Job Description
Senior Research Administrator - Hybrid Schedule at Northwestern University summary:
The Senior Research Administrator provides experienced administrative leadership supporting multiple research grants and contracts within the Basic Sciences Administration. Responsibilities include managing pre- and post-award activities, financial oversight, compliance monitoring, and mentoring staff. This role ensures the smooth operation of complex research projects, facilitating funding, budgeting, and reporting in alignment with institutional and sponsor policies.
Department: MED-Basic Science Admin
Salary/Grade: EXS/9
Target hiring range for this position will be between $92,000-$101,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.
Job Summary: A Senior Research Administrator for the Basic Sciences Administration (BSA) provides administrative leadership by incorporating a significant amount of experience in support of unit's research programs and mission. May provide sole support to a small to mid-sized unit or support a portion of activities in a larger unit. Using extensive research administration experience within the same unit, coordinates all aspects of multiple grants and/or contract pre- and post-award activities. Assists in developing new funding opportunities and strategic plans regarding grants and/or contracts by providing guidance and counsel regarding grant and/or contract administration which includes attending internal and external meetings, interpreting clauses, reviewing contracts, and resolving reporting and/or expense problems. Reviews associated policy and procedures and recommends changes to increase productivity and effectiveness. Constituency will be determined based upon candidate experience and unit needs and will support faculty of varying portfolio size and complexity.
BSA supports the Departments of Biochemistry and Molecular Biosciences, Cellular and Developmental Biology, Microbiology and Immunology, Pharmacology, and Physiology, as well as Center for Genetic Medicine, and the Simpson Querrey Institute for Epigenetics. The BSA Research Administration Team manages pre- and post-award administration including approvals of procurement and expense reports, proposal development, award setup and management, budget preparation, compliance, effort reporting, fiscal management, and financial reporting and projections.
Specific Responsibilities :
Complexity
- Typically administers multiple research projects such as:
- Complex multi-PI or multi-unit proposals, grants and/or contracts
- Research portfolio for a more complex small to mid-sized unit
- NIH U-approximately $500K+/yr. over multiple yrs.
- NIH P-approximately $500K+/yr. over multiple yrs.
- NIH T-approximately $100-$200K+/yr. over multiple yrs.
- DOD and industry awards.
- Center or program grants.
- Proposals with cost sharing.
- Fixed-price contracts.
- Non-funded negotiations such as NDAs, user agreements.
Pre-Award
- Manages pre-award administration of grants and/or contracts.
- Coordinates proposal submission.
- Coordinates budget and justification preparation.
- Completes sponsor and university proposal forms.
- Coordinates IRB and IACUC protocols; sub-recipients, facilities, administrative costs, space, and co-investigator agreements.
- Creatively and proactively evaluates and resolves problems and makes decisions.
Post-Award
- Coordinates post-award activities.
- Monitors execution of all financial transactions in research portfolio.
- Forecasts and provides information for reports on the financial status of projects.
- Verifies that protocols are linked to NUFinancials chart strings; labor distribution assignments.
- Completes expenditure reviews.
- Reconciles monthly payroll entries.
- Verifies and processes cost share entries.
- Identifies program income issues.
- Proposes resolutions to overdrafts.
- Prepares interim and final financial reports.
- Facilitates account close out activities.
- Participates in efforts to improve research administration including serving on university committees related to research administration.
Financial
- Reviews transactions and resolves issues that require a more complex level of financial understanding such as cost-sharing and/or effort reporting knowledge.
- Provides information to senior management that is used for department budgeting purposes.
Human Resources
- Provides research administration training.
- Mentors other administrative staff in research administration.
- Serves as the primary resource for research administration guidance.
Compliance
- Ensures compliance with all appropriate NU policies and practices; local, state, federal, agency and sponsor rules, regulations and requirements regarding grant and/or contract administration.
- Recommends changes to improve programs, policy and/or practice.
- Resolves compliance problems and issues working in conjunction with faculty.
Miscellaneous Performs other duties as assigned.
Minimum Qualifications: (Education, experience, and any other certifications or clearances) - Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
- A minimum of 5 years' experience required with 2 years of research administration and 3 years of research, finance, administrative or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities.) - Organization, time management, detail oriented
- Multi-tasking, communication
- Self-starter, diplomatic, pro-active, manage stress
- Provide leadership by cooperatively anticipating, coordinating, strategizing.
Preferred Qualifications: - Certification in research administration.
- Knowledge of Northwestern's enterprise systems including NU Financials, CERES, ERS, and Cognos.
- Knowledge of National Institutes of Health policies and procedures.
Preferred Competencies: (Skills, knowledge, and abilities) - Provide informal leadership by cooperatively anticipating, coordinating, and strategizing with BSA Research Administration Team.
Benefits: At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at to learn more.
Work-Life and Wellness: Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at to learn more.
Professional Growth & Development: Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at to learn more
. Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement . Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process .
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Keywords:
research administration, grant management, financial reporting, post-award administration, pre-award activities, compliance, budget preparation, NIH grants, contract negotiation, research finance
Job Tags
Contract work, Interim role, Work at office, Local area, Flexible hours,