Research Administrator – School of Public Health

Research Administrator – School of Public Health

Requirements

• Bachelor’s degree or combination of education and/or experience may substitute for minimum education
• Relevant Experience (4 Years)
• Grants Administration (2 Years)

Responsibilities

• Responsible for the 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 Faculty, and Department Administrators (DAs)
• Stays current on federal and university developments regarding research administration and complex regulations
• Coordinates the submission, works 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 online, 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
• 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
• 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)
• Provides analysis of online database of grants submitted, awarded, rejected, etc. metrics and funding trends
• Serves as 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
• 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
• 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 WashU 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
• 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
• Participates in all Center-related meetings and symposiums. Assists senior leadership with special projects as requested

Preferred Qualifications

• Knowledge of S2S and SUBS system
• Knowledge of agency guidelines
• Master’s degree
• Adobe Acrobat
• Analytical Thinking
• Computerized Accounting
• Computer Literacy
• Deadline Management
• Grant Administration
• IBM Cognos Analytics
• Interpersonal Communication
• Learning New Technologies
• Maintaining Composure
• Microsoft Excel
• Microsoft Word
• Oral Communications
• Supervisory Management
• Workday
• Written Communication