Senior Director of Pre-Award

Overview

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff "for fit" makes significant contributions to Howard University's overall mission. At Howard University, we prioritize well-being and professional growth. Here is what we offer:

• Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health support
• Work-Life Balance: PTO, paid holidays, flexible work arrangements
• Financial Wellness: Competitive salary, 403(b) with company match
• Professional Development: Ongoing training, tuition reimbursement, and career advancement paths
• Additional Perks: Wellness programs, commuter benefits, and a vibrant company culture

Join Howard University and thrive with us Benefits information: hr.howard.edu/benefits-wellness

JOB PURPOSE

The Senior Director of Pre-Award – Incoming Awards & Account Setup leads Howard University's pre-award operations for all incoming sponsored awards and institutional account establishment. This role ensures that awards, contracts, and modifications are negotiated, accepted, and entered into institutional systems (e.g., Cayuse, Workday) with accuracy, timeliness, and compliance to federal, sponsor, and university policies.

With a focus on incoming awards and account setup, the Senior Director provides strategic and hands-on leadership to a team responsible for contract negotiation, award intake, amendments, prior approvals, and account establishment. The role emphasizes building structure, enforcing standard operating procedures (SOPs), and training staff to ensure sponsor expectations are met, audit risks are minimized, and faculty receive timely support.

As a peer to the Senior Director of Outgoing Proposals & Subawards, this position plays a critical role in shaping a cohesive, professional, and service-driven Pre-Award Office that supports the university's research growth and compliance objectives.

SUPERVISORY AUTHORITY

• Directly supervises Pre-Award Research Administrators and administrative support staff.
• Provides oversight, negotiation and execution of incoming sponsored awards, award set-up, and award modifications within the Sponsored Programs Office.
• Provides training, mentorship, and professional development to pre-award staff to ensure continuous improvement in research administration.
• Oversees faculty engagement and training efforts, ensuring faculty and research administrators receive guidance on proposal development and compliance.
• Collaborates with the Senior Director of Pre-Award (Outgoing Proposals and Agreements) to establish best practices and ensure seamless pre-award operations.

NATURE AND SCOPE

• Reports directly to the Assistant Vice President (AVP) of Sponsored Programs and serves as one of two senior leaders of the Pre-Award Office.
• Provides oversight for all incoming sponsored awards and institutional account establishment , including negotiation, acceptance, amendments, and prior approvals.
• Ensures all new awards and modifications are accurately established in Cayuse and Workday, with complete documentation, budget alignment, and compliance approvals.
• Serves as a primary point of contact for institutional negotiations with external sponsors and subrecipient institutions related to incoming awards.
• Partners with the Senior Director of Outgoing Proposals & Subawards to align workflows, ensure consistent SOPs, and maintain seamless transitions from proposal submission to award setup.
• Acts as an escalation point for complex negotiations, compliance risks, or sponsor-related issues that require institutional resolution.
• Cross-trains with the Senior Director of Outgoing Proposals & Subawards to ensure continuity of leadership across the full pre-award lifecycle.

PRINCIPAL ACCOUNTABILITIES

1. Incoming Awards & Negotiation

• Lead negotiation, review, and acceptance of all incoming sponsored agreements (federal, industry, foundation, and subawards).
• Ensure timely and compliant processing of sponsor-driven modifications, including amendments, PI/budget/scope changes, JITs, and no-cost extensions.
• Identify and escalate high-risk terms (e.g., IP, indemnification, publication, export control) in coordination with Legal and university leadership.

2. Award Setup & Account Establishment

• Oversee the creation and validation of award records in Cayuse and Workday, ensuring accuracy, completeness, and compliance with sponsor and institutional requirements.
• Ensure accounts are established and activated in a timely manner to allow project spending.
• Implement tracking tools for award setup timelines, prior approvals, and modifications to monitor performance and reduce delays.
• Partner with Post-Award and Finance to streamline handoffs and ensure alignment on account structure, budgets, and compliance conditions.

