Associate Director, Office of Scholarship & Sponsored Projects

Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice.

At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.
 

GENERAL DESCRIPTION OF POSITION 

The Associate Director of the Office of Scholarship & Sponsored Projects (OSSP) is a senior-level administrative position responsible for managing and executing one of the two core functional areas of the office — either Sponsored Projects Administration or Research Integrity & Compliance — while also supporting the overall operations and leadership of OSSP. This position exists to ensure sustained depth of expertise in a critical research administration specialty area, to serve as operational lead in that domain, and to provide continuity of leadership in OSSP. Together with the Director, the Associate Director ensures that both specialty areas are fully and robustly covered at all times.

Note on Expertise Pathways: One of the two OSSP leadership positions (Director or Associate Director) will hold expertise in Sponsored Projects Administration; the other will hold expertise in Research Integrity & Compliance. The individual with Research Integrity & Compliance expertise serves as the university's designated Research Integrity Officer (RIO), regardless of title.
 

ESSENTIAL  DUTIES AND RESPONSIBILITIES

I. Specialty Area Leadership [Area A or Area B — one required]
The Associate Director provides operational leadership and day-to-day management of their specialty area. The assignment is complementary to the Director's expertise.

Specialty Area A: Sponsored Projects Administration – 85%
(If the Associate Director holds this specialization)

• Manages the full lifecycle of sponsored grants and contracts, including pre-award development, award management, and non-financial post-award compliance for sponsored research, scholarly, and creative works and government grants. 
• Advises faculty, staff, and students on identifying funding opportunities, developing competitive proposals, and meeting agency requirements.
• Reviews and approves proposals, budgets, and supporting documentation to ensure compliance with federal agency guidelines (NSF, NIH, DOE, NEA, NEH) and OMB Uniform Guidance.
• Manages and tracks grant/contract awards; ensures accurate financial reporting and post-award compliance in coordination with Finance & Administration.
• Supports and may serve as lead or co-author on institutional or collaborative grant applications.
• Negotiates and manages research agreements, material transfer agreements (MTAs), data use agreements, confidentiality agreements, and non-disclosure agreements.
• Develops and maintains databases of funding opportunities, submissions, and outcomes; develops handbooks and resources to support faculty grantsmanship.
• Maintains the university's registrations with federal grant portals (Grants.gov, NSF Research.gov, eRA Commons).

Specialty Area B: Research Integrity & Compliance – 85%
(If the Associate Director holds this specialization; this individual also serves as the Research Integrity Officer)

• Serves as the university's designated Research Integrity Officer (RIO): receives and evaluates allegations of research misconduct; manages inquiry and investigation processes; ensures compliance with ORI reporting requirements and federal regulations for research misconduct.
• Provides operational management and oversight of the IRB, IACUC, and IBC: processes and tracks initial and post-approved submissions; arranges, attends, and records meetings; manages the audit process per federal and university regulations.
• Monitors federal and state regulatory changes; ensures university policies and procedures are consistent with applicable guidelines; prepares required compliance reports.
• Develops and implements research compliance education and quality improvement programs across all five colleges, including training in RCR, COI, research security, export control, and human/animal subjects research.
• Manages clinical trial compliance and reporting on ClinicalTrials.gov; supports data sharing, export control, and controlled research activities.
• Serves as the university's liaison with external agencies (OHRP, FDA, etc.) during audits or inquiries.
• Works with the Compliance Office, HIPAA Privacy Officer, Legal Counsel, and relevant units to ensure research compliance in clinical and educational settings.
• Provides guidance and training on IRBNet and other electronic submission systems; maintains web presence for the IRB, IACUC, and IBC.

II. OSSP Operations & Shared Responsibilities – 15%

• Supports the Director in the daily administration and operations of OSSP, serving as acting Director when the Director is unavailable.
• Collaborates on the development and implementation of OSSP-wide policies, procedures, and strategic initiatives.
• Assists in OSSP budget management, including reconciliation with financial reports and supporting budget development.
• Organizes and leads faculty and student workshops, seminars, and training programs within the Associate Director's specialty area.
• Supervises professional staff and student workers within OSSP as assigned.
• Supports research and scholarly endeavors across both Divisions and works collaboratively with other campus units to advance a culture of research excellence, integrity, and innovation.
• Maintains and contributes to the OSSP website and communications.
• Collaborates with Finance & Administration, Legal Affairs, Human Resources, and other university units as relevant to specialty area.
   

