Job Posting Title:

Governance & Research Administration Support

Job Details and Requirement:

Position Title: Governance & Research Administration Support

Department:  Office of the Dean of Faculty              

Supervisor: Assistant Dean of Faculty

Reporting to the Assistant Dean of the Faculty and the Vice President/Dean of Faculty as appropriate, the Governance & Research Administration Support will divide responsibilities between governance administration and sponsored research and support for the College Institutional Review Board (IRB). This individual will support efforts to seek external funding for individual faculty research and creative/scholarly activities, institutional academic programming, and academic infrastructure support. The administrator would assist faculty in the identification of possible funding sources, development of proposals, design of related budgets, and transmission of proposals to the relevant governmental agencies (e.g. NEH, NEA, NIH, NSF, etc.) and smaller foundational entities. This individual will also serve on and provide policy and administrative support to the IRB. This individual would be the authorized organizational representative for Grants.gov and the relevant submitting official for NSF Fastlane or NIH Commons. This position will also support committees that are compliance/regulatory in nature.     

The Governance & Research Administrator will also use their administrative expertise to coordinate communications, logistical and organizational support for College Governance committees and the Dean of Faculty’s Office with supervision by and assistance to the Assistant Dean of Faculty.  The incumbent is responsible for overall synchronization of faculty recruitment and onboarding as well as program review processes.  The person in this position plays a crucial role in the preparation, organization, and dissemination of required documentation for governance committees.

Under the general supervision of the Assistant Dean of Faculty:

Sponsored Research:

• Identify potential funding sources, particularly state and federal, for faculty and conduct outreach and distribution of relevant information to particular field groups or individual faculty as appropriate.
• Stay current on and ensure that the faculty is knowledgeable of funding trends, changes in submission guidelines, and best practices.
• Assist the faculty with proposal narratives and budgets as needed.
• Review and critique grant proposals to ensure they meet Grant guidelines, College guidelines and regulatory compliance.

• Assist with appropriate routing of proposals to achieve requisite internal institutional approvals.
• Supports the Dean of Faculty in developing tracking mechanisms, standard operating procedures, and various ad hoc reporting of funding activity; implement tracking system for pending proposals, awards, contracts, and subcontracts.
• Negotiate award agreements with other institutional units as applicable.
• Oversee post-award fiscal management.  Collaborate with the Treasurer’s Office on fiscal reporting.  Maintain complete and accurate records for sponsored projects awarded to faculty.
• Ascertain and evaluate adherence to institutional, sponsor, state, and federal policies governing funded project.
• Communicate and collaborate with the Director of Foundation Relations and the Office of College Advancement as appropriate.
• Develop and maintain a Sponsored Research website.

Institutional Review Board (IRB):

• Provides clerical support for IRB meetings including, creating the agenda in consultation with the IRB Chair, attending, and taking detailed minutes. 
• Corresponds with faculty, staff, and students who submit applications to verify that all components of the application are complete.
• Prepares annual committee reports and submits them to the Office of the Dean of Faculty.
• Maintains files on IRB submissions.
• Conducts preliminary review of applications for compliance with federal regulations and IRB operating procedures.
• In consultation with the IRB Chair, prepares letters to applicants that address concerns with the application or grants approval.
• Sends annual reminders to applicants when it is time to file continuation forms.
• Works with the Information Technology and the IRB Chair to maintain an IRB website.
• Will keep the IRB informed of federal regulations and best practices.
• Support grant application preparation and grant management.

Governance Division Support:

• Logistical support for faculty searches
• Logistical support for program reviews
• Standing Committee Support
• Perform other essential duties and tasks as assigned.

Governance Committee and Dean of Faculty Sponsored Events Support:

• Provide logistical support for the Academic Planning Committee (APC) by maintaining current knowledge and coordinating meetings; attending meetings upon request; archiving meeting records; and posting meeting minutes including providing assistance with scheduling meetings, organizing meeting materials, archiving and posting meeting minutes, and providing consultation on events, initiatives, and regularly scheduled activities.
• Collect and post all standing committee minutes.
• Provide administrative support for preparing materials for the faculty review process.
• Manage the committee email listservs; archive committee minutes to appropriate sites; collect and archive annual committee reports for all standing committees.
• Maintain up to date knowledge of program review procedures and faculty handbook guidelines and policies regarding program reviews.
• Provide support for program reviews:
  • Coordinate logistics, including meeting times, rooms, and catering;
  • Coordinate Zoom and conference calls;
  • Create and distribute event posters and announcements;
  • Coordinate travel and lodging for guests, and collect documentation for reimbursements.

• Liaison between the Executive Assistant on behalf of the Dean, the President’s office, the FEC, the Student Senate, the Staff Council, and the Office of Student Affairs (OSA) to track, record, and publish the composition of standing governing committees; and maintain faculty service records.

