
• Ensures compliance with applicable laws, regulations, policies, and procedures.
• Participates in various audits related to research funding and helps to prepare deliverables.
• Maintains confidentiality as appropriate.
• Oversees subordinate managers and leads to include establishing priorities and continuously develop staff.
• Performs other duties as assigned.

BENEFITS
UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing, and include\:

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100% coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer
• Learn more about these and other UTSW employee benefits!

SECURITY AND EEO STATEMENT

Security
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.

EEO
UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.