Post Award Research Administrator

Job Details

Department Summary:

At the VCU Office of the Vice President for Research and Innovation, our mission is to foster transformative research, discovery, and innovation at Virginia Commonwealth University through excellence in service.

We partner with faculty in all schools and departments as they seek funding, plan studies, establish collaborations, calculate budgets, submit grant applications, negotiate industry contracts, and secure patents and licensing agreements.

Our commitment to supporting and elevating the research community at VCU has resulted in record levels of sponsored research and has placed VCU among the nation’s premier public research universities.

Through our passion for discovery and willingness to take on challenges, we continue to advance the work that matters most and position the university as a national leader in research, innovation, creativity, and scholarship.

About the VCU Institute for Drug and Alcohol Studies (IDAS)

The Institute for Drug and Alcohol Studies (IDAS) at Virginia Commonwealth University is a premier hub for scientific discovery, dedicated to advancing multidisciplinary research and training on the neuroscience of addictions and related neurobehavioral disorders. Located in the heart of Richmond, IDAS bridges the gap between the laboratory and clinical practice, utilizing cutting-edge brain-imaging technology and collaborative clinical studies to understand how addiction impacts the brain and to develop life-changing treatments. As a vital part of a nationally renowned public research institution, we foster an "UNcommon" environment where diverse perspectives drive innovation in public health. We invite dedicated professionals to join our team in addressing one of society’s most pressing challenges through rigorous science, compassionate education, and a commitment to community well-being.

Duties & Responsibilities:

As a member of the Wright Center for Clinical & Translational Research and the Institute for Drug & Alcohol Studies administrative team, this position is responsible for sponsored research post-award administration as well as support of internally funded research projects. The position provides post-award financial and administrative support to research faculty at the individual award level with close attention to the adherence of all applicable Sponsor, institutional, state and federal policies and procedures.

Manages post-award activities in support of an assigned portfolio of grants and contracts within the department.

Takes the initiative to learn and use knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills. Post-award activities include regular review, reconciliation, and projection of award finances, preparing adjustments and corrections to award budgets, preparing financial reports, and at the end of the award, ensuring all financial requirements have been met, and closing out the award.

Tracks deadlines for Research Performance Progress Reports. Prompts faculty well in advance of deadlines, prepares and submits required reports to various funding agencies.

Interacts regularly with and provides high quality customer service to faculty members conducting sponsored research.

Ensures adherence to quality standards and all policies and award regulations. Creates high quality written documents if and as needed.

Upon award acceptance, defines account establishment parameters, including billing and reporting requirements, budget, and cost sharing obligations.

Oversees the award set up process in VCU’s financial system. Distributes award information to PIs, co-PIs and relevant staff and other VCU academic units.

Monitors award spending and work with the PRO / CHRI administrative team to ensure accurate and timely allocations for budgeted personnel.

Reviews and reconcile award expenditures and budgets, adjusting, as necessary. Projects and forecasts for future award expenditures. Manages budget and spending tracking, reporting and compliance timelines through the lifecycle of the grant or contract.

Communicates with PIs on a regular basis regarding budget and expense adjustments and revisions. Works with VCU’s Office of Grants & Contracts to complete financial reports to be sent to sponsor, as required by the award terms and conditions.

Monitors compliance with agency and University regulations regarding reporting.

Coordinates and submits requests for No Cost Extensions, Carryover, Re-budgeting requests, changes in scope, and other changes to the award; ensures all requests are made in compliance with sponsor guidelines and University policies.

Facilitates the approval of invoices to pay subcontractors.

Applies federal and university rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards.

Assists in transferring awards out of the university.

Works with the WCCTR/IDAS team to close out all funded projects consistent with university process and timelines.

Follows and adheres to SOPs related to post-award functions.

Assist PIs with non-financial report submissions, as necessary.

Performs related responsibilities as required

Qualifications:

Minimum Qualifications

Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Only applicants who do not require current or future sponsorship for employment will be considered

2 years’ experience in an academic institution, preferably medical research.

2 years’ experience in post-award research administration or other closely related research position.

1-year previous experience in financial management.

Ability to lead multiple submission processes with and for busy clinical providers/investigators

Ability to work under tight deadlines

Very strong proficiency in Microsoft Excel.

Preferred Qualifications

Prior experience with VCU sponsored program systems

Prior experience in all types of federal and foundation funding mechanisms

Salary Range: 50,000 - 63,000

Benefits : All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

Unit: VP Research MBU

Department: Institute for Drug and Alcohol Studies (IDAS)

FLSA Exemption Status: Exempt

Hours per Week: 40

Restricted Position: Yes

ORP Eligible: No

Flexible Work Arrangement: Hybrid

University Job Title: 34124N - Assoc Research Administrator 1