Associate Research Adminstrator

Department: MED-Psych & Behavioral Science
Salary/Grade: EXS/6

Job Summary:

Provides administrative assistance and routine problem solving in support of department's sponsored research programs and mission. Assistance may include the preparation &/or submission of routine research proposals, grants, awards, &/or contracts according to standard practice &/or general instruction. May prepare grant budgets, process and project financial transactions, complete financial reconciliations, effort reporting activities, &/or other duties as assigned.

Notes about this position:

This is a hybrid position and will have expected "in-person" days

This is not a clinical or research position and candidates with financial experience will be given additional consideration

A cover letter is required to be considered for this position

Supervisor provides objectives, deadlines & specific instructions only for new, difficult, &/or unusual work. Work is reviewed upon completion & only occasionally to verify technical accuracy & compliance with practice, policy, & procedures. Candidate informs supervisor of on-going progress &/or potentially controversial matters.

Candidate uses an advanced knowledge of skills, methods & practices & some innovation, analysis, & reasoning to choose appropriate alternatives from among pre-defined policies & procedures to complete work that includes successive steps & involves some non-routine problems &/or decisions.

As time and budget allows:

New-"Brown Bag"-Interested in becoming an RA?

Need more "How To:" sessions such as:

Fill out internal & external paperwork

Create & review budget

Review sponsor guidelines

Read a solicitation

Five University Business Processes classes (HR700, HR705, HR715, HR725, HR740) New-"Brown Bag"-Interested in becoming an RA?

NU-ORI-Res Dam Training session

SCS course: Grantsmanship for the Research Professional

ASRSP effort reporting 101

NU Financials budget reconciliation and reporting

Audit & Advisory best practices

Specific Responsibilities:

Complexity

• Typically administers entire research projects such as:
• Single Principal Investigator (PI) basic proposals, grants &/or contracts
• May assist with components of multi-PI or multi-unit proposals, grants &/or contracts
• NIH RO1-approximately $250K/yr. over 5 yrs.
• NIH R21-approximately $150K/yr. over 2 yrs.
• Foundation grants
• NSF grants
• Fellowships

Pre-Award

• Completes pre-award administration of grant &/or contract activities.
• Reviews solicitation & determines necessary components.
• Organizes proposal, renewal and resubmission applications.
• Completes NU OSR forms.
• Completes entire application for smaller, less-complicated, simple, standard proposals.

Post-Award

• Completes post-award administration of research grants &/or contracts.
• Reviews account establishment.
• Reviews expenditures.
• Tracks formal re-budgeting.
• Coordinates core resource account setup and maintenance.
• Provides data needed for the preparation of interim and final financial and technical progress reports.
• Participates in account close out activities.
• Monitors project under spending and overspending.
• Communicates with PI, other unit and project personnel, OSR, ASRSP and/or sponsor accordingly.

Financial

• Reviews &/or approves transactions.
• Reconciles standard budget & payroll information ensuring that appropriate sponsored accounts are charged.
• Prepares payroll journals to enter or correct funding of salary from sponsored projects.
• Prepares and coordinates signatures on 90 day letters required when transactions are not timely.
• Responsible for the invoicing and reconciliation of the clinical trials

Human Resources

• Processes paperwork associated with hiring & termination of employees and orient new employees.

Compliance

• Resolves standard & routine compliance problems & issues involving associated NU policies & practices; local, state, federal, agency & sponsor rules, regulations & requirements regarding grant &/or contract administration.
• Becomes familiar with regulations involving research safety, animal subjects and human subjects.
• Alerts supervisor to potential higher risk compliance issues including research safety, animal subjects and human subjects.

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.
• 1 year financial or administrative support experience in a research environment or other relevant experience.

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

• Meets deadlines - Ability to manage competing priorities in a deadline driven environment
• Organization - Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.
• Multi-tasking - Demonstrates ability to work on multiple projects simultaneously.

Preferred Qualifications:

• Experience working in academic research enterprise
• Experience with large institution financial systems and accounts payable processes
• Knowledge of Northwestern University systems, policies and procedures
• Knowledge of National Institutes of Health (NIH) granting procedures and process, including grant submissions and accounting compliance
• Skill/knowledge in the use of Microsoft Office, including Word and Excel.

Preferred Competencies: (Skills, knowledge, and abilities)

• Action oriented - Willing or likely to take practical action to deal with a problem or situation.
• Coachability - Receptive to feedback, willing to learn, embracing continuous improvement.
• Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
• Collegiality - Helpful, respectful, approachable; builds strong working relationships and a positive work environment.
• Initiative - Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.

Target hiring range for this position will be between $56,782 - 79,850 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 https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
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 https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.

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