The Office of Sponsored Programs at West Virginia University is currently accepting applications for a Program Coordinator.

About the Opportunity

As a Program Coordinator you will be a part of the Award Initiation and Management sub-department in the Office of Sponsored Programs (OSP). The OSP is the central administrative unit charged with providing support to the WVU community in the solicitation, acquisition, and administration of externally funded projects for research, teaching, and service. This position is responsible for the establishment of awards received by the University from federal, state, or private funding entities; award set-up in the University award management systems; post-award facilitation of responses to requests for information; advising a variety of stakeholders on the appropriate establishment of budget and expenditure of sponsor funds; and coordination of post-award activity with the OSP Pre-Award sub-department, the OSP Award Negotiation sub-department, and Sponsored Projects Financial Management.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQs.
• Wellness programs

What you’ll do:

• Independently oversee a portfolio of post-award functions of the Office of Sponsored Programs (OSP) and its relationship to the University’s financial system Mountaineer Administrative Processes (MAP).
• Maintain meticulous records.
• Moderately to complexly applies organizational policies and procedures resolves matters.
• Prepare reports and present data/findings such as expenditure reports, utilization, workload distribution, and agency distributions.
• Establish a funded project in MAP, specifically via the Oracle Grants Accounting (OGA) module and WVU Kuali Coeus (KC).
• Provide professional and technical expertise in the administration of awarded projects to faculty, departments, expert business office, deans and central administration.
• Performing as a Subject Matter Expert (SME), each award document and budget are evaluated, analyzed, and interpreted to identify any special concerns or potential problems which may affect project performance.
• Independently develop solutions to identified challenges and work collectively to implement.
• The subject matter expert (SME) also determines any variance in the award document from the submitted proposal (i.e., terms and conditions, revised budgets, budget discrepancies, and cost sharing requirements) and works to resolve such conflicts prior to award set-up by collaborating with various departmental personnel.
• The SME serves as a liaison between the sponsor’s administrative office(s) and faculty member(s) to assist in resolving any potential problems.
• Analyze award documents for various project performance requirements and ensure appropriate reference and incorporation into the University’s/Research Corporation’s notice of grant award as established in MAP and KC (i.e., reporting requirements, indirect costs rate, terms and conditions, restrictions, etc.).
• Independently work with sponsors to provide clarification, as necessary, for administrative and management aspects of the award document (e.g. start date, end date, F&A costs, and special terms and conditions).
• Act as a budget review liaison to faculty and staff, coordinate revisions related to OSP review of budgets, and complete final budget validation in consideration of sponsor and University requirements. Determine the readiness of budgets for setup. Escalate unresolved proposal issues to the AIM Manager for resolution.
• Ensure federal and institutional compliance requirements are approved prior to issuing an internal award notification (i.e., human subjects, animal use, and biohazards).
• The SME gathers necessary details for new sponsors and provides the information to Revenue Services for new customer creation in MAP.
• Develop and submit responses and material required/requested by sponsor and other agencies.
• Responsible for accurate set-up of a sponsored project in MAP and KC.
• Establish awards in MAP and KC and troubleshoots any problems that arise during entry of projects and awards.
• Independently prioritize work to ensure internal deadlines are met to allow University Investigator’s access to grant funds.
• Designated as a SME for issues or concerns encountered after award set-up (i.e., data entry error, restructuring of tasks, revising budgets, cost sharing issues, program income, etc.).
• The SME independently utilizes various reports in MAP to analyze financial status of a project in order to take necessary action, as requested by departments and/or sponsors., which range in degree of complexity.
• Budget duties included with new electronic update.
• The AIM team interprets and applies the numerous and nuanced terms and conditions of the awards. The AIM team also triages purchasing and procurement terms and conditions between WVU departments, colleges, and sponsors, as needed. Specifically, the AIM team addresses pre-award costs, advance award procedures, agency approval extension approvals, and no cost extension procedures. Again, these range from moderate to complex actions.
• Complete all approved modifications to awards in MAP and KC (i.e., no cost extensions, funding increases/decreases, renewals, etc.).
• Analyze and calculate appropriate increases and reductions across budget categories for awards (i.e., salary, fringe, general expense, F&A, etc.) as required and recognizes and records IRB fees when applicable.
• The SME utilizes the OSP electronic data management system (DMS) to secure, organize and preserve all award documentation (formal and informal), to ensure ease of access by all OSP personnel.
• Guide faculty on utilizing the Expanded Authorities mechanism granted by many sponsoring agencies. This mechanism allows the University to initiate and approve changes in the project budget, approve pre-award costs, purchase equipment, and authorize no-cost extensions without prior agency approval.
• Advise faculty on the needed documentation to effect such approved changes within MAP and KC.
• Independently communicate approvals of no-cost extensions using sponsor designated method.
• The SME gathers details and creates documentation requiring sponsor approval and utilizes Adobe Sign to obtain authorized signatures before submitting to sponsor and tracking to completion.
• Regularly follow up with program officers and/or center and institute directors.
• Independently advise faculty member(s), staff and sponsoring agencies concerning the post-award aspects of the office.
• Provide information on the status of a project in the awarding process.
• Guide the WVU community as an expert to address questions regarding the many nuances of policy guidelines.
• Act as point of contact for sponsor representatives, faculty and staff.
• Collaborate with Award Initiation Unit team members to review and improve procedures and meet the goals and initiatives of OSP and the University.
• Advise faculty member(s), staff on reporting and close-out requirements.
• Build and maintain positive business relationships with internal and external customers, including college, department, and center leaders.
• Create and maintain OSP website content, including developing training resources for faculty/staff, Standard Operating Procedures, and OSP guidelines.

• Bachelor’s degree is required.
• Knowledge of 2 CFR 200.
• A minimum of two (2) years of experience in Research Administration, including application of 2 CFR 200 Electronic Research Administration.
• Excellent communication and listening skills.
• Excellent time management skills.
• Excellent interpersonal skills to interact with various customers throughout WVU.
• Demonstrated commitment to customer and team-oriented management.
• Demonstrated ability to work independently and appropriately apply judgement, discretion, and initiative in coordination of many different and complex tasks.
• Demonstrated ability to develop and implement training activities.
• Demonstrated problem solving skills.
• Demonstrated knowledge of research administration.
• Demonstrated ability to understand and appropriately apply Federal, State, and University policies and procedures, and interpret cost principles.
• Demonstrated ability to productively and successfully work in a deadline-oriented environment.
• Demonstrated ability to communicate with senior administrators regarding technical issues.
• Working knowledge of Word, Excel, and Adobe software.

• Certified Research Administrator, preferred.

About WVU

At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.

From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley — the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.

Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.

Creating an inclusive, engaged, and dynamic learning environment is core to WVU’s academic mission. We welcome candidates who can contribute a range of ideas, approaches and experiences.

To learn more about West Virginia University, visit go.wvu.edu. View current career opportunities at careers.wvu.edu.

West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.