Assistant Dean of Faculty Support:

• Provide day-to-day technical support to Assistant Dean.
• Coordinate the assignment of faculty office space in consultation with the Assistant Dean.
• Maintain current knowledge of resources and administrative support available throughout the College; assist in navigating administrative support systems.
• Gather information on the Assistant Dean behalf, preparing reports and presentation materials.

Faculty Recruitment and Onboarding Support:

• Place job advertisements for faculty positions on the online job tracking system, and track expenses.
• Assist job applicants, reference providers, and faculty with the online job tracking system.
• Assist faculty field groups and faculty search committees with search logistics, coordinate campus visit schedules; coordinate candidate travel, lodging; and collect documentation for reimbursements; assist job applicants, reference providers, and faculty, as needed.
• Provide logistical support and prepare materials for new faculty orientations.
• Coordinate training for institutional computing and instructional technology systems.

• Assist with editing and formatting the Faculty Handbook to ensure policies are up to date.
• Perform other related duties as required.

Basic Qualification: A Bachelor’s degree in a related field is required.  Must have at least  3-5 years of progressively responsible experience in sponsored research, governance administration and grant applications and management.

Preferred Qualification:  A Master of Science degree is highly desirable. Preference given for experience in higher education.

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Exceptional organizational and administrative skills; must be able to manage multiple tasks simultaneously in a complex institutional environment.
• Ability to work well under pressure and meet deadlines.
• Ability to work both collaboratively in a fast-paced academic environment and to relate to a wide diversity of faculty, staff, and students.
• Ability to operate with considerable degree of independence, initiative, and judgment.
• Ability to analyze and synthesize many different kinds of information and data.  Proficiency with Microsoft Office software particularly Excel, databases, and presentation applications.
• Excellent oral and written communication skills in English.
• Ability to maintain confidentiality of sensitive data.
• Knowledge of safety and security precautions appropriate to work performed.
• Familiarity with or ability to learn quickly: Grants.gov, NSF Fastlane, and NIH Commons.
• Possess the ability and commitment to stay current in important funding trends in higher education and in liberal arts and sciences fields.
• Ability to research and produce reports.
• Ability to problem solve and pay close attention to detail.
• Ability to keep current on federal regulations concerning research.
• Must have access to reliable and secure computer and internet connection. Must maintain password protection for work files and records and ensure that no one else has access to password and login credentials at remote work site.
• Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair. Must ensure workstation is safe and free from hazards.
• Demonstrated advanced knowledge with computer technology, web-based e-mail systems, information systems and databases. Advanced-level computer skills, including proficiency with the Microsoft Office Suite, specifically Word, Excel, Outlook and PowerPoint.
• Outstanding written and verbal communication skills. A professional demeanor and superior customer service with excellent telephone presence and the ability to graciously channel requests and calls appropriately.
• Ability to compose high-quality written communications, correspondence, agendas, reports, and meeting materials, from source, verbal instructions and semi-finished materials. Excellent grammar, spelling and punctuation skills. Strong proofreading ability and knowledge of business writing procedures.
• Ability to work under pressure and meet deadlines. Demonstrate initiative in managing own workload. Prioritize and organize a large volume of detailed work. Ability to maintain focus and work successfully with multiple interruptions.
• Ability to protect confidentiality in working with files and information.
• Demonstrated ability to manage calendars and coordinate the logistics of complex meetings.
• Sort and file alphabetically and by project or subject related headings.
• Demonstrate attention to detail.

Licenses/Certifications: Must have a valid California driver’s license and a driving record acceptable to the College’s insurer.

Supervisory Responsibility: Supervise related work assigned to volunteers and student employees.

Time Type: Full-time, 40-hours per week

Annual Pay Schedule: 12

Work Schedule: The typical hours for this position are 8 am to 5 pm, Monday through Friday.  These hours may vary due to needs of the College or department. Will be required to work evenings and weekends as needed.

Work Model:  Hybrid (4 days in the office, one day remote)

 Compensation: $67,000-$68,000 per year

Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more. 

Working Environment: Work is performed in an office setting with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. May occasionally work outdoors for events and activities.

Physical Requirements: This is generally a sedentary position. 

• Must be able to sit for prolonged periods of time. 
• Must be able to operate a computer for prolonged periods of time. Mobility to work in a standard office setting and use standard office equipment.
• Must be able to communicate in person and over the telephone.
• Must be able to read printed materials and a computer screen.
• Ability to reach overhead, grasp, pull, push, bend, stoop, and lift up to 20 pounds unassisted.

Instructions:  Only qualified applicants please.

Application Materials: Upload the following materials to complete your application:

• Cover Letter:  Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own. 
• Resume: List relevant qualifications and dates of experience.
• Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).

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About Pitzer College

The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.

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