Position: Manager, OSP and Risk Compliance DEPARTMENT: Office of Sponsored Programs (OSP) and Accounting IMMEDIATE SUPERVISOR: Director, OSP and Senior Accounting Manager POSTING DATE: January 2, 2018 CLOSING DATE: January 15, 2018 SALARY: EXEMPT STATUS: Salary DOQ/E Full Time Benefited Exempt GENERAL NATURE OF POSITION: The Manager of OSP and Risk Compliance directly reports to both the Director of Sponsored Programs as well as to the Manager of Accounting. The Manager will lead, direct, oversee, and provide direction to two different and distinct functional areas: Grants and Contracts; and Risk Management. As to Grants and Contracts: The Manager of OSP and Risk will oversee, review and interpret federal, State and institutional policies as they relate to pre-award grants and contracts to ensure full compliance by the Research Foundation with all sponsor requirements. The Manager of OSP and Risk will also proactively and promptly address and resolve all functional or associated issues. The Manager participate in developing and implementing training programs, as appropriate, to promote clear understanding of and compliance with the contracting processes. As to Risk Management: Manager of OSP and Risk is responsible for the management of company risk and reporting, general liability and property loss claims as well as company insurance programs. The Manager provides leadership and direction to a small internal staff; oversees the third party administrator relationship as it pertains to claims management, and frequently partners with other Research Foundation functional groups in facilitating internal programs and projects. The Manager will direct, oversee, and manage all risk insurance issues that may expose the Research Foundation to litigation or insurance claims, including but not limited to identifying, evaluating, controlling and minimizing the Research Foundation s exposure to loss or damage to physical assets, fidelity losses, and losses arising out of liability claims. Responsible to manage all automobile liability, fire, and property damage claims, including communications with attorneys, claims reviews, investigations, and negotiations of settlements. ESSENTIAL DUTIES & RESPONSIBILITIES: These pertain to both areas of responsibility: 1. At the pre-award stage and in collaboration with faculty and staff, the Manager drafts, reviews and negotiates all teaming agreements, sub-grants, sub-grant amendments, professional service agreements and contracts as necessary, and also assist with sub-grantee compliance monitoring. Job Code Page 1 of 5
2. Negotiates research agreements on behalf of SJSURF, including, and but not limited to, subcontracts, Research Consortium agreements, awards, Nondisclosure Agreements (NDA) from all sponsoring agencies, while ensuring compliance with institutional policy and applicable laws. 3. Applies advanced level of understanding of research compliance to independently prepare and negotiate subcontract agreements for those awards that contain projects outside SJSURF, assuring that agreements include all necessary provisions to allow for compliance with SJSURF and sponsor policies and procedures. Ability to review and interpret contract terms and conditions. 4. Closely partners and collaborates with faculty and department administrators to provide functional advice to faculty and department administrators regarding interpretation of sponsor guidelines and regulations and with problem resolution. 5. Identifies IP rights associated with industry sponsored research; assists with enforcement activities related to licensed IP; provides periodic and customized reports on agreements and agreement data to senior management; oversees post-execution compliance of IP licensees. 6. Serves as liaison with external sponsors regarding grant and contract-related administrative issues throughout the proposal submission and award acceptance processes. Independently reviews terms and conditions of awards for acceptability and compliance with internal policies and guidelines; independently negotiates terms and conditions with sponsors as needed. 7. Develops and maintains productive and positive working relationships with Sponsors, SJSU and SJSURF Departments including the SJSURF Post Award Manager, SJSU Office of Research, IRB, IACUC, FDO, Risk Management and various colleges/departments. Meets and communicates, as appropriate, with each of these groups to further excellent communications and minimize issues with agreement management. 8. Manages the day-to-day operation of the Research Foundation s risk management program including proactively identifying exposure to loss, managing and responding to those exposures, and implementing risk mitigation practices. 9. Manages the claims management process for the Research Foundation, including direct management of a Risk Coordinator as well as the management of third-party administrator adjusters. a. Partners with the insurer, Alliant, and the TPA to ensure best claims practices are followed from submission to final resolution. b. Participates in regular claim file reviews. 10. Devises, recommends, and implements strategies to reduce losses. 11. Monitors and determines Research Foundation s liability in recurring related situations and events. Obtains certificates of insurance to protect Research Foundation assets. 12. Provides support, education and training to staff to build risk awareness within the Research Foundation. 13. Monitors case closing actions, coordinates negotiations for settlement of claims where court action is not involved with claims adjuster and prepares reports for determined action. 14. Prepares insurance bid specifications for the purposes of obtaining premium fees and updates on an ongoing basis. 15. Reviews the insurance section of contracts; manages distribution of Certificates of Insurance to outside sources; keeps on file Certificates of Insurance provided to the Research Foundation from outside vendors providing contractual services; reviews Certificates of Insurance provided to for rental of facilities. Job Code Page 2 of 5
