Research Admin Advisor 1 - Potsdam, United States - InsideHigherEd

Description

Job Title: Research Admin Advisor 1

FLSA Status: Non- Exempt

Department: Sponsored Research Services

Title of Manager/Supervisor: AVP for Research & Tech Transfer/Executive Director of Institutional Planning

Number of Employees Reporting to this Position: 0

Range: $ $28.40 based on experience

Position Summary: This Is a professional position in which the administrator serves in an advisory capacity to both individual contributors and supervisors within the Sponsored Research Services (SRS), as well as to departmental research administrators and unit leaders {e.g., Faculty, Chairs, Directors, and Deans} throughout the campus research community. This position frequently exercises discretion and independent judgment in identifying potential opportunities and problems in research development and administration compliance, effectiveness, and efficiency, based on extensive knowledge of federal, state, and university regulations, guidelines, and practices. Position reports to a Director or above within the SRS.

General Purpose: Support and implement day-to-day operations of the department and to consistently demonstrate ability to respond to change in a flexible manner in order to meet current needs, such as reprioritizing work as necessary, organize job functions and work area to be able to efficiently and effectively complete varied assignments within established time frames.

Position Responsibilities:

Cradle-to-Cradle Pre and Post Award Responsibilities:

• Assists researchers with finding funding opportunities and promotes/assists faculty with the use of subscription tools such as Pivot
• Reviews and interprets agency guidelines prior to proposal preparation. Includes but not limited to Federal funding agencies, Private, and University internal opportunities. Interprets
• the guidelines and notifies the Principal Investigator (Pl) of any potential conflicts with University guidelines or rules and regulations
• Manages the proposal submission process, providing technical assistance to the Pl's in
• proposal application preparation. This includes preparing master and subcontract budgets (i.e. computing salary and fringe based on effort), tuition, supplies and other expense costs. Compile the other necessary application parts based on submission type (e.g. bio, narrative,
• resources)
• Responsible for a portfolio of academic units and assists with providing coverage for units when necessary. Manages the post award management process (through closeout) for small
• to large research awards to ensure adherence to guidelines and assigned deadlines, which
• may involve multiple investigators and/or multiple sub-awards. Assists researchers with interpreting award terms and conditions and facilitates meetings per process and as needed
• Ensure timely and accurate award setup in PeopleSoft, establishing the project account code within the target timeframe
• Oversee sub-contractor agreements from initial grant preparation to preparation of sub­
• contract paperwork once award has been received and making sure all invoices are received and paid in a timely manner
• Complete effort commitment forms each period for all assigned faculty to ensure commitments and cost-sharing are tracked as per agency, university and federal regulations.
• Prepares for signature, processes, and centrally tracks amendments, modifications,
• extensions, and terminations of grants, contracts and sub-awards
• Determines allocability and allowability of charges; prepares and analyzes financial reports,
• monitors burn rate, develops financial projections; adjusts and corrects project budgets to meet project goals and federal requirements, provides assistance and oversight to effort management of specified project portfolio
• Monitor and investigate transactions and expenditures; communicate and coordinate with
• the research community to solve problems related to budget management, procurement, salary administration, billing and collections, financial reporting, cost-transfers, effort reporting, invoicing, cost sharing, over-expenditures and other post-award research administration issues. Anticipate shortfalls/surpluses and notify Pl when there are potential
• issues
• Ensures that Pis maintain appropriate approvals from applicable compliance committees.
• Develops and implements campus-training programs in research development and/or
• administration, such as proposal and budget development, fiscal management of sponsored programs, responsible conduct of research, and more
• Provides mentoring and coaching to SRS staff and departmental research administrators
• Maintains current research administration reference, news, and instructional material on the SRS internal website/Confluence site
• Exercises discretion and manages confidential information effectively

Data Integrity Responsibilities:

• Advises and provides subject matter expertise in the input and management of the research administration data within the university information systems (e.g., PeopleSoft Grants Management system, searchable proposal database, service tracking system, etc). Takes initiative to understand the data and is responsible for consistently inputting and sustaining the quality of the research data that is entered and managed by SRS, including data that flows in and out of the department

Operational Responsibilities:

• Identifies need for and/or participates in the revision of policies and work procedures related to research administration. Ensures policies and procedures are compliant with federal and state regulations
• Assists in support of audits as directed by senior staff
• Works closely as a team, following established team norms, to provide professional­ level service to principle investigators across the university. Build relationships and develop shared understandings of roles and responsibilities with departmental administrators, faculty, researchers, and other internal and external stakeholders
• Develop, consistently tracks, and reports/aware of key performance metrics for the department

Strategic Initiative/Service Lead Responsibilities:

• May lead special projects and/or be responsible for specialized service areas as needed and assist with the implementation of new strategies, services, continuous improvement initiatives, and procedures as appropriate
• Performs similar duties as assigned or required
• Must be able to demonstrate experience with confidentiality

Health & Safety: All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University's Health, Safety, and Environmental Policy & Procedures.

DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified

Essential Skills:

• Extensive knowledge of university policies and procedures, organization practices and protocols
• Computer Literacy: Microsoft Office Suite, Adobe, Excel, Publisher, PowerPoint, experience with PeopleSoft is a plus
• Excellent organization, verbal and written communication skills, attention to detail, ability to exercise personal judgement, and a willingness to exercise initiative are required
• Exceptional customer service and inter-personal skills
• Effective time management skills/ability to meet deadlines
• Proven ability to manage confidential information
• Clear speech for effective communication needs
• Good manual dexterity for use of the common office equipment such as computer terminals, calculators, copiers and FAX machine
• Knowledgeable in applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
• Accounting and budgeting skills in managing complex financial accounts and funds, as well as knowledge of generally accepted accounting, fiscal, and reporting principles
• Resourcefulness, flexibility, ability to problem solve and work independently or as a team member
• Ability and initiative to work with minimal or no supervision and in a professional manner
• Demonstrated commitment to diversity and inclusion

Education:
Minimal Qualifications: Associates degree with 2-3 years of relevant experience --- Or--- a Bachelor's degree with 1 year relevant experience.

Preferred Qualifications: Bachelor's degree or equivalent combination of relevant education and experience totaling 6+ years

Experience:

Minimal Qualifications:

• 1 to 3 years of relevant work experience with a Bachelor's Degree
• Skilled in PeopleSoft and Microsoft Excel

Preferred Qualifications:

• At least 4 years of relevant work experience with a Bachelor's Degree
• Experience working with budgets and a basic understanding of accounting practices
• Working knowledge of University business policies and sponsor regulations as they relate to sponsored programs
• Intermediate skills in PeopleSoft and Microsoft Excel

Physical Demands:
The physical demands characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Special Instructions to Applicants: An equal opportunity/affirmative action employer, Clarkson actively seeks and encourages applications from minorities, women and people with disabilities.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).