Program Manager Research Associate - Estuarine and Ocean Sciences (DEOS)

OFFICIAL JOB TITLE:  Research Associate                       

DIVISION: Academic Affairs

WORKING TITLE: Program Manager                    

DEPARTMENT:  Estuarine and Ocean Sciences

BARGAINING UNIT STATUS:  AFT             

FLSA STATUS:  Exempt

REPORTS TO:  Dr. Micheline Labrie

SUPERVISES: Post-Doctoral Associates, Technical Associates, Graduate and Undergraduate Research Assistants, and other laboratory personnel as assigned.

SUMMARY PURPOSE OF POSITION:  Manage a portfolio of sponsored and non-sponsored funds for the SMAST Coastal Systems Program. Oversee all financial accounts and represent the Principal Investigator (PI) in communication with University administrative offices. Develop and maintain systems for tracking and reporting budget projections. Supervise and contribute to the daily operations of assigned research projects, including logistical support and research coordination.

Decision Making: Follow standard protocols or determine protocols to be used, based on the guidance of the PI. Use independent judgement and problem-solving skills to ensure compliance with sponsor and donor regulations as well as University policies. Hold decision-making authority regarding lab management and record-keeping.

EXAMPLES OF PRIMARY DUTIES AND RESPONSIBILITIES:

• Oversee and coordinate financial operations of the Coastal Systems Program (CSP), including but not limited to internal grant accounting, purchasing, invoice approval, and contract invoicing:
  • Prepare, coordinate, and review internal, project-specific budgets and scopes of work.
  • Track budgets, prepare regular financial projections, and identify potential budget concerns.
  • Liaise with University administrative offices regarding grants, contracts, expenses, and invoicing for CSP projects.
  • Track Office of Research and Innovation (ORI) progress on account setup, subawards, purchase orders, and project-specific invoicing.
  • Monitor billable deliverables on task-based contracts.
  • Ensure that funds are being spent according to sponsor-approved budgets and in a timely manner, coordinating with ORI and department administrators as necessary on purchases, effort allocations, etc.
  • Prepare single-source or no-bid justification requests as needed, and respond to ORI requests for purchase justifications, particularly involving grant funds.
  • Assign CSP personnel time allocations based on sponsored-project effort.
• Serve as liaison between the CSP and municipalities/agencies:
  • Act as a primary contact for CSP’s research, grants, and contracts with municipal, state, and federal entities, as well as private foundations.
  • Respond to inquiries from interested parties, citizens, and media regarding CSP’s work and its relevance to environmental issues.
  • Monitor Minority/Women Business Enterprise (MBE/WBE) requirements and maintain relationships with suppliers.
• Oversee and coordinate research projects:
  • Communicate regularly with the PI, staff, and subcontractors staff regarding grant expenditures and billing.
  • Organize and lead laboratory and project meetings, document meeting outcomes, and follow-up as needed.
  • Assist with field sampling logistics, vehicle maintenance, boat repair, and acquisition of necessary supplies.
  • Participate in field data collection as needed.
• Collaborate with the PI on drafting and submitting project reports, proposals, and research articles:
  • Assist with proposal submission, including budget reviews, and preparing scopes of work.
  • Help develop and revise analytical service rates with PI and staff.
  • Write and submit proposals to private foundations supporting research and internships.
  • Draft, review, and distribute general project information, sampling procedures, and technical reports.

MINIMUM QUALIFICATIONS:

• EDUCATION:  Bachelor's degree in a science-related field directly related to the duties of the position and 4 or more years related experience.
• EXPERIENCE:  Experience in project management, grant management, and oversight of staff and students, cooperative experience working with government entities, and other coastal systems researchers, familiar with federal grant protocols.
• OTHER: Valid driver’s license. 

 PREFERRED QUALIFICATIONS:

• Master's degree in a