16. Ensures Department of Motor Vehicles eligibility checks on all employees who drive Research Foundation owned vehicles. 17. Complies with all audits as they relate to risk management/insurance. Identifies property loss exposures and work with liability company(s) on appropriate levels of insurance coverage. 18. Partners with other functional groups including Operations and Human Resources regarding safety programs and operations in the development of effective risk control strategies to reduce and eliminate exposures to loss. 19. Creates, maintains, and updates agreement templates to ensure uniformity with terms and conditions. Composes a variety of materials (e.g. reports, correspondence, procedures, manuals, prepares bid packets, etc.) for the purpose of documenting activities, providing written reference and/or conveying information. 20. Stays current regarding policy changes and regulations at the federal, state, and local levels. Alerts senior management, as appropriate, of material changes in regulations or laws. 21. Other projects and duties as assigned. INTERPERSONAL CONTACTS: Reports directly to the Director of OSP and the Senior Manager of Accounting Interacts with the AVP Research, ADR for Office of Research, College Deans and Associate Deans for Research, faculty, researchers, SJSURF, SJSU, and sponsors staff on a regular basis. Also interacts with outside providers and customers, including our insurance broker, Alliant. QUALIFICATIONS: 1) Education and Experience A minimum of 3 years professional experience in Research Administration; experience with administration of NIH, NSF, DOD awards and proposal requirements at a foundation, university, or other non-profit organization is preferred. Experience with data research, collection and analysis techniques and the preparation of written and oral reports preferred. A Doctor of Jurisprudence (J.D.) or equivalent degree is strongly preferred. 2) Knowledge, Skills and Abilities required a) Knowledge and understanding of pre-award and post-award administration, government relations and principles applicable to contracts and grants. b) Knowledge of and proficiency in current computer and office automation equipment and software, including Internet research, MS Office, spreadsheets, or other applicable software packages. c) Familiarity with OMB Uniform Guidance or similar regulations is required. d) Knowledge of principles and practices of risk management activities such as risk Identification, reduction, loss control, asset protection, employee safety, workers compensation programs, etc. e) Excellent oral, written, and presentation skills. f) Demonstrated excellent interpersonal skills to develop and maintain cooperative and productive working relationships with SJSURF colleagues, faculty, and clients and representatives of various organizations and agencies, across all levels. Job Code Page 3 of 5
g) Ability to maintain confidentiality as to assignments and to take initiative to suggest strategies and methods for continuous improvement. h) Ability to work in a fast paced and dynamic environment; must be able to effectively prioritize multiple deadlines, assignments, and tasks, exercising diplomacy under pressure. i) Ability to be both an effective team member and team leader. j) Excellent judgment and independent, creative problem solving skills. k) Demonstrated ability to develop advanced-level budgets with various subcontractors, equipment, participant costs, and tuition costs. 3) Physical Requirements a) Must have a valid CDL along with a clean driving record. b) Must be able to operate a computer, including mouse and keyboard. c) Must be able to operate general office equipment. d) Must be able to sit and stand for extended periods of time. e) Must have visual acuity associated with concentrated computer use. 4) Complexity of Duties: a) Works on a variety of problems of complex scope where analysis of data or solutions requires an evaluation of intangible variance factors. Exercises independent judgment in developing methods and evaluating criteria for achieved results. b) Must be able to act on critical issues in an independent manner. c) Erroneous decisions or recommendations or failure to get results would cause additional costs and resources and would cause serious delays in overall schedule. SUPERVISORY RESPONSIBILITIES: Not Applicable APPLICATION PROCEDURE To apply for this position, an applicant must submit a formal application for employment, as well as a resume and a cover letter. The applicant may do this via e-mail or by regular mail. The formal employment application is located at http://www.sjsu.edu/researchfoundation/formsdir/employment%20application%20form%2012_2017.pdf It may also be obtained from the Research Foundation through its web site at http://www.sjsu.edu/researchfoundation/open/index.html. An applicant may also apply in person by visiting the Research Foundation, located at 210 North 4th Street, 4 th Floor, San Jose, CA (corner of St. James and North 4th Streets). Please address your formal application, your resume and your letter of interest directly to: San Jose State University Research Foundation Attn: HR/Job Code Mgr OSP & Risk 210 North 4th Street San Jose, CA 95112 E-mail: foundation-jobs@sjsu.edu Research Foundation employment is separate and distinct from San Jose State University or State of California employment. Research Foundation employees are not employees of either SJSU or of the state of California. The San Jose State University Research Foundation (SJSURF) is a non-profit auxiliary of San Jose State University. SJSURF is totally self supported. The majority of the organization s funding comes from the federal government, and other public and private entities. With annual revenues totaling over $65 million, programs managed through SJSURF cover a rich diversity of applied research, public services, and educational related activities. Job Code Page 4 of 5
SAN JOSE STATE UNIVERSITY RESEARCH FOUNDATION is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, gender, religion, marital status, registered domestic partner status, age, national origin, ancestry, physical or mental disability, medical condition, sex, genetic information, sexual orientation, military and veteran status or any other consideration made unlawful by federal, state, or local laws. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics. The SJSURF has implemented California State University Executive Order 1083 (http://www.calstate.edu/eo/eo-1083.pdf ). By policy, all SJSURF employees are mandated reporters for suspected child abuse or neglect and are expected to undergo formal training in accordance with the directives of the Executive Order. The SJSURF has also implemented California State University Policy Memorandum HR 2015 08 (http://www.calstate.edu/hradm/pdf2015/hr2015-08.pdf ). A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the SJSURF. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current SJSURF employees who apply for the position. Job Code Page 5 of 5