EXPERTISE PATHWAY STRUCTURE

The Director and Associate Director together must ensure both Specialty Area A (Sponsored Projects Administration) and Specialty Area B (Research Integrity & Compliance) are continuously and fully covered. The following pathways describe how the two-person leadership team may be configured:
Pathway A
Director: Sponsored Projects expertise
Associate Director: Research Integrity & Compliance expertise (also serves as RIO)    

Pathway B
Director: Research Integrity & Compliance expertise (also serves as RIO)
Associate Director: Sponsored Projects expertise

OTHER DUTIES AND RESPONSIBILITIES 

• Represents OSSP at relevant professional associations and conferences within the Associate Director's specialty area.
• Supports export control education and compliance as related to scholarly work.
• Works collaboratively with other campus units to support and promote scholarly endeavors, events, and initiatives across the university.
• Properly manages confidential documents and maintains good accounting practices, including processing of invoices and reimbursements.
• Other duties as assigned.

SUPERVISOR RESPONSIBILITY 

Supervises Professional Staff: The Associate Director supervises professional staff and student workers within their functional domain and is responsible for training, task delegation, and performance management support. May serve as acting Director in the Director's absence.

JOB SCOPE 

The Associate Director operates with significant independence within their specialty area, making day-to-day decisions regarding compliance, grant administration, or regulatory oversight within established university and federal parameters. This role carries accountability for the accuracy, timeliness, and regulatory compliance of all activities within their functional domain. Errors in compliance or grant management may have consequences for the university's federal standing and research reputation. The Associate Director exercises professional judgment in complex situations and is expected to develop and refine policies, systems, and practices within their area.

MINIMUM EDUCATION, QUALIFICATIONS, AND EXPERIENCE 

Required Education and/or Experience

• Bachelor's degree required with substantial equivalent experience.
• Minimum of 5 years of related professional experience in research administration, research compliance, or sponsored projects in a higher education or comparable environment, with a demonstrated track record of leadership in the applicable specialty area.
• Experience working with federal agencies and regulations applicable to their specialty area.
• Familiarity with OMB Uniform Guidance, FERPA, and other relevant higher education and research administration regulations.

Required Qualifications

• Excellent written and verbal communication with a broad and diverse audience in a culturally responsive manner.
• Ability to maintain confidential, detailed records.
• Proficient in the use of common office software, spreadsheets, email, databases, electronic platforms, and research administration systems (e.g., IRBNet, NIH’s eRA Commons systems, Grants.gov, NSF’s Research.gov).
• Demonstrated ability to work collaboratively with people in a wide range of roles and from diverse backgrounds.
• Demonstrates critical thinking skills in problem solving and decision-making.
• Ability to build and sustain rich collaborative relationships with university staff, students, and university partners of diverse backgrounds.
• Ability to prioritize and perform multiple projects, track data, meet timelines, and work both independently and as a collaborative member of the University with a high standard of integrity and ethics.
• Able to make independent decisions and recommendations that align with policies, rules, and procedures; ability to ask questions and seek assistance when needed.
• Strong leadership and collaborative skills; ability to lead programs and work effectively with faculty, staff, students, and external agencies.

Preferred Minimum Education, Qualifications and Experience: 

• Advanced degree (master's or equivalent) from an accredited institution.
• Professional certification in specialty area (e.g., Certified Research Administrator [CRA], Certified IRB Professional [CIP], Certified Professional in IACUC Administration [CPIA]).
• Experience in the complementary specialty area (sponsored projects or research integrity & compliance).
• Experience supervising staff in a research administration context.
• Demonstrated understanding of diversity, equity, and inclusion issues in higher education research.
• Experience supporting student research programs.
• Familiarity with research administration portals (Grants.gov, NSF Research.gov, eRA Commons, IRBNet).
   

