UNIV - Departmental Research Administrator - Psychiatry: Administration

Medical University of South Carolina•Charleston, SC

2d•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 plans, coordinates, and performs complex administrative, business management, and research activities for all divisions/programs within the Department. It oversees all unsupported research within the Department and collaborates with Division Administrators, Analysts, and accounting personnel. The position formulates and administers grant/contract-related administrative policies and procedures, and administers pre and post-award grant and contract activities to support the Department's efforts in securing external funding. Responsibilities include grant proposal preparation and submission, and overseeing finance or accounting personnel within the Department 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 Grant 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 for forecasting and monitoring new and continued funding.
Approve grant submissions in Cayuse at the Department level after thorough review of 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 completion and submission of the Basic Science Compensation Plan Calculators.
Coordinate the life cycle of all sponsored research for the DOP Clinical Trials and Innovation Sciences Program, including determining financial feasibility, preparing and negotiating budgets with industry sponsors, routing and submitting required documentation, managing industry awards, and tracking earned income for timely invoice submission.
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.
Oversee the DOP Pre-Award process by managing the proposal development and submission process for clinical and basic research.
Research relevant RFP/PA for potential funding opportunities.
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.
Determine potential fiscal issues such as cost allowability, cost sharing, F&A rates, and possible 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 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.
Implement 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 tasks and Post-award tasks such as No Cost Extensions, amendments, and Carryover requests.
Develop SOPs when needed.
Monitor productivity, compliance, and professional development of research administrative staff.