Neurology Research Administrator
With minimal direction from the Director of Research and considerable latitude for indendent judgment, the Research Administrator provides financial oversight and administrative support to assigned Neurology divisions and Principal Investigators and manages all aspects of sponsored project management and research gift and endowment spending for the Department of Neurology. Specific areas of responsibility include financial reporting, budget development, and cost analysis activities, as well as the coordination of research activities including study start-up, billing and/or operational workflows, staff training in University systems. Oversees, directs and manages all aspects of sponsored programs including human resource functions (screens, hires, assists with onboarding research staff), project cost allocations (includes approval and analysis of all salary and non-salary expenses), and financial reporting and closeout activities. Supervises and manages work for assigned Staff Accountant. Represents Neurology as liaison to internal offices and through negotiations and interactions with external organizations including project sponsors and subcontractors/vendors.
Prepares various sponsored project budgets and application materials for Department of Neurology principal investigators as assigned. Assists with identifying funding opportunities internally and externally.
Reviews protocols, NIH announcements, and other funding opportunities with assigned PIs or divisions to prepare and assemble proposal package and project budget in both university (IORA) and sponsor portals (ASSIST, ProposalCentral, etc.) to submit to the Office of Research and Project Administration (ORPA).
Works closely with principal investigators to ensure adherence to University and sponsor deadlines and compliance requirements for participation in research. Helps to identify and mitigate concerns related to project staffing, infrastructure, timelines, etc.
Serve as liaison to sponsors/external organizations, subcontracts, vendors, and University offices involved in sponsor funding including ORPA, Office of Counsel, Purchasing, Accounts Payable, Office of Technology Transfer, Office of Research and Costing Standards (ORACS), Research Subjects Review Board (RSRB), Office of Clinical Research (OCR), and University Committee on Animal Resources (UCAR). Represents University and Neurology in sponsor budget negotiations and other programmatic changes.
Review Notices of Award for accuracy and impacts to project. Oversee salary cap and cost sharing documentation, fellowship, and pilot and seed grant funding. Works with Principal Investigators on progress report submissions, monthly term reports, extension requests, amendments and processing close out of clinical trials or grants.
Meets regularly with Principal Investigators (PI), research staff, staff accountant and others as appropriate to review budget/financial status and receive programmatic updates that impact projects.
Account Administration & Internal Controls
Provides instrumental support to Neurology Research Administration team which is responsible for managing upwards of $60 million in sponsored program funding. Department portfolio includes 60+ active researchers and 250+ active awards with research expenditures exceeding $15 million annually.
Monitors expense allocations and budget to actual spend for research gift and endowments funds for assigned divisions.
Monitor accounts receivables/invoicing of sponsors, subcontracts, and administration of other financial transactions pertinent to fiscal success of project.
Identify funding changes and approaching project end dates to identify funding gaps and suggest new funding opportunities or reassign underfunded grant personnel.
Review financial ledgers, reports and responsibilities with PI, staff accountant, study teams, and other divisional leadership as needed; discuss and make recommendations regarding staff allocations and spending priorities.
Work with assigned staff accountant and Neurology Research Administration to implement and execute solutions for consistent financial management including monitoring of reconciliation process for salary and on-salary expenses, financial forms processing and approvals, tracking budget to actual spend, and various other financial projections/analyses.
Initiate corrective action for accounting and reporting discrepancies. Review and authorize purchases, personnel forms, invoices and travel reports for assigned projects.
Financial/University Reporting & Compliance
Maintains all the financial records for grants. Responsible for reconciliation with University ledgers, problem resolution, and analysis of expense trends, including monitoring of sponsored funding accounts, reconciliation of ledgers ensuring complete and accurate data, cost control, oversight of salary and monthly transfers initiating corrective action for accounting and reporting discrepancies, financial reporting and account closeouts.
Collects data and monitors completion of University and sponsor requirements for Plan Confirmation System review, out of award activity, MyActivities effort tracking, post-award workbooks and clinical trial billing, deficit management, Quarterly effort certifications, and signature process/approvals for financial transactions and monthly reports.
Creates projections and spend analysis of projects to identify potential funding issues. Updates various spreadsheets for tracking statistics of the research office, SMD, division chief and/or department chair and ad hoc reports as assigned or needed.
Reviews total grant financials annually or at project end as required for institutional, or sponsor reporting. Works closely with ORACS to ensure UR Financials reflect actual spend for financial report creation. Determines appropriate corrective action for unallowable expenses, expenses out of period, and surplus/deficit transfers as needed.
Manages research staff training and monitors compliance with various systems utilized for research management including IORA, RSRB, eRecord, OnCore, and Advarra Payments.
Management, General Administration, and Human Resources
Directs and supervises assigned staff accountant including daily oversight of tasks and priorities, monitoring of monthly financial tasks for completion and consistency, evaluates staff performance annually, creates goals for staff performance in conjunction with staff accountant, and provides ongoing career development and mentorship conversation and opportunities.
Advises and supports research staff and faculty with personnel hiring and administration; prepares/revises job descriptions to fit project need and align with budget, assist with screening, interviewing, and hiring of research staff as needed. Assists PIs and study teams with the new hire onboarding process, provides information on required trainings or access needed for various roles.
Attends meetings as necessary to keep updated on institutional changes that impact research teams. Disseminate information to staff accountant, PIs, and study teams as appropriate. Implement process changes to ensure ongoing compliance with updated University or sponsor requirements.
Participates in strategic planning in consultation with PIs, division chief, department chair, and other departmental leaders. Assess changes in resources required to meet programmatic needs and evaluate research for feasibility.
Obtains and/or maintains CLASP Certification. Ensures successful CLASP certification annually for assigned staff accountant and study teams as needed.
Other Duties as Assigned
Develop SOP(s) for recurring monthly tasks to ensure consistency of process
Assists with Neurology Research Administration goal planning and team events/retreats to identify opportunities for improvement and the best methods for maintaining our team culture and rewarding valuable employees.
Obtain and maintain systems training and access as needed for various projects
Provides backup administrator coverage for other Neurology Research Administrators as needed
Bachelor's degree in Accounting or Business Administration
Master's degree (preferred)
4 years of related experience or equivalent combination of education and experience
1-2 years of experience with grants management, financial accounting of grants or a combination of both in an academic medical setting (preferred).
Strong interpersonal skills and technical skills, including thorough familiarity with MS Office suite (preferred).
Must achieve and maintain CLASP certification within 1 year.
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.
How To Apply
All applicants must apply online.
The University of Rochester is an Equal Opportunity Employer.
Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 054
Schedule: 8 AM-4:30 PM