Research Administrator; Remote - Neurosurgery

Research Administrator (Remote) – Neurosurgery

Position Summary
Plays a vital role in the sponsor project life cycle, ensuring that research proposals adhere to sponsor guidelines and are successfully submitted. Supports faculty, center directors, and staff throughout the pre‑award stage of sponsored projects, including proposal preparation and submission, just‑in‑time requests, and compliance. Manages a portfolio of faculty post‑award and payroll sourcing activities with minimal supervision for a research‑intensive department.

May manage grants for Research Centers.

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• Provides oversight and day‑to‑day management of research administration.
• Performs pre‑award job duties in response to specific proposal guidelines and terms and conditions for more complex proposals, such as program projects, ARPA‑H, DOD, DOE applications.
• Works with faculty in proposal preparation and submission.
• Manages budgeting, analysis, justifications for proposals; gathers information for protocols and non‑technical proposal components as needed.
• Acts as liaison between the Chair, Faculty, and Department Administrators (DAs).
• Stays current on federal and university developments regarding research administration and complex regulations.
• May coordinate the submission, work with PI to prepare budget, obtain pricing quotes from other departments.
• Compiles and ensures accurate regulatory compliance of necessary data collected from various sources. Works with Principal Investigator to compile and submit the entire grant according to established agency/university guidelines.
• Prepares and reviews all agency forms for submission.
• Enters grant budgeting documents online, as needed.
• Obtains PI and institutional signatures for proposal submissions.
• Initiates subaward setup through SUBS system (new process/system). Uploads pre‑award documents and hands it off to Post‑award to enter fund number.
• Coordinates with the Post‑award unit and OSRS to ensure timely implementation of contracts and subcontracts by examining and supplying the necessary requirements in the SUBS system.
• Serves as responsible for the oversight and day‑to‑day management of research administration.
• Implements and maintains procedures to ensure efficient workflow; responsible for the proper training of staff.

• Manages reviews of more complex notice of award (NOA), including sponsor award documents, to SPA and PI, noting any special terms and conditions as well as committed effort.
• Tracks and maintains online database of grants submitted, awarded, rejected, etc.
• Monitors and works with PI to submit annual agency reports (e.g., Research Performance Progress Reports/RPPRs).
• Teams with the Post‑Award unit on revised budgets.
• Oversees and coordinates the proper transfer of PI grants and contracts into WashU.

• Coordinates the necessary support with internal and external requests for complex grant‑related information (i.e. current biosketches, trainee information, and human/animal protocol approvals, other support).

• Provides analysis of online database of grants submitted, awarded, rejected, etc. metrics and funding trends.

• Serves as responsible for closure of complex sponsored projects accounts.
• Submits final progress report and invention statement (if applicable) to the appropriate agency.
• Follows up with PI and facilitates submission of delinquent final technical, outcomes, patent, and property reports.

• Manages and monitors complex sponsored projects budgets and ensures appropriate and timely expenditures and reconciliation of funds.
• Identifies and assigns payroll to appropriate sources and enters directly into Workday, with PI approval.
• Documents and confirms with PI all salary sourcing for project personnel, including research faculty, postdocs, staff and students.
• Notifies DA and/or initiates payroll accounting adjustments when cost transfers are needed to reflect retroactive changes.
• Approves purchasing documents and provides guidance to purchasing staff on appropriate expenditures according to specific grant policies.
• Manages subawards, including, receiving…