Rochester Institute of Technology

Position Title

Senior Program Administrator - CIMS

Organization

CIMS Administration & Support

Job Responsibilities

Strategically support CIMS, including but not limited to:

• Contribute to strategic planning and implementing tactical methodologies for COE-ASM and other research programs; coordinate, plan with the technical director, and participate in COE-ASM Advisory Board meetings.
• Report to GIS technical director on the status and overall progress of assigned programs; coordinate and plan with the GIS technical director ways to achieve optimized beneficial outputs and associated metrics to NYS.
• Work with the technical director, program managers, and marketing team to determine the marketing strategy in support of the programs and work plan goals. Work with the marketing coordinator to ensure messaging accurately represents GIS/CIMS and its sponsor(s) and complies with contract requirements.
• Work with the program managers to develop program strategies and goals and objectives, and track progress to successfully deliver on contract deliverables and goals. Solve complex problems that may arise by taking a new perspective on existing solutions; exercise judgment based on the analysis of multiple sources of information.
• Stay abreast of relevant research, business trends, environmental initiatives, Dept. of Energy, NYSERDA, Dept. of Defense, and other relevant sponsoring agency focus and emphasis areas, etc. in support of strategic planning.

Working independently, with minimal guidance, administer assigned research programs, including but not limited to:

• Assist staff with preparation of scopes of work and budgets for industrial sponsors and for subawards/subcontracts with project partners. Review company project SOWs ensuring a sound project plan with regard to scope, schedule, and budget, as well as compliance with RIT, GIS, and sponsor requirements.
• Use critical thinking skills in the creation of and review of outputs; work with staff as needed to make corrections/modifications to ensure materials are accurate and reflect approved and appropriate messaging; ensure proper markings are included in compliance with RIT and contractual requirements.
• Assist project managers with review of final project technical reports, including inclusion of sponsor required acknowledgements and disclaimers; secure technical writer review, as needed.
• Write scopes of work and initiate POs for vendors, consultants, and partners
• Manage subawards, including tracking progress on work scope, schedule, budget, contract compliance, etc., and resolve issues that arise
• Develop, review, draft, and modify sponsored research contractual documents (e.g., grants, research agreements, non-disclosure agreements, contract amendments, subawards) using university-approved templates. For modifications and ad hoc requests, discern when SRS or office of legal affairs counsel/approval is required and facilitate their input and approvals.
• Lead the preparation and submission of progress reports to program sponsors, including writing content and reviewing inputs from others; ensure all contractually required reports are completed and submitted for all assigned sponsored research projects.
• Use best practices and knowledge of internal and external business issues to create new processes and procedures, as needed, and update existing to ensure consistent optimum program delivery.

Responsible for providing training, guidance, mentoring to other administrative/business operations staff. Share expertise with others. Review quality of work as needed. Build strategic relationships. 

• Act as a resource and provide guidance to less experienced colleagues.
• Develop and maintain close working relationships with external sponsors, staff, program directors and managers, GIS senior staff, and counterparts in RIT SRS, SPA, procurement and other supporting departments.

Support growth of CIMS and secure additional support for its work and mission by working with the team to secure additional funding: 

• Facilitate the organization and submission of proposals for external research funding, including handling administrative aspects of proposals, advising PIs on submission process and serving as liaison with RIT Sponsored Research Services
• Identify funding opportunities and assists in development of moderately to highly complex proposals, which includes ensuring cohesive, well-conceived, and well-written final proposals compliant with the RFP, assisting with budget development and review, and preparing required documents.
• Build and maintain relationships with strategic research partners; identify appropriate prospective partners for new projects and coordinate their participation on proposals.
• Assist leadership and staff with idea generation, project design and development, and assist in writing proposal narratives.
• Provide administrative leadership for proposals such as maintaining organized documentation of communication and decisions related to submission, effectively utilizing RIT’s proposal management software (i.e. Novelution), and development of checklists and tools to ensure complete proposal packages and timely submission.

FLSA Category

Exempt

Requisition Number

9511BR

College/Division

Golisano Institute for Sustainability

Required Application Documents

Cover Letter, Curriculum Vitae or Resume

Employment Category

Fulltime

Additional Details

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT does not discriminate. RIT promotes and values diversity, pluralism and inclusion in the work place. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to hr@rit.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

Required Minimum Education Level

BS

How To Apply

In order to be considered for this position, you must apply for it at: http://careers.rit.edu/staff. Click the link for search openings and in the keyword search field, enter the title of the position or the BR number.

Wage Band

120A

Required Qualifications

MBA or other Master’s degree in related field, plus a minimum of 7 years of related work experience OR Bachelor’s degree in business administration or other related field with a minimum of 8 years related work experience is required.

