Research Administrator (Remote) - Cardiology

Location

Remote, US



Scheduled Hours

40

Position Summary

Plays a vital role in the sponsor project life cycle, ensuring that research proposals adhere to sponsor guidelines and are successfully submitted. Supports faculty, center directors, and staff throughout the pre-award stage of sponsored projects, including proposal preparation and submission, just-in-time requests, and compliance. Manages a portfolio of faculty post award and payroll sourcing activities with minimal supervision/oversight for a research-intensive department. May manage grants for Research Centers.

Job Description

Primary Duties & Responsibilities:

Proposal/Grant Management:

• •Provides oversight and day-to-day management of research administration.
• •Performs pre-award job duties in response to specific proposal guidelines and terms and conditions for more complex proposals, such as program projects, ARPA-H, DOD, DOE applications.
• •Works with faculty in proposal preparation and submission.
• •Manages budgeting, analysis, justifications for proposals; gathers information for protocols and non-technical proposal components as needed.
• •Acts as liaison between the Chair, Faculty, and Department Administrators (DAs).
• •Stays current on federal and university developments regarding research administration and complex regulations.
• •May coordinate the submission, work with PI to prepare budget, obtain pricing quotes from other departments.
• •Compiles and ensures accurate regulatory compliance of necessary data collected from various sources. Works with Principal Investigator to compile and submit the entire grant according to established agency/university guidelines.
• •Prepares and reviews all agency forms for submission.
• •Enters grant budgeting documents on-line, as needed.
• •Obtains PI and institutional signatures for proposal submissions.
• •Initiates subaward setup through SUBS system (new process/system). Uploads pre-award documents and hands it off to Post-award to enter fund number.
• •Coordinates with the Post-award unit and OSRS to ensure timely implementation of contracts and subcontracts by examining and supplying the necessary requirements in the SUBS system.
• •Serves as responsible for the oversight and day-to-day management of research administration.
• •Implements and maintains procedures to ensure efficient workflow; responsible for the proper training of staff.

Award Management:

• •Manages reviews of more complex notice of award (NOA), including sponsor award documents, to SPA and PI, noting any special terms and conditions as well as committed effort.
• •Tracks and maintains online database of grants submitted, awarded, rejected, etc.
• •Monitors and works with PI to submit annual agency reports (e.g., Research Performance Progress Reports/RPPRs).
• •Teams with the Post-Award unit on revised budgets.
• •Oversees and coordinates the proper transfer of PI grants and contracts into WashU.

Research Compliance:

Coordinates the necessary support with internal and external requests for complex grant-related information (i.e. current biosketches, trainee information, and human/animal protocol approvals, other support).

Research Reporting:

Provides analysis of online database of grants submitted, awarded, rejected, etc. metrics and funding trends.

Grant Closeout:

• •Responsible for closure of complex sponsored projects accounts.
• •Submits final progress report and invention statement (if applicable) to the appropriate agency.
• •Follows up with PI and facilitates submission of delinquent final technical, outcomes, patent, and property reports.

Post Award:

• •Manages and monitors complex sponsored projects budgets and ensures appropriate and timely expenditures and reconciliation of funds.
• •Identifies and assigns payroll to appropriate sources and enter directly into Workday, with PI approval.
• •Documents and confirms with PI all salary sourcing for project personnel, including research faculty, postdocs, staff and students.
• •Notifies DA and/or initiates payroll accounting adjustments when cost transfers are needed to reflect retroactive changes.
• •Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies.
• •Manages subawards, including, receiving the subaward invoice, reviewing and forwarding to PI for approval.
• •Checks for accuracy and provides complex troubleshooting error resolutions/solutions for fund profile setups and financial reports.
• •Creates, addresses, and processes correspondence of moderate complexity with granting agencies (i.e. inquiries, carry forward requests, change in effort requests, prior approvals, no cost extensions, equipment purchase, and budget reallocation requests).
• •Serves as internal liaison and grant content representative with SPA to ensure that all funds are set up in a timely manner; prepares any necessary project advances, no-cost extensions, and ensures that funds are carried forward as appropriate.
• •Ensures that human and animal study protocols are associated with the applicable proposal or award.
• •Obtains documentation on participation of foreign nationals on research projects.
• •Coordinates the necessary support with internal and external requests for grant-related information (i.e. audit inquiries, effort distribution, trainee information, and human/animal protocol approvals,).
• •Stays in communication with the leadership on pre- and post-award activities to ensure the highest level of customer service to faculty.
• •Tracks and maintains online database of grants submitted, awarded, rejected, etc.
• •Prepares monthly financial reports on complex research accounts and distribute/discuss with PIs and senior leadership.
• •Assists DA in reconciling funds and monitoring spending levels, overdrafts, and cost sharing commitments. Processes budget adjustments on expense categories as needed.
• •Obtains signatures and forwards grant/contract financial status reports to PI and senior leadership.
• •Works with PIs to provide fund management and make any necessary budgetary changes.
• •Oversees and coordinates the proper transfer of PI grants and contracts from Wash U to new institutions or new departments.
• •May prepare and submit invoices according to final executed contract, track receipt of checks from sponsor and ensure they are deposited in correct fund.

Research Center Grants:

• •Manages Cores and Subcores, program income, bridge/seed and institutional funds. Provides monthly financial reports to the Program Director and Core/Subcore Directors. Serves as financial resource for the entire Center.
• •Performs data gathering, analysis and report on Center major equipment inventories, maintenance and replacement, along with annual financial and strategic planning.
• •Designs and implements reporting database for Cores/Subcores to track services for billing purposes. Performs data gathering, analysis and reports for the Cores/Subcores and forecasts anticipated annual expenses and program income.
• •Prepares, sends, and monitors invoices for services performed by the Cores. In addition, reconciles the service funds each month.
• •Assists in the preparation of all financial and summary information, including investigators, grants, publications and Core use, for the Director/Associate Director meetings, annual progress report and renewal.
• •Performs role as liaison for Program Director in communicating policies and procedures to Center Investigators, Core/Subcore Directors, Administrators and Staff in daily operations directly related to the research associated with the Center.
• •Distributes, monitors, tracks and reports on performance survey results provided by Center Investigators who have utilized the Centers’ Core/Subcore services.
• •Serves as responsible for coordinating all Center lectures, scientific forums, workshops, as well as advertising via e-mails/flyers/posters, etc.
• •Participates in all Center-related meetings and symposiums.

Assist