Research - Laboratory/Non-Laboratory, Staff/Administrative
To be considered as a potential candidate, all applicants must include a cover letter describing how his or her experience fits the responsibilities associated with this position and why they would like to work at the Division of Cardiovascular Medicine.
The Division of Cardiovascular Medicine at the Internal Medicine Department of the Medical School is seeking a full-time Research Administrator. Cardiovascular Medicine has a growing and robust research program, serving over 110 faculty in multiple locations both on campus and off. The division has over $19 million in yearly sponsored research expenditures and a substantial amount of non-sponsored, but research related activity.
Cardiovascular Medicine pays competitive salaries, commensurate with experience and boasts a culture of acceptance, openness, flexibility, and teamwork.
This position reports jointly to the Research Administration Manager for the Pre-Award team and the Research Administrative Manager for the Post-Award and Finance team, who together will provide both functional and administrative direction. This position also works very closely with faculty in preparing sponsored research grant applications, and in the management of awarded projects, as part of a team of pre-award and post-award financial staff managing Cardiovascular Medicine’s research and financial activities. This position will also interact with the Grants Administration staff in the Department of Internal Medicine, the Medical School Grants Office, and ORSP, as well as staff in Financial Operations, and Sponsored Programs. Additionally, this position will interact with the Clinical Trials Support Unit (CTSU).
The effort associated with this position will be split between the duties associated with the pre-award application process for sponsored research, and post-award and financial duties.
Pre-Award duties may include, but are not limited to:
Review and communicate sponsor instructions for applications
Provide comprehensive coordination of all aspects of proposal submissions
Prepare all administrative components of the proposal package, including the PAF, budget, and subcontracts, and compile and submit completed proposal packages
Work closely with faculty, coordinators, staff and students in proposal planning
Produce complex budgets, detailed budget justifications and costing documentation to meet sponsor requirements, and guide faculty on appropriate budgetary items to include
Maintain reliable tracking for multiple iterations of budget and other documents to support the proposal submission
Ensure proposal compliance with all applicable sponsor and University requirements, regulations and deadlines
Serve as liaison with sponsors, collaborators, and ORSP
Guide and track timely submissions through University and sponsor systems
Participate in budget and contract negotiations with sponsors, as appropriate.
Assist with Unfunded Agreements in eResearch
Post-Award Duties may include, but are not limited to:
Read, understand, and interpret sponsored award contract terms and conditions
Review sponsored and non-sponsored project activity using M-Reports and eReconciliation, and determine appropriateness of expenses under Uniform Guidance
Track reporting deadlines and close-out deadlines for sponsored grants
Work with faculty to prepare progress reports and manage sub-contract lifecycle
Analyze financial status of individual projects as well as faculty members’ full portfolios, including, forecasting expenses, and projecting budget period balances
Provide reporting to faculty and meet with faculty to review their projects
Tracking faculty and staff effort, initiate timely Department Budget Earnings changes, review retroactive salary transfers, and report projected gaps in effort to management
Update faculty effort summaries, NIH salary cap, and VA MOUs, as appropriate
Request invoicing on sponsored projects and monitoring aging receivables
Initiate journal entries within 120-day guidelines
Work closely with ORSP and Sponsored Programs to completing other standard post-award responsibilities, including: setting-up new sponsored projects, requesting sub-accounts, prepare post-award change requests, completing budget allocations, submitting RPPRs, FSRs, financial statements, and closing out projects
Maintaining files to support project lifecycle activity
Limited Financial Duties may include, but are not limited to:
Process expense prior approvals and deposit checks
Assist with yearly CME expense reporting
Participate in the yearly budget and planning process
Bachelor's Degree in business, accounting, or finance, or an equivalent combination of education and experience
5+ years of pre-award and/or post-award research administration related experience, with proven high performance and a thorough understanding of the job responsibilities
Experience with National Institutes of Health proposal submissions and sponsored awards
Experience using typical business software such as Excel, Adobe, and Word; in particular, advanced skills using Excel
Experience with eResearch, Business Objects, M-Reports, and M-Pathways
Advanced understanding of post-award research administration and policies, including Uniform Guidance restrictions and experience ensuring compliance with expenditures on research projects
Successful candidates will also have the following character traits:
Strong integrity, proactive, and high attention to detail
Able to manage competing priorities and deadlines
Strong sense of ownership and accountability for workload
Flexible and resilient in the face of change
Exercise excellent independent judgement
Appropriately discern when to ask questions or ask for help
Able to resolve conflict with a positive and win-win approach
Appropriately handle confidential and sensitive information
Foster team cohesiveness and positive morale
Successful candidates will also possess the following skills:
High degree of analytical, critical thinking, and problem solving skills
Excellent customer service skills and exceptional communication skills
Strong follow-through and follow-up skills
Research Administrator Intermediate:
3 years of pre-award / post-award research administration related experience, with proven high performance and a thorough understanding of the job responsibilities
Master’s Degree in business, accounting, finance
Experience with a wide variety of sponsors including National Institutes of Health (NIH), American Heart Association, industry contracts, and clinical trials and will have specific experience with the NIH salary and other NIH specific spending, effort reduction, and budget restrictions.
Strong understanding of University procurement policies, including business travel and hosting expense guidelines
Experience managing the NIH salary cap and VA appointments
This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.
Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.
Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.
Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal opportunity/affirmative action employer.
Internal Number: 192595
About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.