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The Project Manager position assists the lead PI, Dr. Lindsey du Toit, manage the logistics, reporting, communication, outreach, organization, and budget oversight for the 4-year onion USDA NIFA SCRI project (~$4M in funding plus $4M in cost-share to be tracked) with 24 people from 12 states and one other country.
This position is responsible for coordinating meetings (monthly for the PD and co-PIs, quarterly for the whole team, one videoconference/year for the whole team and the Stakeholder Advisory Panel (SAP), and one in-person meeting/year at a conference such as the National Onion Assoc. or National Allium Res. Conf. meetings); assisting with data management for the SCRI project team members to comply with USDA NIFA requirements; compiling/drafting progress reports to NIFA and the SAP as well as other stakeholders using reports from team members; coordinating research and extension manuscripts with the co-investigators and project team; serving as liaison for stakeholder feedback; monitoring project expenditures and cost-share budgets; serving as scientific and administrative liaison for the SAP; assisting with Extension and outreach, including on the Alliumnet website.
This assignment may change in accordance with the needs of the SCRI onion project.
Administrative Organization and Logistics 30%
Manage and direct all administrative functions for the 4-year onion USDA NIFA SCRI project and serve as the point of contact and liaison for other university offices, colleges, and other agencies involved in subcontracts with Washington State University.
Coordinate and facilitate monthly meetings for the PD and co-PIs, quarterly meetings for the whole team, one videoconference per year for the whole team and the Stakeholder Advisory Panel (SAP), and one in-person meeting per year at a conference such as the National Onion Association or National Allium Research Conference meetings.
Develop meeting agendas; organize meetings and events; prepare documents for meetings, including background materials; schedule complex state and national travel arrangements for SCRI project members and the SAP.
Provide administrative support for all grant project faculty, staff and administrators.
Assemble project plans and teamwork assignments in collaboration with PD and co-PIs on the SCRI project to monitor work efforts, identify resource needs, assess work quality, and troubleshoot issues accordingly. Monitor and report progress as appropriate.
Develop workflows and models to standardize and improve outputs, e.g., workflow diagrams, policies and procedures, timelines, and reporting.
Create, track, and manage timelines and related tasks to ensure effective implementation of the SCRI project goals and objectives. Assist PD and co-PIs to ensure projects are delivered on-time, within scope, and within budget.
Coordinate with the SCRI team to ensure all participating labs and research/diagnostic personnel have the required USDA APHIS PPQ 526 permits and any other regulatory permits needed for receiving and working with onion and bacterial samples. Assist team members with relevant logistics to ensure compliance with all institutional and regulatory aspects of the SCRI project.
Reporting and Communications 30%
Compile reports from all SCRI project members for timely preparation of draft progress reports to USDA NIFA and the project advisory SAP; coordinate and assist with timely development of research and extension manuscripts with co-investigators and the project team.
Assist with preparation of graphics and reports needed for manuscripts, presentations, and other outreach materials.
Engage SAP and other onion stakeholders, and serve as liaison for stakeholder feedback.
Manage relationships with all stakeholders with tact and professional judgement.
Facilitate timely development of articles and other outreach materials, including postings on Alliumnet website.
Manage standardization and timely curation of data from all SCRI project members to fulfill the Data Management requirements of NIFA.
Assist team members with timely development of publications.
Work with PD to establish project management processes and methods to ensure project outputs are delivered on time, within budget, and with adherence to high quality standards to meet the SCRI project and NIFA expectations.
Budget Management 30%
Manage subcontracts in coordination with relevant WSU grant support staff.
Liaise with support staff from subcontracting institutions and relevant NIFA administrators.
Meet with principal investigators to create/update grant expenditure plans to utilize funding and prevent long-term deficits.
Review personnel funding documents encumbering grant funding and verify appointments are allowable per the project proposal and expenditure plan (i.e., positions, availability of funding, etc.).
Create and maintain a system for monitoring sponsored projects for receivables, overdrafts, revenue, effort certifications, cost share, and financial reporting.
Assist PD du Toit with SCRI project team members on allowable expenditures.
Review overdrafts, revenue, and cash advances guarantees; and make corrections as needed.
Maintain and modify record keeping system for budget transactions, cost share tracking, and allocations.
Notify appropriate individuals of any projected or actual over or under expenditures.
Manage and update ad hoc reports; ensure timely reporting according for compliance with the project timeline and NIFA schedule.
Maintain, monitor, and reconcile grant budget statements and resolve discrepancies, if necessary.
Ensure compliance with NIFA, WSU, and subcontracting institutional grant requirements.
Prepare specialized fiscal reports for PD and Co-PIs.
Provide PD and co-PIs with monthly account financial reports.
Trouble-shooting, liaising, mediating, and other duties as assigned 10%
Identify potential obstacles and proactively seek or develop strategies to overcome the barriers.
Resolve issues in a timely manner in coordination with the SCRI project PD and co-PIs.
Ensure protocols are in compliance with relevant state and federal rules and regulations.
Review project progress and recommend appropriate revisions as needed to address the project goals.
View the Benefits overview for information regarding competitive benefits available.