Director of Sponsored Projects Administration

Posting Details

Position Title

Director of Sponsored Projects Administration

Additional Information

Sponsored Projects Administration ( SPA ) seeks a Director of Sponsored Projects Administration, who will be responsible for overseeing the Compliance and Post-Award Operations portions of the sponsored projects lifecycle.

Ball State University receives approximately $25M in external funding annually and currently holds a $70M open sponsored projects portfolio. The Director ensures contractual, financial, and programmatic management of all funded awards are in compliance with federal and state statutes, policies, and procedures.

Sponsored Projects activity supports student success, community partnerships, research, and institutional effectiveness, which are critical to the mission and strategic imperatives of Ball State University.

Benefits and Community



Administrative Exemption



Length of Assignment

Full-Time At-Will

Position Function

Promote and support sponsored project activity in the University; specifically oversee sponsored projects lifecycle from award negotiation through award administration, closeout, and audit.

Oversee SPA fiscal management. In addition, along with the Director, Sponsored Projects Development, provide leadership and decision-making in regards to electronic management, sponsored projects workflow, and policies and procedures; maintain a culture of compliance in research administration, ensuring adherence to federal, state, and university regulations.

Minimum Education

Earned master’s degree from an accredited institution.

Minimum Experience

At least seven years of significant and progressive experience in research administration/sponsored project financial administration or a related field; working knowledge of OMB Circulars and other pertinent external regulations; supervisory experience.

Minimum Other

Able to provide strategic policy, program, fiscal, and administrative leadership; effective interpersonal, verbal, and written communication skills; able to multi-task well under pressure, simultaneously handling a variety of projects and prioritizing tasks to meet deadlines. Evidence of problem-solving, organization, critical thinking, and time management skills; possess a strong commitment to diversity.

Authorization to work in the US

Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.

Preferred Education

Attainment of Certified Research Administrator ( CRA ) or Certified Financial Research Administrator ( CFRA ).

Preferred Experience

Experience using Banner and/or Cayuse. Experience working in a higher education setting.

Preferred Other

Knowledge of Federal and State laws, regulatory requirements, and University policies governing the planning, application development, and management of research grants and contracts; experience in working effectively in an environment subject to regularly changing priorities and strict deadlines requiring regular follow-through of activities within assigned work.

Pre-Employment Screening

Requires successful completion of a credit check., Requires successful completion of a background check and education verification.

Position Title(s) Supervised

Associate Director of Compliance Operations, Senior Grant Managers, Grant Managers, Students.

Required Certifications

EEO Statement

Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability, protected veteran status or any other legally protected status.

EEO /AA Employer/Veterans/Disabled.

About Ball State University

Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 22,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 120 undergraduate programs. We offer more than 140 master’s, doctoral, certificate, and specialist degrees, with many of them ranking among the best in the nation. Ball State aspires to be the model of the most student-centered and community-engaged of the 21st century public research universities, transforming entrepreneurial learners into impactful leaders – committed to improving the quality of life for all.


Sponsored Projects Administration:172030

Department Information

Sponsored Projects Administration ( SPA ) supports Ball State University faculty, staff, and students in the quest for external funding and subsequent award administration. SPA fosters an atmosphere of internal and external collaboration and cross-disciplinary teamwork throughout the sponsored project life-cycle while promoting integrity, responsibility, and ethics in all phases of scientific research, scholarly activity, and artistic endeavors.

Department Email or Phone Number

Duties & Responsibilities



Job Duty

Oversee the sponsored projects workflow from award receipt and negotiation to award administration, closeout, and audit; resolve conflicts with faculty and administrators regarding allowance or disallowance of cost.



Job Duty

Assign and review work, orient and train staff, and make recommendations in all areas related to supervision, including but not limited to interviewing and selection, compensation, discipline, performance appraisal, training, and career development of personnel. Supervise the Associate Director of Compliance Operations, Grant Managers (including Senior-level), and other direct reports.



Job Duty

Oversee the review and approval of agreements, including Independent Contractor agreements, BSU Foundation withdraws sub-recipient agreements, and sponsor documents.



Job Duty

Provide leadership in all aspects of fiscal management for the office; includes office accounts, internal grant accounts, cost-sharing, and oversight of Matching Grant Reserve; serve as the SPA liaison in indirect cost negotiations; develop office budget requests and serve as primary approver for all departmental expenditures.



Job Duty

Maintain knowledge of fiscal administration functions, practices, and techniques in regard to sponsored projects; ensure sponsored projects meet federal/state/institutional programmatic and fiscal compliance, as well as sponsor goals and objectives.



Job Duty

Participate with the Director, Sponsored Projects Development, and Associate Directors in all facets of office oversight; this includes budget planning, goal setting for the department, and general accountability for all routine office operations;



Job Duty

With the Director, Sponsored Projects Development, provide leadership and decision-making in the electronic management of the office databases and electronic research administration systems and platforms and plan for updates/upgrades as required; ensure that networking and information exchange between SPA and other cognizant offices is strengthened and that alignment with university ERP system is assured.



Job Duty

Advise the Vice-Provost for Research and others in the development of policy relating to administrative issues in the research enterprise.



Job Duty

Serve on the Advisory Council for Scholarship; gather input from various campus constituencies with regard to SPA policies, procedures, initiatives, etc.



Job Duty

Implement projects and initiatives at the behest of the Vice Provost for Research.



Job Duty

Develop and implement programs, policies, and procedures to encourage and support research and external funding activities.



Job Duty

Act as designee/proxy for the Authorized Organizational Representative, as needed; review/approve proposals as proxy for the Director, Sponsored Projects Development, as needed.



Job Duty

Act as liaison with the Offices of: General Counsel, Research Integrity, Risk Management, Purchasing, Controller, the Ball State Foundation, and other units of the University.



Job Duty

Perform other related duties as assigned.

Posting Number


Number of Vacancies


Desired Start Date


Position End Date (if temporary)

Open Date


Applications Accepted Through Date


Open Until Filled


Information regarding transcripts

The option to upload transcripts is available. Original, official transcripts showing the highest related degree earned is required at the time of hire (even if obtained at BSU). Degree verification will be conducted.

Special Instructions Summary

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents
  1. Cover Letter
  2. Resume
Optional Documents
  1. Undergraduate Transcripts
  2. Master's Transcripts
  3. Licenses/Certifications

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