Posting Information

Posting Information

Posting Number


Posting/Functional Title
Assistant Director, Pre-Award

University Pay Plan Title
Asst Dir, Sponsored Programs

Location
San Marcos

Department
Pre-Award Sponsored Programs

Recruitment Type
Open Recruiting

Job Type
Full-Time

Funding Source
Permanent

Monthly Salary
$6,700-$7,083.34

Job Category
Exempt

Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.

• Bachelor's degree or equivalent experience
• At least 4 years of experience in pre-award research administration (contracts and grants)
• Demonstrated experience supporting proposal, contract, and agreement development and submission across multiple sponsors
• Knowledge of 2 CFR 200 / Uniform Guidance, OMB regulations, and basic FAR provisions
• Experience in interpreting terms and conditions and ensuring compliance
• Experience developing federal, state, and/or private sponsor budgets, contracts, and proposals
• Experience coordinating multiple proposals, contracts, agreements, and concurrent submission deadlines and familiarity with pre-award responsibilities at the college and university levels
• Experience with electronic research administration systems (e.g., Kuali, Cayuse, Huron, Grants.gov, Research.gov, ASSIST/eRA Commons)
• Familiarity with ERP/financial systems and award/account setup processes (e.g., SAP, Oracle, Workday)
• Knowledge of pre-award compliance requirements and routing processes, including FCOI, IRB, IACUC, IBC, and export controls
• Experience providing guidance to research administration staff
• Strong analytical and reporting skills and KPI tracking
• Excellent written communication skills and strong service orientation
• Highly organized with strong attention to compliance and process detail

Preferred Qualifications

• Master's degree
• Appropriate Certification, such as CRA, CPRA, CFRA, CTCD, CTCM, CP, CLA, RP, CRP or equivalent certification
• 6+ years of pre-award research administration experience
• 2+ years in a lead, managerial, or supervisory role
• Experience supporting proposals across a broad sponsor portfolio, including NSF, NIH, DoD, DOE, USDA, PCORI, and foundations
• Experience in coordination at the college and central levels.
• Demonstrated experience with process improvements and workflow redesign.
• Experience with award acceptance workflows and contract/award documentation review

Job Description

The Assistant Director (AD) serves as the lead Senior Proposal Coordinator and Research Coordinator, and a key central resource for pre-award research administration. This position assists the Director and AVPR in improving logistics, operational processes, and performance reporting for proposal and contract development. The AD provides assistance in grant proposal submission, contract and agreement development and coordination, sponsor compliance, and research coordination across colleges, aligned with institutional policies and sponsor requirements.

The AD facilitates complex proposal and contract development efforts, oversees submission readiness, and provides guidance on sponsor requirements and regulations, institutional policies, and award acceptance requirements. The AD serves as a lead on large multi-year, multimillion-dollar, multi-institutional agreements. The role also contributes to improving university-wide pre-award processes and strengthening research administration across central, college, department, and other offices. The AD ensures high-quality, compliant federal, state, foundation, and industry proposals, contracts, and agreements.

Activities are governed by federal regulations (including 2 CFR 200/Uniform Guidance), sponsor-specific requirements, applicable state regulations, and institutional policies.

Job Duties

Proposal and Contract Coordination, Development & Submission

Coordinates the preparation and submission of research proposals, contracts, and agreements to federal, state, local, private, and collaborative funding entities. Serves as a central expert on requirements and submission systems to ensure complete, compliant, and timely proposal packages.

Proposal and Contract Review, Compliance & Development

Reviews and participates in the development and assembly of proposals, contracts, and agreements in accordance with sponsor guidance, federal requirements, regulations, and institutional policies. Provides compliance review for materials, budgets, and supporting documentation to ensure adherence to sponsor and university requirements.

Contract and Agreement Coordination

Provides expertise in the development and review of research-related proposals and financial and non-financial agreements. Works with investigators and institutional offices to ensure proposals, agreements and commitments are compliant and aligned with sponsor expectations. Interprets guidelines to draft proposals and financial and non-financial agreements.

Strategic Process Improvement & Operational Efficiency

Partners with the Director and AVPR to evaluate and improve pre-award processes, workflows, and administrative procedures. Contributes to the development of standard operating procedures, improved logistics, and enhanced coordination between central research administration and academic colleges.

Pre-Award Administration

Assists with pre-award administrative activities, including proposal, contract, and agreement development, preparation, submission coordination, compliance verification, and award/account setup. Ensures proposals, contracts, and agreements are aligned with institutional policies and sponsor requirements prior to submission and award acceptance.

Supervision & Workload Management

Assists with planning, assigning, and overseeing proposal, contract, and agreement development activities across the team. Helps balance workloads to ensure efficient and fair distribution of tasks and timely submission of proposals.

Performance Metrics & Reporting

Assists with tracking and reporting operational and performance metrics such as contract and proposal volume, complexity, cost share commitments, subaward activity, and contract and proposal trends.

Operational & Systems Support

Supports day-to-day operations of the pre-award office including proposal, contract, and agreement development and coordination, staff guidance, and compliance oversight. Implements operational improvements and provides training on proposal systems and submission platforms (e.g., ERA, Grants.gov).

Training, Mentoring & Professional Development

Supports the development of research administration expertise across campus by assisting with professional development opportunities and supporting the Director in mentoring coordinators and junior staff.

Performs other duties as assigned.

Additional Information to Applicants

Job Open Date
05/06/2026

Job Close Date (posting closes at midnight)

Open Until Filled
Yes

Normal Work Days
Monday, Tuesday, Wednesday, Thursday, Friday

Normal Work Hours Start
8:00AM

Normal Work Hours End
5:00PM

Posting Notices