Senior Research Administrator

Job Summary:

Provides administrative leadership by incorporating a significant amount of experience in support of unit's research programs and mission. May provide sole support to a mid-sized unit, along with a business manager and financial assistant. Using extensive research administration experience within the same unit, coordinates all aspects of multiple grants, contracts, and pre- and post-award activities. Assists in developing new funding opportunities & strategic plans regarding grants &/or contracts by providing guidance & counsel in regard to grant &/or contract administration which includes attending internal & external meetings, interpreting clauses, reviewing contracts, & resolving reporting &/or expense problems. Reviews associated policy & procedures & recommends changes to increase productivity & effectiveness.

The NITMB is a new University Research Institute (URIC) that is led by Northwestern University and has as its working partner, the University of Chicago. The mission of the NITMB is to create a ground-breaking hub of interdisciplinary research, with mathematical research that advances our knowledge of biology, and biology research that catalyzes new mathematics. NITMB realizes this vision via an innovative research program involving 111+ faculty from Northwestern University and the University of Chicago. The research done by NITMB will support advances in areas as diverse as the environment, medicine, and technology development. Geographically co-located NITMB members share space in downtown Chicago that is readily accessible to collaborators across the US and the world.

NITMB engages in a broad array of education, workforce development, and broadening participation activities that will include diverse communities. NITMB also develops training for undergraduates and graduate students with community partners in a highly diverse city. A wide variety of scientific long programs, workshops, and conferences will enhance international collaboration between mathematics and biology and ensure that the scientific outcomes of the NITMB's research impact wide-ranging sectors of basic and applied research.

The Senior Research Administrator provides administrative leadership and intermediate problem solving in support of NITMB’s research, convening programs, and broader impacts programs and its mission. Provides post-award research administration ensuring the fulfillment of all grant,contract, and compliance requirements, including issuance of internal and external subawards. Works with senior leadership and director of operations and outreach to meet annual reporting requirements.

Manages overall day-to-day research administration activities including reconciliations, reimbursements, and proper auditing. Oversees the sub-contracts of the NITMB awards to partner institutions and awardees. Oversees with the University of Chicago Deputy Director for Research, both the internal and external research grant awards program, review, issuing of awards, tracking of spend, and obtains the deliverables due by investigators. Ensures that all activities are completed in compliance with associated local, state, federal and institutional rules & regulations.

Oversees two staff positions and aids in training of all staff on research administration practices and regulations. Works as a thought partner in strategic planning, operations, and development of standard operating procedures with the Director for Operations and Outreach and faculty leadership. Works with Sr staff team including Assistant Director of Operations and Outreach, Associate Director for Engagement and Community. Reports and advises NITMB Director.

This is a term position ending on June 30, 2028. Opportunity for renewal will be based on performance and available funding.

Please note:

Supervisor provides overall objectives & in consultation with EE develops deadlines. Work is reviewed for fulfillment of objectives & overall compliance with policy & procedures. EE completes majority of activities without direction; consulting with supervisor only in regard to new or unusual circumstances.

EE uses judgment & an extensive amount of experience to adapt an advanced knowledge of skills, methods, practices, policies & procedures & a moderate degree of innovation, analysis, & reasoning to plan & prioritize work that is primarily project oriented & involves some extremely difficult problems &/or decisions. EE interprets policy.

Specific Responsibilities:

Complexity

• Typically administers multiple research projects such as:
  • Complex multi-PI or multi-unit proposals, grants &/or contracts
  • Center or program grants
  • Proposals with cost sharing

Pre-Award

• Manages pre-award administration of grants and &/or contracts.
• Coordinates proposal submission.
• Coordinates budget and justification preparation.
• Completes sponsor and university proposal forms.
• Creatively and proactively evaluates and resolves problems and makes decisions.

Post-Award

• Coordinates post-award activities.
• Monitors execution of all financial transactions in research portfolio.
• Forecasts & provides information for reports on financial status of projects.
• Manages day-to-day financial functions.
• Verifies that protocols are linked to CUFS chart strings; labor distribution assignments.
• Completes expenditure reviews.
• Reconciles monthly payroll entries.
• Verifies & processes cost share entries.
• Prepares & submits invoices to sponsors.
• Identifies program income issues.
• Proposes resolutions to overdrafts.
• Prepares interim & final financial reports.
• Facilitates account close out activities.

Financial

• Oversees unit's entire sponsored project portfolio.
• Reviews transactions and resolve issues that requires a more complex level of financial understanding such as cost-sharing &/or effort reporting knowledge.
• Provides information to senior management that is used for department budgeting purposes.

Human Resources

• Manages & integrates all departmental staff efforts for grant &/or contract administration.
• Provides research administration training.
• Develops staff.
• Mentors other administrative staff in research administration.
• Serves as the primary resource for research administration guidance.

Compliance

• Ensures compliance with all appropriate NU policies & practices; local, state, federal, agency & sponsor rules, regulations & requirements regarding grant &/or contract administration.
• Recommends changes to improve programs, policy &/or practice.
• Resolves compliance problems & issues working in conjunction with faculty.

Supervision

• Provides direct supervision to research support staff.
• Assigns & reviews staff work.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• A minimum of 5 years’ experience required with 2 years of research administration and 3 years of research, finance, administrative or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Organization, time management, detail oriented
• Multi-tasking, communication
• Self-starter, diplomatic, pro-active, manage stress
• Managing people
• Provide leadership by cooperatively anticipating, coordinating, strategizing

Preferred Qualifications:

• At least 4 years working on complex multi-PI multi-institution large center award, such as a NIH U54, NSF STC.
• Deep experience with budgets, reconciliations, spending, and justifications.
• Experience with strategic planning.
• Experience with managing sub-contracts at Northwestern University
• Experience with working with partner institutions on large awards.
• Experience with working with multiple education and outreach programs, such as NIH T32, NSF REU
• Experience with administrating internal awards, such as pilot projects, in which multiple PIs are awarded.
• Experience with graduate student stipend and tuition across multiple schools and universities
• Experience with postdoctoral trainees across multiple schools and universities
• Experience with coordinating trainees who need RCR training that adheres to NSF policy
• Experience with the management of NSF participant support costs, including reimbursement of participants attending convening activities.
• Experience with management of Northwestern research systems, CERES, ERS, NUCore.

Preferred Competencies: (Skills, knowledge, and abilities)

• Excellent verbal and written communication skills. Communicates clearly, politely, and effectively.
• Work successfully with University students, faculty, and staff.
• Demonstrated administrative and organizational skills.
• Excellent planning and project management skills
• Multi-task and manage multiple responsibilities simultaneously.
• Familiarity with general business practices.
• Attention to detail.
• Strong analytical and organizational skills.
• Analytical ability to find solutions to various administrative problems.
• Willingness to be flexible, perform new tasks with short notice, and accommodate last minute requests.
• Excellent interpersonal skills.
• Handle public contacts with courtesy, clarity, and diplomacy.
• Handle sensitive and confidential situations and information with absolute discretion.
• Display a professional, calm, and courteous demeanor and maintain when under pressure.
• Follow an issue through to resolution.
• Work under minimal supervision and oversight.
• Review and synthesize information and produce a concise summary.

Target hiring range for this position will be between $87,000 to $102,000 per year. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at to learn more.

Work-Life and Wellness:
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We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at to learn more.

Professional Growth & Development:
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Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern’s . Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View .

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