Become A Research Administrator

* Grants & Contracts_
* Manages pre-award administration of grants and/or contracts, including reviewing solicitation and proactively resolving any issues/questions within the solicitation with OSR and/or sponsor.
* Establishes procedures at the small to mid-sized unit level related to pre-award administration.
* Activities may include coordination of large-scale proposals, teaming/collaboration agreements, confidentiality agreements, intellectual property agreements or user agreements.
* Manages representation of sub-recipients, cost sharing and administrative costs on a proposal.
* May coordinate IRB and IACUC protocols.
* Prepares and/or reviews complete budget, assessing the need for the redistribution of project F&A; among multiple redistributed chartstrings.
* Completes post-award administration of research grants and/or contracts that may include: review of account establishment; management of effort commitments of key project personnel; approving high-value/high-risk expenditures; award document interpretation; reviewing and reporting expenditures; verifying processing of cost share transactions; regularly reviewing award budget status with PIs; provide data needed for interim and final financial and technical progress reports; and facilitating account close out activities, coordinating with ASRSP as needed.
* Establish procedures at the small to mid-sized unit level related to post-award administration.
* Serves as liaison between department & OSR, ASRSP, IACUC, IRB, internal audit, funding & regulatory agencies, subcontractors, collaborators, institutes, centers, etc.
* Participates in efforts to improve research administration including serving on university committees related to research administration.
* Analysis & Reporting_
* May have oversight of unit’s entire sponsored project portfolio.
* Reviews transactions and resolve issues that requires a more complex level of financial understanding such as cost-sharing and/or effort reporting knowledge.
* May provide information to senior management that is used for department budgeting purposes.
* Regulatory Compliance_
* Ensures compliance with all appropriate NU policies & practices; local, state, federal, agency & sponsor rules, regulations & requirements regarding grant and/or contract administration & recommends changes to improve programs, policy and/or practice.
* Resolves compliance problems & issues working in conjunction with faculty.
* May include those involving research safety, animal subjects and human subjects.
* Alerts supervisor to potential higher risk compliance issues

* Develop and communicate reports supporting project status; create effective forecasting and decision aides.
* Develop, prepare, and finalize project budgets, and provide budget justification.
* Participate with principal investigator in the preparation of the administrative components of proposals within parameters of sponsored and non-sponsored research guidelines.
* Oversee and communicate submission process, both paper and electronic; review documents for completeness and compliance.
* Review and approve expenditures, advise on post award spending and commitment activity, and oversee compliance related to fund and revenue.
* Participate in contract closeout process; submit final reports and certificates.
* Compile information and documents needed for audit inquiries.
* Other duties may also be assigned

* identifying funding opportunities, managing administrative proposal development/submission (including some large-scale, complex/interdisciplinary proposals) and overseeing post-award nonfinancial and financial matters.
* This is a centrally reporting and funded position with unit-level research administrator functions.
* This position will need someone that will take initiative with/be responsible for developing proposals relative to often inflexible due dates.
* This includes coordinating planning and revisions as appropriate with investigators and administrators--both internal and external--prior to recommending for approval to University authorities.
* Responsible for reviewing unusual situations with supervisor prior to initiating changes.
* Takes initiative with/responsibility for nonfinancial and financial post-award matters, and communicates with appropriate stakeholders, deferring where appropriate to OSP authorized officials.
* Demonstrating the ability to energetically begin, follow through and complete a plan or task.
* Willingness to take on non-routine tasks without prompting or direction from others.
* Identifies new ideas to improve the job or complete assigned tasks.
* Takes an active learning role by taking advantage of training opportunities offered by the University and external organizations.
* Shares ideas with others, is receptive to alternative responses, and actively engages others in the implementation of new ideas.
* Is a determined problem solver.
* EO/AA Statement:
* The University of Virginia is an equal opportunity and affirmative action employer.
* Women, minorities, veterans and persons with disabilities are encouraged to apply

