Fiscal and Program Manager

Colorado State University
Fort Collins, Colorado, United States
28 Feb 2018
End of advertisement period
28 Mar 2018
Contract Type
Full Time

Description of Work Unit

Colorado State University seeks applications and nominations for the position of Fiscal and Program Manager , a position reporting to the Office of Sponsored Programs Director and Associate Director. Sponsored Programs is the primary coordinating office for externally funded activities of a contractual nature at CSU. Sponsored Programs oversees the full-range of research administration from proposal review and submission, invoicing, financial reporting and project close-out of extramural funding sources.

Position Summary

Under the supervision of the Director and Associate Director, the Fiscal and Program Manager is responsible for organizing and leading Proposal Intake, Award Intake and Closeout administrative teams to support departmental and business operations, projects and initiatives for the Office of Sponsored Programs. The Fiscal and Program Manager is required to build, maintain and utilize the basic infrastructure for intake of proposal, award and closeout teams to manage and coordinate each team and successfully complete tasks on-time. This responsibility requires experience in project (scope of work related to externally funded deliverables or internally derived objectives) management and in the management and oversight of administrative tasks.

Required Job Qualifications

  • Bachelor’s degree in Business Administration or related field, Communications, Liberal Arts or a field related to the sciences.
  • Minimum of two years’ experience with oversight and management of an administrative team in support of departmental and business operations.
  • The successful candidate must be legally eligible to work in the U.S. by negotiated start date. OSP will not provide visa sponsorship for this position.

Preferred Job Qualifications

  • Experience with CSU internal processes and systems related to research administration
  • 5 years’ experience with research administration processes, practices, system and process implementation and maintenance

Diversity Statement

Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties

Job Duty Category Research Administration Program Management Duty/Responsibility

  • Responsible for recognizing and managing a project’s mission, deliverables, resources, key participants (internal and external), deadlines, gaps and risks.
  • Develop and manage sophisticated schedules and planning tools for Intake, Award and Closeout teams using Microsoft Office software, such as MS Project, MS Excel, MS Word, and MS Visio, as well as FileHold, KRPD, KFS, SPIN, TimeClock Plus, TMS, and other campus systems.
  • Independently analyze complex interdepartmental activities in relation to the project scope, schedule and budget to identify risks, contingencies and alternatives. Must consistently exercise discretion and judgment to meet project objectives.
  • To show proficiency in a wide range of management skills, including maintenance of complex schedules and timelines, efficient change control management, cross-team leadership, risk mitigation, client communications, etc.

Percentage Of Time 50% Job Duty Category Leadership Duty/Responsibility

  • Manage routine client and internal OSP communications including team meetings, client meetings, and enterprise document management. Assists with budget reports and progress reports. Must be able to communicate with internal and external stakeholders effectively.
  • Required to manage and record complex meeting action/discovery items, prepare meeting agendas and disseminate project information.
  • Typically provides Human Resource Management support, as well as guidance and/or supervision to other employees.
  • Supports OSP research administration leadership in the facilitation and motivation of project teams and team members.
  • Supports research administration team leaders in identifying critical path issues/solutions and task/resource prioritization to maintain schedule and budget.
  • Keep the Director and Associate Director informed of the status of the each project’s deliverables, schedules, quality and deficiencies.

Percentage Of Time 25% Job Duty Category Administrative and Supervisory Responsibilities Duty/Responsibility

  • Operational support: These tasks may include, but are not limited to, management and oversight of key records maintenance, compiling and analyzing data for reports, administrative and analytical tasks associated with the budget process, manage and record complex meeting action/discovery items, scheduling executive appointments and meetings, preparing expense reports, preparing/editing executive presentations, making travel arrangements, mentoring/leading the general administrative staff of the department, and other established general administrative requirements of the organization.
  • The management and oversight of strategic and tactical administrative tasks within the organization. Applies extensive knowledge of the job skills, OSP and university policies and procedures to complete complex, specialized assignments/tasks in creative and effective ways. Comprehensive understanding of the general/technical aspects of the job. Works on assignments that are complex in nature and require considerable judgment, initiative, and technical/specialized knowledge to resolve problems and/or develop recommended solutions. Work is completed with minimal supervision and assignments may be completed without established procedures. May determine methods and procedures for new assignments.
  • Perform other duties as required.
  • Additional responsibilities include financial management of departmental budget; the Fiscal and Program Manager may be expected to oversee the procurement of materials and equipment through the university purchasing system, assure project’s internal documents are completed and signed; manage departmental budgets; ensure timely and accurate completion of all projects.

Percentage Of Time 25%

Special Instructions to Applicants

For full consideration, please apply by 11:59 p.m. on March 12, 2018. Applications can only be considered if they are submitted through this portal. Please click on “Apply for this Job” at the top of the screen if interested.

Please note: Please provide contact information (email and phone number) for three references. References will not be contacted without prior notification of candidates.

Conditions of Employment

Pre-employment Criminal Background Check (required for new hires)

Search Contact Lauren Lucio @

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.