Research Administration Specialist - Research & Sponsored Programs

TITLE

Research Administration Specialist

JOB SUMMARY

The Research Administration Specialist's primary responsibility is to provide pre-award and post-award support to principal investigators/project directors (PIs) pursuing external funding through a variety of federal agencies and non-federal organizations through the life cycle of an award. During the pre-award phase, this position will provide guidance on the preparation, writing, review, and submission of proposals for extramural funding. This support includes assisting with the development of budgets, review and interpretation of guidelines, proposal routing and approval, and submission. If awarded, the Research Administration Specialist will work with the Director of Operations and Compliance Coordinator to setup the award and then provide primary post-award support in managing the funds including assisting PIs with the expenditures of their grant accounts, monitoring grant accounts, reporting on grant funds and a variety of budget related compliance issues. This position will be responsible for tracking the items due on grants and then ultimately to closeout grants. Work is performed under general supervision and performance evaluation is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Director, Operations Research & Sponsored Programs

Supervises: No supervisory responsibilities

ESSENTIAL DUTIES - May include, but not limited to the following:

• Reviews guidelines to determine eligibility and to highlight key points for PIs. When guidelines are long or complex, this may also include summarizing the guidelines into a proposal plan for faculty who are going to submit.

• Develops budget and review for adherence to funding agency and institutional budget guidelines.

• Identifies funding agency and institutional requirements (i.e., faculty release, conflict of interest, cost-share, etc.) and adherence to these requirements in order to complete routing and approval before submission.

• Works with different platforms for submission, especially NIH ASSIST, NSF Research.gov and Grants.gov. This will include completion of the administrative forms on those systems and proposal submission.

• Tracks and reports of applications submitted.

• Monitors grant accounts for budget adherence to university, state, and funding agency guidelines and work with other university office to resolve grant issues (i.e., grant accounting, payroll, procurement, cost-share, etc.)

• Provides budget projections of project expenses to determine need for additional funds, potential overruns, and requests to sponsors. Makes recommendations for corrections or budget transfers when needed.

• Enters payroll transactions and review payroll issues each pay period to identify costing issues or potential overcharges.

• Monitors grant activity timeline and assist faculty with grant requirements.

• Provides timely closeout of awards.

ADDITIONAL DUTIES

• Identifies funding opportunities and makes these available to the campus.

• Provides proposal and budget assistance for internal funding programs.

• Assists with award negotiation and setup.

• Orders equipment and supplies from various companies and follows up on orders and assists with travel when possible.

• Prepares or assists with reports such as monthly, annual and special reports as requested.

• Provides post-award orientations/training to project directors and key administrators regarding grants management of externally funded programs.

• Performs other duties as requested.

EDUCATION

Bachelor's degree required. Master's degree preferred.

EXPERIENCE

Five years of research administrative experience with proposal development, grant management, or compliance is preferred.

REQUIREMENT

Regular and reliable attendance during regular scheduled days and work hours is an essential function of this position.

May complete some or all work remotely upon approval via the university's Alternative Work Arrangement Policy.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Current knowledge of federal and other granting agencies, agency online systems, and federal Uniform Guidance cost principles.

• Ability to prepare budgets and monitor accounts using TWU fiscal reporting systems. Also requires a high level of proficiency with Excel.

• Excellent written and oral communication skills.

• Ability to rapidly assimilate and retain University fiscal and academic policies, procedures, and practices.

• Ability to interact with multiple constituencies in a professional manner.

• Ability to use a personal computer and other office equipment, including related university software and email.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.

Remote employees must have access to a reliable internet connection and a dedicated, properly equipped workspace at a fixed location. Please refer to Alternative Work Arrangements for Staff Employee, URP 05.620.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

Texas Woman's University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic.

All offers of employment will be contingent on the candidate's ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman's University deemed security-sensitive require background checks and verification of all academic credentials.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.