Research Administrator II - Department of Medicine

Job Profile Summary

​This role focuses on performing work related to research and development of new products, innovation, and improvement of products and processes. In addition, this role focuses on performing the following Research Administration duties: Supports the administration of research practices working to achieve the organization's practices goals, plans, priorities, and tracks investments, allocates resources and makes decision regarding research administrative activities. A professional individual contributor role that may direct the work of other lower level professionals or manage processes and programs. The majority of time is spent overseeing the design, implementation or delivery of processes, programs and policies using specialized knowledge and skills typically acquired through advanced education. An experienced level role that applies practical knowledge of job area typically obtained through advanced education and work experience. Works independently with general supervision, problems faced are difficult but typically not complex, and may influence others within the job area through explanation of facts, policies and practices.

Job Overview

This position will be primarily responsible for pre- and post-award administration and financial management of discretionary funds for one or more small research units, a medium sized department or division or a large multi-site clinical study.

*Fully Remote

Job Description

Minimum Qualifications:

1.Bachelor’s degree OR High School Diploma AND Four (4) years of related experience.

2.Two (2) years’ experience in research administration (pre- and/or post-award).

Preferred Qualifications:

1.Five (5) years' experience in research administration (pre- and/or post-award).

2. Experience with basic and/or clinical/health services research activities is highly desirable.

3. Experience with a variety of award mechanisms, such as grants, contracts, subcontracts, cooperative agreements.

Duties and Responsibilities: The duties and responsibilities listedbelow are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

1. Ensures timely processing of new, competing and non-competing research grant applications, sponsored research agreements and clinical trial proposals, including preparing detailed budgets and justifications and obtaining institutional endorsements.

2. Identifies all potential costs associated with a proposal.

3. Works with clinical trial teams, creates and negotiates clinical trial budgets with sponsors and assists with the completion of Medicare Coverage Analyses.

4. Keeps abreast of new and modified sponsor regulations and relays such information to Investigators and program staff.

5. Responsible for ensuring "other support" data and “biosketches” are maintained and kept current for all professional staff members of the research program/laboratories.

6. Ensures cost-transfers, personnel changes and grant account close-outs occur on a timely basis as part of post-award administration.

7. Monitors special fund accounts (recruitment, other) for faculty, detecting and anticipating problems, proposing solutions and initiating corrective measures.

8. Prepares and presents financial reports, projections and analyses of fiscal state of research program/laboratories and makes recommendations to PIs and director for planning purposes.

9. Meets regularly with director and PIs to review financial position.

10. Establishes and maintains efficient procedures for ordering supplies, equipment and services required by research personnel.

11. Designs and implements cost allocation plan to distribute common costs among numerous accounts.

12. May also have responsibility for or input to practice plan budgets or hospital budgets.

13. Identifies new funding opportunities for investigators at all levels and makes recommendations as appropriate.

14. May serve on hospital wide or campus wide committees to establish operating procedures and best practices.

15. May coordinate the personnel and payroll issues of the research program/laboratories.

16. Provides effective direction, guidance, and leadership to the staff for effective teamwork and motivation.

17. Responsible for ensuring research compliance with all hospital and sponsor regulations with respect to: human subjects, animal welfare, biohazards, time & effort reporting; maintains administrative files as appropriate.

18. Ensures the research environment is well-maintained; may contact hospital service departments to perform work as needed and coordinate preventive maintenance checks and repairs on laboratory and office equipment.

19. Serves as the liaison with architectural and industrial engineers as needed.

20. Ensures that all of the required components of the application are updated with current information and in accordance with sponsor regulations.

21. May make recommendations on employee hires, transfers, promotions, salary changes, discipline, terminations, and similar actions.

22. Ensures orientation to the research program/lab, annual training and performance evaluations completed.

23. May address grievances and other personnel problems within position responsibilities.

Physical Requirements:

1. Typical clinical and administrative office setting.

Skills & Abilities:

1.Requires knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in an academic medical center or university environment.

2.Excellent written and oral communication skills with ability to communicate appropriately and professionally with a wide variety of individuals.

3.Ability to prioritize and handle direction and variety of work from several staff members.

4.Strong organizational skills with the ability to handle competing demands in order to meet project timelines.

5. Strong computer skills, including proficiency with MS Office (Word, Excel and PowerPoint), and familiarity with databases (e.g., experience using MS Access).

6.Computer programming, database, and statistical analysis skills.

7. Ability to interpret and apply sponsor, institutional and departmental policies and interpret policy for others.

8. Ability to work independently and collaborate within a team environment.

9.Ability to multi-task and prioritize responsibilities as needed.

10. Ability to be meticulous and detail-oriented.

11. Requires independent judgment, strong organization and communication skills, and customer service focus.

12. Ability to maintain confidentiality.

13. Ability to easily switch from task to task as priorities change in a fast-paced office environment.