- Entry level
- No Education
- Salary to negotiate
- New York City
Job TitleResearch Administration Advisor IPosting NumberStaff 2014001010FLSAExemptLevelFull-time/ Part-timeFull-timeIs this a temporary Position?No Position Summary Information
Job Description SummaryCradle-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 (PI) of any potential conflicts with University guidelines or rules and regulations
- Manages the proposal submission process, providing technical assistance to the PI’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 PI 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
- 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
Experience, and SkillsMinimum Qualifications:
- Bachelor’s degree or equivalent combination of relevant education and experience totaling 6-8 years.
- 1 to 3 years of relevant work experience with a Bachelor’s Degree.
- Skilled in PeopleSoft and Microsoft Excel
Other required knowledge, skills, and experience:
- Independent judgment and strong organization, negotiation and communication skills and customer service focus across broad and diverse subject areas.
- Demonstrated working knowledge of applicable federal, state, local, sponsor, and institutional regulations, policies, and guidelines.
- Ability to work independently and as a team member, research and resolve problems, meet deadlines, and follow through on assignments with minimal direction.
- Accounting and budgeting skills in managing complex financial accounts and funds, as well as knowledge of generally accepted accounting, fiscal, and reporting principles.
- Knowledgeable in applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
- Skills using Microsoft Office, including Excel, Word and Power Point; experience with PeopleSoft is a plus.
- Excellent communication, writing, organizational and presentation skills required.
- High level of energy and enthusiasm for working in an extremely demanding, and diverse environment.
- Demonstrated commitment to diversity and inclusion.
Experience, and SkillsPreferred 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 DemandsWhile performing the duties of this job, the employee is occasionally required to stand, walk, sit, bend and stoop. The employee must occasionally lift and/or move up to 25 pounds. Clarkson is committed to complying with the guidelines set forth under the Americans with Disabilities Act.
Posting Detail Information
Close DateOpen Date12/03/2019Open Until FilledYesSpecial Instructions for this PostingAn equal opportunity/affirmative action employer, Clarkson University 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).
Reference Request Details
Maximum Number of Reference Requests2Minimum Number of Reference Requests2Posting Specific QuestionsRequired fields are indicated with an asterisk (*).
- * How did you hear about this employment opportunity?
- Academic Keys
- Chronicle of Higher Education
- Clarkson Website
- Massena-Potsdam Courier Observer
- Hispanic Outlook
- IM Diversity
- Insight Into Diversity
- New York Job Bank
- North Country This Week
- St. Lawrence Plaindealer
- Veterans Administration
- Watertown Daily Times
- Ogdensburg Journal
- Employee Referral
- Alumni Referral
- Conference Referral
- Discipline specific journals
- Discipline specific website
- Times Union
- I do not wish to answer
- What is the highest level of completed education that you currently hold?
- Highschool Diploma/GED
- Associates Degree
- Bachelors Degree
- Masters Degree
- ABD (all but disertation)
- How do you embrace Diversity? (Open Ended Question)
Documents Needed to ApplyRequired Documents
- Cover Letter
- Letter of Recommendation 1
- Letter of Recommendation 2
- Letter of Recommendation 3