Sponsored Programs Coordinator

Position Title & Department:

 Sponsored Programs Coordinator; Office of Sponsored Programs Posting #

5211

Department Description:

The Office of Sponsored Programs at USD partners with faculty, administrators, and graduate students to provide a variety of pre-award services for externally-funded projects. These services include concept development and identification of potential extramural funding sources, proposal and budget preparation, and the submission of innovative, high-quality, competitive proposals. Our team is committed to providing quality service and support to the university community.

University Description:

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

Acts as first point-of-contact for the Office of Sponsored Programs. Works collaboratively with and is the liaison to key employees in campus departments including; Grants Accounting, Accounts Payable, Procurement, Risk Management, Provost’s Office, Information Technology Services (ITS), Digital Communications, Institutional Marketing, and Facilities Management offices. Manages workflow and tracks priorities for the Director and for the department. Ensures data integrity, determines data for report creation, and works directly with ITS to create new reports. Produces monthly reports detailing all outgoing proposals and incoming awards. Maintains electronic office files on the department shared drive according to USD ITS recommendations and OSP needs.

Coordinates and produces OSP Annual Report for website and campus distribution. Provides Cayuse, Cognos, and CITI training to campus community. Assists in ensuring campus community is compliant with University protocols and procedures and external funder requirements. Distributes annual financial conflict of interest forms and project closeout forms via DocuSign and ensures they are completed in a timely manner.

Coordinates the scheduling of educational programs and services and assists with the planning and coordination of special events. Provides all facets of department budget management including processing expenses, monitoring balances, and reconciling the department budget. Provides budget reports to Director, detailing budget expense projections and highlighting needed transfers between budget lines. Provides direct administrative assistance to the Director on a wide range of assignments involving the highest level of administrative work with confidential, complex tasks, and projects with competing critical deadlines. Maintains and updates department website, departmental office supplies, and contracts with vendors of office machines.

Duties and Responsibilities:

Data Management – Manage all files for OSP, including:

• Process and enter new awards, amendments, supplements, no cost extensions, and administrative actions into Cayuse.
• Provide Cayuse, Cognos and CITI training to campus community.
• Manage all permissions in Cayuse for users in Cayuse 424 and Backbone.
• Serve as point of contact for all ITS troubleshooting (USD Helpdesk, Cayuse, and Cognos, CITI, Salesforce, and Concur).
• Manage all reporting done through Cognos, and work with ITS to create new reports as needed.
• Verify the accuracy of department data to ensure high-quality reporting.
• Assist in process improvements for internal data co