JOB/BEHAVIORAL COMPETENCIES 

Team Leadership and Personnel Development

• Performance Management: Provides effective oversight, training, and task delegation for professional staff and student workers within their functional domain.
• Institutional Continuity: Demonstrates the leadership capacity to serve as acting Director in the Director’s absence, ensuring seamless OSSP operations and stability.
• Mentorship: Actively fosters the growth of others by organizing and leading workshops, seminars, and training programs for faculty and students.
• Collaborative Teamwork and Organizational Synergy
• Cross-Functional Partnership: Works collaboratively with diverse campus units, including Finance & Administration, Legal Affairs, and Human Resources, to advance institutional goals.
• Collective Responsibility: Operates as a cohesive member of the OSSP leadership team, coordinating with the Director to ensure both Sponsored Projects and Research Integrity functions are robustly covered at all times.
• Relationship Cultivation: Builds and sustains rich, collaborative relationships with staff, students, and university partners from a wide range of roles and diverse backgrounds.
• Stakeholder Diplomacy and Cultural Responsiveness
• Inclusive Communication: Delivers excellent written and verbal communication to a broad and diverse audience in a culturally responsive and accessible manner.
• Consultative Approach: Serves as a liaison with external agencies and an internal advocate for faculty, helping them navigate complex guidelines while promoting a culture of research excellence.
• Ethical Stewardship and Professional Integrity
• Principled Judgment: Operates with a high standard of integrity and ethics, particularly when handling allegations of research misconduct or managing sensitive compliance audits.
• Confidentiality: Demonstrates the absolute discretion required to manage and secure confidential documents and detailed records.
• Regulatory Responsibility: Acts as a guardian of the university's reputation by ensuring all research activities align with federal and university regulations.
• Critical Thinking and Decision-Making Autonomy
• Independent Analysis: Makes sophisticated, independent decisions and recommendations that align with complex policies and procedures.
• Strategic Problem Solving: Utilizes critical thinking to resolve complicated issues in award management or regulatory oversight within established federal parameters.
• Self-Awareness: Demonstrates the professional maturity to ask questions and seek assistance when faced with highly ambiguous or high-risk situations.
• Resilience and Strategic Prioritization
• Deadline Management: Successfully prioritizes and executes multiple projects and data tracking tasks while meeting strict timelines in a high-stakes environment.
• Adaptability: Maintains focus and accuracy when navigating shifting federal regulations, agency portals, and institutional priorities.

PHYSICAL DEMAND 

x Reaching     x Manipulating     x Carrying     x Key/typing     x Grasping

Specialized equipment not typically required. PPE may be required to support inspections of research facilities on an as needed basis.

PHYSICAL REQUIREMENTS

Sedentary Work

Schedule/hours 

• Standard weekday hours (Monday–Friday).
• Occasional evening and/or weekend responsibilities.
• Occasional on-call responsibilities.
• Travel requirements include travel between campuses, off-campus meetings, professional meetings and conferences.

APPLICATION PROCESS

To apply, please upload your resume,  cover letter and three professional references along with your Paycom application.  Persons who do not follow and complete the application process are not applicants and will not be considered for employment.

Only qualified applicants will be contacted for an interview. During the selection process, we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed.

Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.

At Pacific University, we are dedicated to offering experiences that are authentic, holistic, equity-minded, and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives. and life experiences. As we continue to develop our equity practices, we actively promote access to opportunities and equitable pay for all employees.

Studies have shown that women and people of color are less likely to apply for jobs where they are unsure if they can perform every function in the job description. We are most interested in finding the best candidate for the job and that candidate may come from a variety of backgrounds and lived experiences. If you are interested in applying, we encourage you to think broadly about how your background and skill set may qualify you for the role.

We, who make up Pacific University, aspire to become a community of purpose where everyone is enabled to be wholly and comfortably who they are; accountable for inclusive behaviors and practices; built on trust, civility, care, openness, and honest conversations often around critical subjects. We know that these values are critical to prepare for a global world with complex problems, through an asset-based mindset so that everyone is afforded an opportunity to succeed. We believe in fostering a workplace where every employee is respected, their contributions are valued, and they are provided opportunities to succeed.

COMPENSATION AND BENEFITS

We offer a comprehensive benefits package for qualifying employees. Current benefits include:

• Generous paid time off (for vacation, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Generous retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services, and outdoor program gear rentals (including kayaks, snowshoes, and bikes)

EQUAL OPPORTUNITY EMPLOYMENT

Pacific University is an Equal Opportunity Employer and is committed to complying with all applicable laws, including those concerning employment and workplace policies. We are committed to fostering a non-discriminatory and inclusive work environment. We are proud to encourage applications from individuals of all backgrounds, including those from historically underrepresented groups.

NOTICE OF NONDISCRIMINATION POLICY

Pacific University makes all employment decisions without regard to race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex, gender identity and/or expression, sexual orientation, military or veteran status, or any other characteristics protected by applicable law. Applicable laws include, but are not limited to, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, and the Americans with Disabilities Act of 1990. Questions or complaints may be directed to the Vice President for Academic Affairs at 2043 College Way, Forest Grove, OR 97116 or via email at [email protected].