University of Rochester Research Administrator and Director of the Office of Research Administration in Rochester, New York


Full Time 40 hours Grade 055 OBGYN Research


Position Summary:

The Research Administrator serves at the senior professional level reporting to the Chair and the Program Administrator in the form of planning, directing, and evaluating services for the research activities of the Department of Obstetrics and Gynecology in the areas of grant administration, research operations, and strategic planning. These responsibilities will include: (a) overseeing central research resources, (b) coordination and extensive contact with other University and Medical Center departments as well as research sponsors and regulatory agencies, (c) representing the Department to outside organizations involved in research, (d) acting as a resource in working with other departments of the University and Medical Center.


Under general direction and with considerable latitude for exercise of independent judgment and initiative,:

Program and Financial Management:

  • Represent the Principal Investigators and division to outside organizations involved in the research and other interested parties. Act as a resource in working with other departments of the University and Medical Center. Serve as a member of various support services committees.
  • Plan and direct the administrative and programmatic support for research activities in order to effectively manage available resources (personnel, space, supplies, computers and office equipment).
  • Serve as member of Richard W. and Mae Stone Goode Foundation and Departmental Pilot Award internal review committees for department. Consult on science, budget, and feasibility of suggested pilot projects; provide assistance to faculty in preparing their project proposals; create and interpret policies with regard to use of funds, time limits for projects, investigator eligibility, and other issues to ensure the success of all projects funded by the foundation.
  • Collaborate with Chair to develop and plan a weekly departmental Research Workshop.
  • Maintains responsibility for timely and accurate reporting to Chair, Associate Chair for Research, Program Administrator, and various University offices on grants in the department to provide accurate and complete information used for planning purposes and other reports.
  • Records and tracks all grant submissions and results of proposal reviews.
  • Provide education to faculty on grant policies, procedures, and regulations; interpret University, federal, and sponsor policy in order to educate and provide a clear understanding of the rules as well as the reasoning behind those rules to faculty and staff to ensure compliance and to ease the process of applying for, performing the work of, and closing out grants, contracts, and other awards.
  • Maintains responsibility for the timely and accurate reporting of information each August on activities of research faculty and staff which is used, in part, to create Department Annual Report which provides a record of activities and assists with future planning.

Proposal Development:

  • Create, develop, and prepare grant submission packages, write and maintain support portions of proposal documentation: build biosketches, write budget justification and other portions as necessary to ensure all requirements of funding announcement are met to ensure compliance with state, federal, and institutional policies.
  • Build and review budgets for grants and contracts by meeting with PI to understand the project, suggest items that might be needed, work with Purchasing to develop small business plans as necessary to ensure the request includes as much funding as needed, ensure funder rules are followed, and ensure compliance with state, federal, and institutional policies.
  • Maintain relationship with ORPA RA, provide timely and accurate information with grant submission documents and other items.
  • Create and negotiate budgets, review contract language and propose changes, work with PI on protocol to review and suggest necessary changes, maintain liaison between PI and industry sponsor, initiate meetings, identify resources within UR needed to complete proposed work to ensure feasibility of study at UR both physically and financially, and ensure compliance with applicable state, federal, and institutional policies.
  • Establish subcontracts with other institutions by educating other institutions of UR requirements, interpreting subcontract policies, working with ORPA to issue contracts, assisting with contract language and negotiations.
  • Identify and pursue information about funding sources based on faculty interests. Assist and encourage faculty to apply.

Post-Award Grant and Contract Management:

  • Establishes a financial reporting system and oversees all budgets for research activities. Control expenditures and provide approval for the purchase of major equipment, services, space and materials. Report to the program director and management team on the financial status of the research.
  • Assist in applying for renewal or supplemental grants for funding and in preparing progress reports.
  • Initiate monthly meetings with PIs and analyzing spending with comparison to budget and regulations. Provide suggestions on changes to budget plans to facilitate work.
  • Closeout completed projects. Work with PI to compile necessary information and complete the final scientific and personnel reporting; work with ORACS to report on the grant spending and finalize invoices to comply with sponsor policies and ensure accurate reporting of expenditures and work done using sponsor funds.
  • Maintain petty cash fund and gift card documentation, as well as other forms of subject reimbursement and incentives, security, tracking, and reporting; develop policies related to petty cash and gift cards for research payments; interpret and apply University policies related to subject payment and related matters.
  • Work with faculty, residents, fellow, and staff on IRB submissions, suggest wording changes to consent forms and other documents, assist in developing protocols, interact with IRB staff members, enroll new team members in HSPP training programs to ensure compliance with IRB policies and federal regulations.
  • Develop and make requests to the sponsor for changes in the science or fiscal management.
  • Oversee the proper distribution of unrestricted funds for departmentally funded research to ensure appropriate spending and cost control.

Research Policy and Compliance Management

  • Supervise the regulatory reporting and ensure compliance with government regulations and funding requirements.
  • Maintain regulatory compliance reporting in, PubMed Central, and other locations; facilitate faculty interaction with ORPA, ORACS, and other University compliance offices; oversee any transfer of data, materials, equipment, etc. to ensure compliance with federal regulations and University policies
  • Ensure compliance with policies and adherence to budget proposals by implementing and administering an effort tracking and reporting system for the research personnel in the department.
  • Manage the annual effort confirmation system reporting by meeting with all faculty and staff who have effort assigned to grant accounts to discuss their work and determine whether the amount assigned to the grant account is an accurate reflection of true effort on the project.

Human Resources

  • Hires, trains, supervises and evaluates administrative, research, and program staff. Manager for research division staff and students. Analyze needs and develop job descriptions with input from PI and HR, create and manage payroll forms, obtain effort reports, serve as intermediary and intercessor as necessary, and act as a general resource for information related to HR matters.
  • Serve as liaison for research faculty; create necessary payroll forms for faculty members; provide information for faculty appointments, work with departmental finance office to determine account distributions on non-grant accounts, obtain effort reports, and serve as a general resource.
  • Identify and make recommendations for study coordinators or lab staff currently employed by the department that would have necessary skills to support funded research to eEnsure projects are appropriately staffed, that current staff members have continued funding, and that new staff are hired if necessary and if funding exists.


  • Manage and produce content for the research pages of the Ob/Gyn website as well as other pages as required, take photos of staff and choose stock images to use on the site, to ensure website is up-to-date and includes relevant information for internal and external users and that it represents the department favorably to the community.
  • Develop and design flyers for study recruitment; create posters, flyers, and brochures for special events to ensure that communications fit the University brand and represent the department favorably to the community.

Facilities Planning and Management

  • Identify any changes to space allocations or usage and, working with Program Administrator, arrange for necessary changes to ensure that the right space and other resources are available to perform work.
  • Work with PIs and staff to address lab maintenance issues in accordance with policy to ensure safety and good-working order of all items and lab spaces.
  • Manage the annual Space and Equipment survey. Assess computer and other technology needs, interpret and respond to requests from team members and other departments to ensure staff and faculty have resources needed to complete their assigned work.


  • Excellent verbal and written communication skills, including the ability to effectively network within and outside the University and the ability to develop detailed written proposals.
  • Excellent staff management and development skills.
  • Strong computer skills, including the ability to use Word, Excel, Access, Adobe, and other software packages.
  • Knowledge of finance/accounting.
  • Bachelor's degree with course work in an appropriate health, social or technical field required and 3-4 years of experience or equivalent combination of education and experience; Master's or PhD preferred.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Research Administrator and Director of the Office of Research Administration

Location: School of Medicine & Dentistry

Job ID: 211297

Regular/Temporary: Regular

Full/Part Time: Full-Time