3. Leadership & Team Development

• Provide day-to-day oversight, training, and mentorship for staff handling award intake, negotiation, and setup.
• Implement structured performance check-ins, professional development plans, and skill-building opportunities.
• Build a culture of accountability, organization, and professional communication within the team.

4. Compliance & Risk Oversight

• Ensure incoming award and setup activities comply with 2 CFR 200, FAR/DFARS, and sponsor-specific policies.
• Monitor documentation standards, version control, and adherence to SOPs to ensure audit readiness.
• Address audit findings and documentation gaps through process improvements and staff training.

5. Systems & Process Optimization

• Drive consistent use of Cayuse SP, Workday Grants, the OOR ticketing system, and SharePoint for documentation and workflows.
• Develop and refine SOPs for award negotiation, intake, setup, and modifications.
• Partner with IT and leadership to resolve system gaps and improve data integrity across platforms.

6. Faculty & Stakeholder Engagement

• Communicate award negotiation timelines, account setup requirements, and compliance expectations clearly to faculty and department administrators.
• Serve as a professional, responsive representative of the university in sponsor and subrecipient communications.
• Reinforce Pre-Award's role as a strategic partner to researchers, not just a processing unit.

7. Strategic & Institutional Leadership

• Provide data-driven insights on award volume, negotiation timelines, and setup performance.
• Contribute to university-wide policy development and compliance initiatives related to sponsored programs.
• Collaborate with the Senior Director of Outgoing Proposals & Subawards to ensure cohesive leadership across the Pre-Award Office.
• Support the Assistant Vice President of Pre-Award in advancing institutional research growth and compliance objectives.

CORE COMPETENCIES

• Leadership & Mentorship – Proven ability to supervise, coach, and develop staff; establishes accountability and builds confidence in handling complex awards and setup responsibilities.
• Agreement & Contract Expertise – Skilled in reviewing, interpreting, and negotiating complex research agreements, including federal contracts, industry agreements, and subawards.
• Award Setup Proficiency – Deep understanding of award intake, Cayuse record creation, Workday account establishment, and compliance documentation to ensure accurate and timely setup.
• Compliance Knowledge – Demonstrated expertise in federal regulations, including 2 CFR 200 (Uniform Guidance), FAR/DFARS, and sponsor-specific requirements.
• Organization & Communication – Thrives in fast-paced, high-volume environments with the ability to communicate clearly and diplomatically with faculty, sponsors, and internal partners.
• Stakeholder Engagement – Builds trust and credibility with faculty, sponsors, Post-Award, Legal, and Finance through professionalism, clarity, and consistent follow-through.
• Process Orientation – Skilled in designing and implementing SOPs, leveraging electronic research administration systems (e.g., Cayuse, Workday), and ensuring audit-ready documentation.
• Change Management & Resilience – Comfortable leading through organizational change; models adaptability, patience, and focus while reinforcing standards.

MINIMUM REQUIREMENTS

• Bachelor's degree is essential, with a Master's degree preferred, supplemented by extensive experience in grant and contract administration.
• 10+ years of experience in research administration, with at least 5 years in leadership roles.
• Demonstrated success in managing the full pre-award lifecycle, including award negotiation, intake, amendments, and account setup in research administration systems.
• Comprehensive understanding of federal regulations governing sponsored programs, including 2 CFR 200 (Uniform Guidance), FAR/DFARS, and sponsor-specific guidelines.
• Proven ability to review, interpret, and negotiate complex research agreements and identify risks requiring escalation.
• Experience with electronic research administration platforms (e.g., Cayuse SP, Workday Grants, Kuali Research) and comfort with process automation and workflow tracking tools.
• Exceptional ability to manage multiple, concurrent priorities in a fast-paced environment while maintaining accuracy and compliance.
• Strong written and verbal communication skills, with the ability to effectively engage faculty, sponsors, legal counsel, and internal partners.
• Demonstrated ability to mentor staff, build high-performing teams, and implement structured training and SOPs.

Compliance Salary Range Disclosure

Expected Pay Range: $163,636 - $180,000

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