Skills

• At least 5 years of directly related experience with state and federal sponsored research program grants and contracts administration
• Experience reviewing and responding to sponsored research requests for proposals (RFPs) issued by state and/or federal agencies; research proposal writing experience; demonstrated success in securing sponsored research grants
• Experience developing project scopes of work, budgets, and schedules
• Experience with subawards and working with partner organizations
• Experience reviewing, drafting, and/or modifying sponsored research contractual documents (e.g., research agreements, non-disclosure agreements, subawards)
• Experience supporting research or managing programs

Preferred Qualifications

Education

• Experience supporting technical applied research
• MBA or MS preferred

Experience

• Strong general business aptitude
• Big picture, strategic thinker with the ability to set short-, mid- and long-term program goals, and develop actionable plans to meet them
• Very strong writing and editing skills
• Ability to function under limited supervision and effectively carry out CIMS business operations and proposal process independently
• Ability to resolve business issues that may arise in adherence with RIT policies
• Must be highly organized, with strong attention to detail
• Committed to top-quality, highly professional output
• Highly self-motivated; ability to work independently with limited direction
• Strong critical thinking skills
• Strong communication and interpersonal skills; must possess the ability to collaborate with multi-disciplinary internal teams and with external partners at all organizational levels
• Ability to work in a fast-paced, deadline driven environment, and handle multiple tasks simultaneously
• Strong project management skills
• Strong computer skills in MS Office Suite, ability to learn and effectively use various business software systems
• Ability to train, mentor, and serve as a resource to less experienced staff
• Professional demeanor; comfortable with direct communications with executive level collaborators, clients and sponsors

Department/College Description

The Golisano Institute for Sustainability (GIS) is a leading sustainability research and education organization at Rochester Institute of Technology. GIS is made up of a diverse set of academic programs and applied research centers focused on the optimization of industrial systems to maximize material and energy efficiency while minimizing adverse environmental impacts. We work with partners in all areas of industry, government, and business to put technology and innovation to work for a sustainable future. The diverse perspectives we bring to a project or problem reflect our broad expertise across industries and the many partnerships we’ve formed with forward-thinking corporations, government agencies, and research organizations over the last 30 years.

Our six industry-facing applied research centers focus on sustainable manufacturing, energy, transportation, and buildings. They work to develop advanced technologies, sustainable industrial processes and practices, and data-informed policy recommendations. Each year, about 100+ companies, governments, and other organizations engage GIS’s research centers on a variety of projects to solve technical problems, innovate products or processes, research manufacturing technologies, reduce their environmental footprint, or commercialize a new technology. Research center projects are led by full-time professional staff with significant industry experience. 

Shift

A

What do we believe at RIT?

Rochester Institute of Technology is a diverse and collaborative community of engaged, socially conscious, and intellectually curious minds. Through creativity and innovation, and an intentional blending of technology, the arts and design, we provide exceptional individuals with a wide range of academic opportunities, including a leading research program and an internationally recognized education for deaf and hard-of-hearing students. We are dedicated to building a diverse community, one where employees feel a sense of belonging, and are valued for their contributions and the perspectives they bring.

As a member of the RIT community, you'll receive a comprehensive employee benefits package that offers multiple options and access to additional employment advantages. You can tailor your benefit elections to meet your needs (affordable medical/dental/vision benefits; paid vacation/sick time/retirement saving plan with exceptional employer match; and tuition assistance for you and your family, to name a few).

Work Location

Henrietta Campus — 100%

Job Summary

This Senior Program Administrator position is responsible for grant and contract administration as well as project management support for the applied research center (CIMS) at the Golisano Institute for Sustainability (GIS) at Rochester Institute of Technology. The position works directly with the GIS technical director, collaborating on strategic planning for the Center of Excellence in Advanced and Sustainable Manufacturing (COE-ASM), including development of the annual work plan and commercialization plan. The Senior Program Administrator works closely with COE-ASM, Industry 4.0 Transition Assistance and other program managers, supporting program-level planning and goal setting, and reports to the GIS technical director on progress toward achieving overall goals.

To support continued growth of the applied research center and advance the GIS mission, this position identifies new funding opportunities in alignment with the GIS research thrusts, facilitates and guides staff on the development and preparation of sponsored research proposals, and contributes to writing these proposals. In addition, with support from the RIT/GIS administrative, sponsored research (SRS), and finance teams, the Senior Program Administrator is responsible for executing research grants and programs in accordance with contract requirements and RIT policies and procedures, and assists with the hiring process for GIS research staff resources. This position reports to the GIS Assistant Director for Program Administration and is a full-time, in-person position, Monday – Friday, at RIT’s Rochester, NY campus.

Hourly/Salary Minimum

60200

Hourly/Salary Maximum

100800

Read Full Description