UNIV - Departmental Research Administrator - Psychiatry: Administration

Medical University of South Carolina•Charleston, SC

1d•$81,192 - $146,166•Onsite

About The Position

This position reports to the Vice Chair of Finance and Administration for the Department of Psychiatry and Behavioral Sciences. The role involves planning, coordinating, and performing complex administrative, business management, and research activities across all divisions and programs within the Department. It includes overseeing all unsupported research, collaborating with Division Administrators and Analysts, and working with accounting personnel. The position is responsible for formulating and administering grant/contract-related administrative policies and procedures, managing pre- and post-award grant and contract activities to secure external funding, and overseeing grant proposal preparation and submission. The administrator will also work with finance and accounting personnel on research-related issues.

Requirements

A bachelor's degree.
Five years of relevant experience in administrative services, public administration, or business management.

Responsibilities

Oversee the research portfolio of the Department of Psychiatry & Behavioral Sciences, estimating over $37 million annually.
Ensure all Departmental grants comply with sponsor guidelines.
Review all grant balances monthly with Division Administrators to prevent overruns.
Ensure all Grants Administrators create and send PI reports (budget to actual reports) monthly and engage in quarterly meetings with PIs.
Ensure Grant Administrators submit No Cost Extensions, Carryover requests, and Amendments timely and without error.
Develop policies and procedures for accurate reporting and integrate these efforts with the College of Medicine (COM) for institutional consideration.
Coordinate strategy at the Departmental, Division, and PI level to assist with forecasting and monitoring new and continued funding for all PIs.
Approve grant submissions in Cayuse at the Department level after thorough review, including personnel effort, budget, and space needs.
Approve Indirect Cost waivers, grant staff hires, and eIRB submissions for all divisions.
Oversee Effort Report submissions for all 17 divisions.
Manage and oversee the completion and submission of the Basic Science Compensation Plan Calculators.
Coordinate the life cycle of all sponsored research for the Department of Psychiatry (DOP) Clinical Trials and Innovation Sciences Program.
Determine financial feasibility to advise PI and department leadership.
Prepare budgets and negotiate budgets with industry sponsors.
Route and submit all required documentation for clinical trials.
Manage industry awards (federal and non-federal) in OurDay, including personnel effort, recharge centers, and approval of non-payroll expenses.
Work directly with clinical coordinators and PIs to track earned income and submit timely invoices.
Ensure earned income is identified and received.
Prepare PI reports for industry contracts.
Meet regularly with PIs and clinical coordinators to ensure compliance with university and sponsor guidelines and reduce the risk of cost overruns.
Manage No Cost extensions, contract amendments, and other required documentation for clinical trials.
Work with the Grants and Contracts Administration (GCA) on timely close-out of clinical trials.
Communicate directly with department leadership on all vital issues related to clinical trials.
Oversee and coordinate the DOP Pre-Award process for clinical and basic research by managing the proposal development and submission process.
Research relevant RFP/PA for potential funding opportunities and work directly with faculty in proposal development.
Assign grant submissions to grants administrators based on workload and monitor their progress.
Track all Department grant submissions and ensure timely and error-free submission.
Develop budgets and budget justifications in accordance with agency guidelines, determining potential fiscal issues such as cost allowability, cost sharing, F&A rates, and waiver requests.
Review all F&A waiver requests and work with the Chairman, Vice Chairman, and the College on any reduction requests.
Prepare all submissions for department and university approvals, including Cayuse (IPF) routing and follow-up.
Serve as the department expert with a strong understanding of ORSP/GCA and external agency policies and procedures.
Serve as a pre-award expert working with department leadership, including the Chairman and Vice Chair of Finance and Administration.
Facilitate timely submission of progress reports and Just-In-Time (JIT) requests.
Directly supervise 2 Departmental Grants Administrators.
Work with the DOP Vice Chair of Research and the Executive Committee for Research and Research Administration (ECRRA) on the development of DOP quarterly and annual research metrics reports.
Oversee the implementation of DOP research initiatives developed in conjunction with the Vice Chair of Research and the ECRRA, as well as DOP research strategic planning.
Oversee and administer the Chairman's Pilot Fund.
Facilitate communication between DOP administration, Division Administrators, and ECRRA regarding research procedures and policies.
Create research reports from Cayuse, including upcoming grant end dates, new awards, pending awards, and other reports needed for financial or grant-related decisions.
Manage and oversee the tracking of Affiliate Salary Reimbursement monthly on grants for each division.
Submit reports to Departmental Fiscal Analysts, Division Administrators, and Departmental Leadership.
Oversee the VA MOU process.
Provide training for Grant Administrators/Coordinators and Division Administrators in all grant management policies and procedures, including Pre-Award and Post-award tasks.
Develop Standard Operating Procedures (SOPs) as needed.
Monitor productivity, compliance, and professional development of research administrative staff.