* Manages budgets for federal and non-federal research grants, contracts and sub-contracts.
* Partners with the Office of Sponsored Programs to maintain databases for pending, funded, rejected and inactive grants.
* Works with information from internal systems, grant management software, PeopleSoft and other systems to monitor purchases, actual and encumbered expenses as well as salary distributions.
* Works with Financial Analysts and others as necessary to reconcile information/reports and provide investigators with regular financial status reports in user-friendly formats.
* Expected to have regular meetings with investigators where projections are provided and reviewed to avoid deficit spending.
* As necessary, work with investigators and RAD to manage deficits.
* Responsible for managing all time and effort reporting for defined areas of responsibility.
* Works with PIs to regularly monitor information, make changes as appropriate.
* Report any unusual or non-compliant information to PI and Research Administrative Director.
* Authorizes all expense items such as making deposits, transfering funds, assigning expenses within areas of responsibility.
* Works with ancillary areas such as A/P, HR, and Purchasing to ensure receipt of materials and prompt payment or resolution of any issues.
* Coordinates and supports the preparation and production of grant proposals, advises investigators of grant policies, due dates for progress reports, human studied protocols, abstracts, manuals, etc.
* Prepares budget for submissions and renewals.
* Works with Financial Analyst to ensure proper communicaton of upcoming grants and proper implementation of new grant information

* This position monitors, reconciles, analyzes and reports on all budget activity for 2 academic research centers.
* This position also provides support related to center management, research contracts and grants, as well as unrestricted and gift funds, for faculty and staff.
* Research Proposals:
* Assist Director, faculty and research associates, with the submissions of Center related proposals to assure all necessary university and agency requirements are met.
* Gather data necessary to submit proposals, including budget preparation, in accordance with the agency and university guidelines.
* Disseminate information to Viterbi Business Affairs, faculty home academic departments, the Department of Contracts and Grants (DCG), Principal Investigators and Agencies.
* Assist when notifications of awards are received by updating original account budgets proposed and working with DCG & SPA on account set up.
* Notify principal investigators of the receipt of award and communicate necessary expenditures.
* Account Management:
* Prepare purchase orders, travel expenses, reimbursements, requisitions, and independent contractor agreements for processing by Purchasing and/or Disbursement Control.
* Use, monitor and reconcile Procurement Cards and Travel card expenditures.
* Monitor account activity and reconcile accounts to assure that all account activity is related to the project and is charged appropriately.
* When discrepancies are found, take necessary steps to correct the transactions, such as expense transfers or object code corrections.
* Observe account balances and process budget changes when necessary to comply with original scope of work.
* Reference agency guidelines to make sure that budget changes are in compliance with the specified requirements from individual agencies.
* Advise Director and/or other faculty of remaining time of project periods and disposition of contract and grant funds (surplus, deficit, burn rate, etc.).
* Work closely with DCG and Sponsored Projects Accounting (SPA) on any questions that arise on existing, continuing and/or expiring awards, including obtaining appropriate approvals for specific transactions.
* Specific for CISOFT’s UPP division, process yearly gift receipts and deposits.
* Distribute funding to appropriate on campus parties (scholarships).
* Provide reporting at a moment’s notice from Student Tracking to the larger UPP account Roll
* Ups.
* Specific for CiSOFT’s Research division, provide mapping (reporting) by the 4th calendar day each month.
* Process quarterly invoices (with SPA’s countersignature).
* Prepare Q4 accruals mid
* November.
* Provide reporting at a moment’s notice from Student Tracking to the larger Research account Roll
* Ups.
* Specific for KOC, process student award entries and track those awards from start of center to present time.
* Provide additional reporting at a moment’s notice.
* Financial Reports:
* Conduct forecasts for awards received to assure that original scope of work will be satisfied.
* Communicate with the Director, review original proposal submission, and verify applicable fringe and F&A rates to prepare forecasts, annual reports, and final agency reports.
* Administration:
* Keep informed regarding agency funding/spending guidelines.
* Communicate information to principal investigators and other research-related staff to ensure that guidelines set forth by agencies are followed and advise them of contractual requirements.
* Prepare payroll instructions for regular and research staff, faculty, research assistants, and student workers.
* Prepares and processes hiring paperwork for research assistants and research staff.
* Assist non
* US citizens with visa paperwork through Glacier.
* Set up assignments through Trojan Temps (Guidant) when necessary.
* Set-up graduate research assistant awards in the Student Information System (SIS).
* Advise faculty, staff, researchers and students of disbursement and purchasing policies and procedures.
* Assure these policies are followed when processing requests for purchases, travel, conference registrations, supply reimbursements, and travel expense reimbursements.
* Assist Director, faculty and research associates in using the Effort Certification On
* Line System (eCERT).
* Coordinate details and/or payments for travel arrangements, research seminars, conferences and special events.
* Attend department meetings and central meetings (e.g.
* Viterbi Business Affairs, USC Research Administration Office, DCG etc.).
* Assist with department events (e.g. seminars, student welcome luncheon, graduation etc.).
* Perform varied administrative and analytical duties for the department.
* Required Applicant Documents
* Resume
* CV Cover Letter
* These documents may be submitted as one PDF.
* Applications will not be considered complete without these documents