Assistant Director of Research Administration-Mechanical Science and Engineering

Duties and Responsibilities

• Provide expertise and guidance to faculty and principal investigators (PIs) in the preparation and submission of routine and complex proposals to federal and non-federal sponsors.
• Review and interpret sponsor regulations, guidelines, and University policies to ensure compliance with deadlines, funding and eligibility restrictions, cost sharing, and other requirements for valid submissions.
• Lead research administrator for large, complex, multi-institutional proposal submissions to federal sponsors such as DOE, ARPA-E, and DARPA, and assist PIs in preparing sponsor required detailed budget justification workbooks and obtaining cost share approvals as necessary.
• Serve as a liaison to Sponsored Programs Administration (SPA) and assist with requests related to proposal submissions and award negotiations as necessary.
• Follow up on pending agreements and collaborate with SPA to ensure they are finalized and funded projects accounts are established in a timely manner.
• Request and monitor anticipation accounts, subaward agreements, no-cost extension, and other contract extensions as needed.
• Serve as a resource to departmental research administration staff regarding complex proposal submissions, award administration, and compliance matters.
• Ensure all project personnel complete the required Research Security Training.
• Act as a post-award subject matter expert related to sponsored research programs and provide expertise to the departmental faculty/PIs and staff, including financial management guidance, monitoring PI effort, and reviewing expenditures for allowability and compliance.
• Take corrective action as necessary.
• Manage the redistributing appointments of PIs and research staff in response to changes in research efforts.
• Provide guidance to research administration staff regarding complex personnel and effort management issues.
• Manage complex research projects and prepare reports and provide invoice supporting documentation for SPA Award Management and sponsors such as DOE, ARPA-E, and DARPA.
• Review and manage cost share commitments and subawards.
• Lead the completion of sponsored project closeout reviews and work with SPA to ensure completed projects are closed in a timely manner.
• Aid in the development, implementation, and continuous improvement of departmental procedures related to post-award financial management, compliance monitoring, file management, and award closeout activities.
• Oversee and facilitate the semi-annual expenditure confirmation process.
• Act as a resource and backup to the Director of Research Administration and represent the department on research administration matters as needed.

  Research Financial and Compliance Management

  • Update and manage accuracy of the Activity Reporting System (ARS) for MechSE faculty in accordance with the departmental allocation policy; ensure faculty teaching, research, public service, cost-sharing and other efforts are correctly reflected, and cost-sharing effort obligations are met.
  • Support the department purchasing and payables functions by reviewing and pre-approving purchasing transactions and travel requests with possible compliance issues and reviewing and approving transactions in the Emburse Enterprise system.
  • Prepare Reports of Sponsored Research Activities information for Biographical Data Forms (BDFs) which are used as part of the promotion and tenure process.
  • Prepare or oversee the preparation of various standard and ad hoc financial reports for administration of the department's research projects, and provide such reports to faculty and PIs, departmental administration, SPA, and/or research sponsors as necessary.
  • Maintain knowledge of University and sponsoring agency policies, regulations, and procedures and ensure compliance by attending various meetings and trainings offered by Sponsored Programs and Research Compliance (SPaRC) and external meetings such as NSF and NCURA.
  • Serve as backup to other research administration staff as needed.

    Personnel Management

    • Supervise, train, and mentor research administration personnel.
    • Cookbook workload assignments and provide guidance regarding departmental, University, and sponsor policies and procedures related to research administration activities.
    • Aid in onboarding and professional development activities for research administration personnel.
    • Assume additional appropriate related duties to further the mission of the department.