Full Time 40 hours Grade 055 Department of Neurosurgery
8 AM-4:30 PM
Work under the general direction of the Senior Faculty, Chair, and Vice Chair with considerable latitude for independent judgment. The Research Administrator supports all aspects of sponsored project management for the Department of Neurosurgery and will be responsible for the financial oversight and administration of sponsored projects for the entire department. They will work with the Chair and Senior Faculty on implementing the strategic vision for research for the department, perform proposal preparation and administer sponsored programs to specific principal investigators (PIs), Residents, and divisions of the Department as assigned. Responsible for financial oversight, management and monitoring of grant accounts. This role will have oversight and management of the Grants Administration team and manage an assigned portfolio of principal investigators for pre and post-award activities. The Grants Research Administrator will act independently, directing and advising investigators and departmental research staff about sponsor and University guidelines. They will serve as a knowledgeable resource for the Departments of Neurosurgery and affiliated departments and center faculty regarding activity for grants, contracts, foundation, and other agencies. This position will serve as a point of contact and liaise with the external sponsors and central offices of the institution including but not limited to the Office of Research and Project Administration (ORPA), the Office of Research Accounting and Costing Standards (ORACS), the School of Medicine and Dentistry (SMD), the Office of Clinical Research (OCR), etc.
20% Prepares various sponsored project budgets for Department of Neurosurgery principal investigators. Reviews protocols, NIH announcements, and other funding opportunities with assigned PIs or divisions and assembles/prepares proposal packages and project budgets to submit to the Office of Research and Project Administration (ORPA). Works closely with principal investigators to compile complete budget and ensure adherence to University and sponsor deadlines. Identifies funding opportunities for assigned investigators. Serves as liaison to sponsors and University offices involved in sponsored funding including the Office of Technology Transfer, Office of Research and Costing Standards (ORACS), Research Subjects Review Board (RSRB), and University Committee on Animal Resources (UCAR).
20% Meets regularly with, and presents information to Principal Investigators (PI), research staff, and others as appropriate to review budget/financial status and receive programmatic updates that impact projects. Reviews financial ledgers and reports with PI; discuss and make recommendations regarding staff allocations and spending priorities. Reviews Notices of Award for accuracy and impacts to project. Monitors invoicing of sponsors, subcontracts, and administration of other financial transactions pertinent to fiscal success of project.
15% Maintains workbooks to ensure compliance with University and Sponsor policy and guidelines including Post Award Workbooks (PAWs), Quarterly Effort certifications, My Activities, Terming Project Accounts, etc. Oversees sponsor and subcontract invoicing and tracking by staff accountant to ensure payment for all clinical trial visits, reimbursable expenses, etc. occurs and approves invoices to sponsors. Identifies and suggests changes to effort as appropriate. Ensures PAWs and My Activities are accurate and up to date in accordance with University policy.
10% Creates projections and spend analysis of projects to identify potential funding issues. Updates various spreadsheets for tracking statistics of the research office and ad hoc reports as assigned or needed. Participates in meetings to keep updated on research policies and compliance, and maintains CLASP certification. Prepares and submits financial and grant administrative paperwork.
10% Works with Principal Investigators on progress report submissions, monthly term reports, extension requests, amendments and processing close out of clinical trials or grants. Identifies funding changes and approaching project end dates to identify funding gaps and suggests new funding opportunities or reassigns underfunded grant personnel. Works with staff accountant(s) to complete report of expenditures.
10% Leads and oversees research billing compliance for studies across the department. Maintains and monitors study records for all Department of Neurosurgery studies in Epic, provides subject matter expert knowledge and troubleshooting support to research administrators and study coordinators in navigating research billing. Provides expertise to department personnel on billing risk and compliance for clinical trials from pre to post award. Acts as liaison with institutional research billing compliance office. Keeps current on regulations and system updates to communicate and coordinate impact to department, personnel, and workflows.
10% Leadership, Workflow and Compliance Management
Oversees the day to day activities for the grants administration team to ensure compliance with institutional policies and expectations, including but not limited to, Post Award Workbooks, Effort Reporting, My Activities, Planned Confirmation System Review, UR Space and financial ledger control in working with the finance team. Responsible for keeping up to date with university and industry regulations, and disseminating and implementing policies within the department to ensure compliance. Manages and creates processes to meet sponsor proposal and reporting deadlines. Implements best practice improvements to achieve maximum efficiency and effectiveness in research operations. Hires, trains, and manages performance for members of the grants administration team including annual and ongoing evaluations. Works with Principal Investigators, Division Chiefs and Administrators on hiring and management of research staff. Provides clear and appropriate expectations/standards. Coaches, develops and mentors members across the department to contribute to optimal research management and fosters an expectation of accountability and recognition for teamwork. Communicates effectively and regularly with staff to set priorities and ensure successful completion of work.
5% Other projects and job duties as assigned.
• Bachelor's degree and at least 5 years of relevant experience (including at least 2 years at a managerial level) with grants management, financial accounting of grants or a combination of both in an academic medical setting; or equivalent combination of education and experience. Master's degree, equivalent course work, or specialized experience in an appropriate field related to the assignment is desirable.
• Strong presentation and communication skills, including written communication.
• Strong interpersonal, analytical, spreadsheet development and analysis, and technical skills, including thorough familiarity with MS Office suite.
• CLASP certification required - must achieve and maintain certification within 1 year.
• Experience with Epic Research Billing and Clinical Trial management/administration preferred.
• Strong problem-solving ability, and ability to work both independently and collaboratively within a team.
• Strong organizational skills, attention to detail, and ability to manage multiple projects and priorities.
UR Medicine is made up of many parts, all devoted to providing highly advanced medical care. Our Mission of “Ever Better” means we improve the well-being of patients and communities by delivering innovative, compassionate, patient and family-centered health care, enriched by education, science and technology.