Internal Applicants Only?        No 
Position Type:     Administrative/Professional 
Posting Number:     0601393 
Working Title:     Research Administrator 
Full-Time/Part-Time:     Full-Time 
Work Schedule:      
Total Hours Per Week:     40 
Pay Grade:     18 
Recruitment Salary/Range:     Commensurate with experience 
If temporary, grant funded or limited term appointment, position funded until:      
Required Licenses/Certifications and other Specific Requirements:      
If other was selected above, or there are special requirements, please explain.      
Job Open Date:     09-02-2009 
Job Closing Date:     Open Until Filled


Applicant Review Will Commence On:      
II. DEPARTMENT INFORMATION      
Campus Location:     Foggy Bottom 
Division:     Provost and Vice President for Health Affairs (MC) 
College/School:     Not Applicable 
Department:     MC SMHS Microbiology, Immunology and Tropical Medicine 
III. JOB VACANCY ANOUNCEMENT INFORMATION      
Job Summary:      
Minimum Qualifications:    
Bachelor's degree in an appropriate area of specialization plus 2 years of relevant experience. 
Desired Qualifications:    
Bachelor's degree in Business Administration, Finance or Accounting.

MBA or CPA.

Six years of professional experience in business management or administration of large research programs including budget planning, accounting, finance, financial data processing, analysis and/or cost analysis which includes at least four years experience working in either pre-award or post-award research administration.

Previous research administrative experience in academic institutions.

Proficiency with personal computers to include word processing applications.

Strong communication, organizational, customer service and interpersonal skills. 
Working Conditions:     The incumbent performs job duties in a normal business office environment. Tasks are generally carried out in a sedentary format. This involves working while sitting at a desk for extended periods of time. Typically, the incumbent will not be exposed to adverse weather conditions, or physical activities to perform the job other than occasionally lifting office supply items that may weigh up to 20 pounds. Additionally, the incumbent may be required to attend meetings in other offices, or deliver and/or retrieve information from other offices around campus.

The ability to operate basic office equipment such as personal computers, duplicating machines, fax machines and standard office telephones may also be required. 

Special Instructions to Applicants:      
Job Duties
10 Records
Function:
Pre-award responsibilities:

Prepares budgets to meet all Awards/Requests for Proposals (RFA/RFP) and project needs and guidelines; ensures compliance of budget with institutional policies and procedures and sponsor regulations; prepares revised budgets; writes additional budget justifications; reviews budget with faculty Principal Investigators (PIs) and refines as necessary; ensures application of allowable indirect costs and fringe benefit rates; collaborates with the Vice Chair and PIs to review technical proposals and ensure integration of the budget section with the technical proposal; coordinates budget planning with the other financial activities of the department; and serves as a liaison between the department and the Office of the Vice President for Research.

Acts on behalf of the department, communicates and meets with faculty to review scope of work for initial and annual renewal of proposals and determines impact on relevant budgets; overseas all communication and coordination with subcontractors, public, private and government agencies, i.e. academic institutions and private foundations, and other individuals or groups to exchange information, enlist collaboration, prepare proposals and submit and implement sponsored projects and award proposals; oversees and coordinates time and schedules for preparation and submission of proposals; obtains necessary authorizations/signatures, submits proposals and follow up on proposal status.

Reviews and oversees requests for RFA/RFP for business, administration and budget terms, interprets impact of terms and adequacy of the technical, the budget requests and personnel needs to perform the work.
Monitors technical, administrative and business proposals to assure compliance with the University and sponsoring agency regulations; communicates and meets with faculty, University representatives including the Office of the Vice President of Health Affairs, OCRO, ORS, Office of Health Research, Compliance and Technology Transfer and makes recommendations for process improvement.
Post-award responsibilities:

Oversees post-award functions on behalf of members of the department and facilitates the management of awarded projects including preparing and monitoring expenditure projections, annual progress reports, project closeouts, memoranda and correspondence designed to document as well as enhance and expand research activities and programs and ensure the deliverables and milestones are met. Maintains continual matters related to the projects. Provides departmental program support through the creation, implementation and maintenance of central files and other related documentation and proposal records.
Supervises the ongoing research procurement activities (including the departmental P-card and database management oversight). Oversees the maintenance and reconciliation of grant transactions to ensure they are properly recorded to the appropriate cost center. Collaborates with the Departmental Administrative Manager and Vice-Chair to consolidate procurement transactions and budget allocations in order to supervise and maintain these budget records and effectively provide an audit trail that will facilitate preparation of budget expense forms and reconciliations.

Reviews and evaluates various cost center reports of expenses and income for current and projected year-end budget status; prepares feasibility analyses and forecasts.
Communicates the results of these reviews to the department chair, vice chair and/or project PIs in order to obtain feedback, incorporate proposed changes, and maintain compliance.


In collaboration with the Departmental Administrative Manager, Vice-Chair, and Executive Associate, administers the daily departmental grant operations related to personnel activities, including personnel records, hires and terminations, semi-annual effort reporting process, annual merit increase review processes, faculty and staff salary projections, as well as timely allocations of salaries to appropriate cost centers. Serves as a liaison with other University departments to facilitate the process.

Conducts, prepares and updates research annual and/or multiple year budget projections for the departmental extramural funds for anticipated direct and indirect cost recoveries. Prepares grant reports and makes recommendations, evaluates research revenue, profitability and prepares cost effectiveness studies to enhance the performance of the departmental grant and extramural portfolio. Monitors and/or negotiates contractual agreements of the department.

Supervises support staff and coordinates divisional activities; recommends changes in salary for administrative support staff, departmental policies and/or operational procedures as related to research administration.
Performs other work-related duties as requested.