Research Administrator (Remote) - Neurology

About this role

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 • 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.

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 seni

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