Associate Director, Research Administration, SOM / Stravitz-Sanyal Institute for Liver Disease
Virginia Commonwealth University
Richmond, VA
Full-time
Education
Posted on April 3, 2024
Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU's sponsored research, the School of Medicine is internationally recognized for patient care and education. All full-time university staff are eligible for VCU's generous benefits package that includes: competitive health benefits, paid annual and holiday leave, retirement planning and savings options, tax-deferred annuity and cash match programs, Virginia Retirement System (VRS), professional development & certifications, tuition waiver, parental leave, caregiving leave and community service leave. Learn more about VCU's benefits here: https://hr.vcu.edu/careers-at-vcu/why-work-at-vcu
Position Summary:
The StravitzâSanyal Institute for Liver Disease and Metabolic Health (Institute) is hiring for an Associate Director of Research Administration to manage, direct and oversee the pre- and post-award financial and research administration activities for a robust and growing externally sponsored research portfolio. This role requires a blend of leadership, organizational focus and a strong understanding of research and related regulations. For the foreseeable future this position will both be transactional in support of the research portfolio and strategic as we build foundational infrastructure. This position will report to the Chief Operating Officer, will manage and coach a research administration associate team and is expected to collaborate closely with researchers, faculty and financial staff to ensure compliance and effective management of related research administration activities. The incumbent should have significant progressive experience working with and managing a complex research portfolio in a clinically oriented department. We want someone who is process oriented thinker who can use project management principles to coordinate, assess and develop a plan.
Position Responsibilities:
Research Portfolio Management (50%):
-Pre-award activities include assisting departmental faculty in the development, preparation, and submission of grant proposals, ensuring all proposals are entered and routed for institutional review in a timely manner and meet agency and university guidelines and deadlines. This requires the AD to work alongside the faculty member to understand the needs of the project and help develop a comprehensive budget for each project.
-Post-award activities include managing budget, reporting and compliance through the lifecycle of the project. Responsible for detailed reconciliation of project financials, preparing financial reporting for investigators and business managers to assess whether a project is on target or if adjustments are needed. Advise PI on budget adjustments and revisions necessary to meet the sponsor requirements.
-Performs day-to-day award management for the portfolio, including but not limited to purchase approvals, reconciliation of charges, analyses of financial statements, monthly reporting and effort monitoring. Responsible for the preparation of any and all documents required for execution of these actions.
-Oversee the post- award review of extramural funding including government and non-government grants, foundation awards and contracts on behalf of the Institute and to assure institutional and sponsor compliance, budgetary appropriateness, and compliance of grant and contract awards to applicable governmental or other sponsor guidelines.
-Identify the need for cost transfers from budget reconciliation; submit cost transfers. Prepare and submit requests for re- budgeting/modifying the funded project budget.
-Manage grant transfers for outgoing and incoming faculty; liaising with internal and external stakeholders to facilitate efficient processing.
-Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with institutional/school offices.
-Reconcile and close all sub-recipient budgets and obtain all sponsor-required reports.
-Apply federal and university rules to management of effort allocation appropriately for individuals with salary support from sponsored awards.
-Monitor compliance with agency and institutional/school regulations regarding sponsor required reporting.
-Closeout all funded projects consistent with university process and timelines.
-Facilitate contract communications, negotiations and interactions among various parties, in collaboration with the other departments and institutes and the central institutional pre- and post-award offices.
-Ensure proper recording of revenue associated with all studies; apply revenue management standards; manage any overdrafts in line with unit procedures and institution guidance.
-Review, evaluate, and reconcile costs related to study participant enrollment.
Process Management (25%)
-In conjunction with Institute leadership team, contributes to the establishment of performance improvement priorities for research administration. Develop and implement strategies for enhancing research administration performance within the Institute.
-Develop standard operating procedures and expectations for the Institute's research administration team.
-Develop new proposal processes, tools or activities, as appropriate, and mentors study team members on those activities.
-Evaluate and identify organizational structures that will provide increased efficiencies within Institute.
-Provide valuable feedback on school/university wide initiatives by participating in training, workgroups, and committees.
Administrative Management (25%)
-Directs and coordinates staff, systems and procedures related to the processing of sponsor-supported grants and contracts; manage daily activities of the grants and contracts group; develops goals and objectives for the unit.
-Plans and schedules work for the team ensuring proper distribution of assignments.
-Participate in internal or external audits of department grants/contracts by providing information and documentation as requested and take appropriate action following audit reviews.
-Interface with Principal Investigators, administrators and other research administrators and/or granting agencies regarding policy interpretation and sponsored program policies.
-Establishes and maintains procedures and guidelines for grant administration.
-Supervises the day-to-day grants management, maintain communication with leadership within the Institute, School and university to report and address any grant- related administrative or compliance issue in a timely manner.
-Develops, conducts and administers internal training to build team capacity and ensure top-notch customer service.
-Initiates various personnel actions including hiring, performance appraisal and promotions.
-Other duties as assigned.
Minimum Qualification:
-Bachelor's degree required. Advanced degree preferred.
-Minimum of 7+ years of research administration experience.
-Must have demonstrated success in leading a team.
Skills:
Experience, exposure to clinical trial financial and contract start-up and core research center processes to ensure continuity of support is a plus.
Demonstrated skills in analyzing data and formulating conclusions.
Ability to learn changing technologies related to grants and contracts management.
Full command of grants and contracts systems; requires solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point).
Ability to communicate both verbally and in writing with all levels of the organization.
Ability to manage and prioritize multiple projects/tasks simultaneously.
Understand and apply knowledge of national compliance issues to circumstances at VCU.
Understanding of asset management for funded projects as applied under university policies and practices. Able to direct others in asset management and to review, troubleshoot and approve asset management.
Understand and apply basic concepts of export controls as these relate to proposal submission and award management.
Understand and be able to apply federal rules to contract negotiations and management.
Understand and be able to apply budget management to contracts.
Understand and be able to assist others in understanding research administration terminology, regulations and policy.
Understand and be able to comply with university requirements for managing Federal contracts.
Understand and be able to assist others in understanding the basic Federal and university rules, regulations and requirements of IRB, IACUC, COI, IBC, etc.
Able to clearly communicate when interacting with faculty to inform of obligations in meeting these requirements and when faculty is not complying with policies.
Able to escalate issues to higher levels when unable to get cooperation from others.
Understand and be able to operationalize the development and maintenance of internal controls.
Able to understand and apply basic internal control concepts to daily management of Federal awards.
Understand and be able to translate concepts to actual practice.
Understand and apply the basic concepts of clinical research.
Understand and be able to apply federal and university rules to management of effort allocation for individuals compensated whole or in part from federal awards.
Understand and be able to manage complex effort scenarios resulting from multiple appointment types.
Understand the management requirements of broadly represented aspects of Federal financial research compliance and to develop strategies for meeting compliance expectations for the Institute portfolio.
Additional Information:
ORP Eligible: - YES
Position eligible to work in alternative remote work arrangements: -YES
Title Details: Associate Director, Research Administration
University Title: SR. Administrator RS 1-3
University Code: (32914Y-32916Y)
University Job Family: Research & Innovation
The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply.
Virginia Commonwealth University is an equal opportunity, affirmative action university providing access to education and employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability.
Salary Range: Commensurate with experience, education and training
Position Details:
Department: School of Medicine, Stravitz-Sanyal Institute for Liver Disease
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Exempt
Contact Information:
Contact Name: Demetria Patterson
Contact Email: demetria.patterson1@vcuhealth.org
Contact Phone:
