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POSITION PURPOSE
The Pre-Award Research Administrator facilitates the submission of competitive proposals and the management of all pre-award activities.
POSITION ESSENTIAL COMPETENCIES AND RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
This role is a hybrid working model with days on site based on business needs.
JOB KNOWLEDGE
Job knowledge focuses on the understanding and skills one needs in order to perform well in this role. It also focuses on the expectation to continually refine and improve the required skills by seeking out internal and external learning opportunities.
Related expectations include:
Has a working knowledge of advanced concepts, practices, and procedures in:
Proactive identification of funding sources Uniform Guidance Proposal development, routing, and submission Working with internal teams on grant applications Contract collaboration with Contract Manager to negotiate contract and sub award issuance, and non-financial post award administration. Works with Financial Edge to perform pre-award project accounting activities for externally funded projects along with working knowledge with eRA system, ORA, IU system. Project management Organizational policies and procedures Data privacy practices PERFORMANCE AUTONOMY
The performance autonomy competency focuses on the level of independence one has when performing the work. Time-management skills are also a factor in this competency.
Related responsibilities include:
Handles all responsibilities in a timely and effective manner in the best interest of the Institute. Duties Include:
Closely adheres to following the most up to date pre-award procedures as outlined in Regenstrief's procedure library and escalates any items that do not adhere to the procedure. Assists with finding funding opportunities Proposal development including completing sponsor and institute forms Budget development Work with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures. Preparing and submitting Just-in-Time. Coordinate with subrecipients/subcontracts to ensure that proposal requirements and timelines are met. Provide faculty and staff with clear and customer-oriented descriptions of Grants and Contracts processes. Monitors and facilitates proposal process through routing process. Enters all data for the opportunity, submission throughout the life cycle into Financial Edge through the routing process. Weekly tracks the status of all opportunities assigned until a decision to award, or reject has been made by the funding Agency Prior to submission of proposal to funding agency, identifies and communicates subrecipient/subcontracts to the Contacts Manager DECISION MAKING
The decision-making competency focuses on how much one is expected to make decisions when performing the work. It is directly aligned with the performance autonomy competency.
Related responsibilities include:
Effectively prioritizes tasks to meet established deadline Weekly reviews each proposal to be submitted in the next 30 days outlining funding agency, risks, financial constraints with Supervisor prior to completing final submission. Seeks feedback from others as necessary to ensure decisions do not conflict with business n Uses independent judgement and decision making to complete work on time and within compliance. Escalate issues to supervisor when needed. CREATIVITY
The creativity competency focuses on the amount of design, development, and problem-solving creativity expected in the role.
Related responsibilities include:
Ability to interpret and apply complex government regulations and contractual terms Identify and provides input on potential operational improvement Prepares reports required by funding agencies, universities, and other government entities Proactively evaluates and resolves problems TEAMWORK AND MANAGEMENT
The teamwork and management competency focuses on the interaction and collaboration between team members. It also focuses on the ability to manage people and projects. Inherent in this competency is the ability to communicate orally and in writing and to improve communication skills as time and experience progress.
Related responsibilities include:
Liaises between a diverse group of clients, program personnel, and funding agencies on pre award issues. Interfaces with administration in pre award stage of grant to ensure compliance for all university/federal/Institute regulation Advises program personnel in timely manner of progress and problems pertaining to proposals and awards. Represents administration and the Institute in a professional manner. Performs all tasks to company standards without continuous direct supervision. Performs miscellaneous tasks as assigned by the supervisor and actively seeks additional tasks as time permits. Seeks input and feedback from team members to improve individual work activities. Serves as a resource to team members. QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
EDUCATION and/or EXPERIENCE
Requires a bachelor's degree in finance, accounting, or business. Comparable experience may be accepted in lieu of the degree requirement. Master's degree preferred. CRA would be a plus. Requires a minimum four (4) years of experience in an academic research environment. Requires a minimum of three (3) years of experience in grant writing or proposal management. Related expectations include:
Requires excellent customer service skills working with diverse populations, working both as a team member and as an independent worker. Requires a highly motivated, detail-oriented, focused, adaptive, quick learner with a professional demeanor. Requires the ability to assist with writing and preparing proposals, reports, and other written documents. Requires demonstrated ability to maintain a positive attitude and respond to requests in a timely manner. Requires highly proficient computer skills, including extensive working knowledge of Microsoft Office Suite and eRA systems experience. Requires ability to operate office equipment, including copiers, fax machines, and phones. This work is sometimes fast-paced and deadline-oriented and requires a flexible work schedule. Work hours may vary to meet the needs of the Institute. LANGUAGE SKILLS
Ability to gather, organize, and document relevant information. Ability to read, analyze, and interpret technical procedures, and/or government regulations. Ability to write professional correspondence. Ability to effectively present information in one-on-one and small group settings to customers, clients, and other employees of the organization Ability to interact and verbally communicate with staff, program personnel, clients, and funding agencies. REASONING ABILITY
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to solve practical problems. Ability to deal with stressful situations and competing demands effectively. Ability to think logically in order to troubleshoot, analyze situations, and make sound decisions. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. MATHEMATICAL SKILLS
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situation PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
This position requires the physical ability to work a minimum of 40 hours per week. This position requires the ability to sit and/or stand for extended periods of time. This position requires the manual dexterity to operate a keyboard and pointing device. This position requires the ability to perform focused work with close attention to detail. This position requires excellent speaking, writing, and listening skills. This position requires some physical activity, such as pushing, pulling, lifting, carrying, and moving (up to 20 pounds). WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
This work takes place in an office and academic environment. This work is fast-paced and deadline-oriented and requires a flexible work schedule. The use of a computer, business office equipment, and other machinery is necessary. This position requires working as a team member and also independently. This position requires working and interacting with others, both in person and through phone, e-mail, and other written BENEFITS OF WORKING HERE
Work with a variety of diverse professionals in the healthcare industry Free parking Paid holidays, vacation, and sick time Group Life and Voluntary Term Life insurance Long-term and Short-term Disability plans Employee Assistance Program (EAP) Flexible Spending Account (FSA) 403b Retirement Plan with gracious employer contributions Fitness program Pet insurance Qualified employer for loan forgiveness
Please note sponsorship and/or relocation are not available for this position.
REGENSTRIEF INSTITUTE REQUIRES ALL EMPLOYEES TO RECEIVE THE INFLUENZA VACCINATION ANNUALLY UNLESS APPROVED FOR EXEMPTION.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
The Pre-Award Research Administrator facilitates the submission of competitive proposals and the management of all pre-award activities.
POSITION ESSENTIAL COMPETENCIES AND RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
This role is a hybrid working model with days on site based on business needs.
JOB KNOWLEDGE
Job knowledge focuses on the understanding and skills one needs in order to perform well in this role. It also focuses on the expectation to continually refine and improve the required skills by seeking out internal and external learning opportunities.
Related expectations include:
Has a working knowledge of advanced concepts, practices, and procedures in:
Proactive identification of funding sources Uniform Guidance Proposal development, routing, and submission Working with internal teams on grant applications Contract collaboration with Contract Manager to negotiate contract and sub award issuance, and non-financial post award administration. Works with Financial Edge to perform pre-award project accounting activities for externally funded projects along with working knowledge with eRA system, ORA, IU system. Project management Organizational policies and procedures Data privacy practices PERFORMANCE AUTONOMY
The performance autonomy competency focuses on the level of independence one has when performing the work. Time-management skills are also a factor in this competency.
Related responsibilities include:
Handles all responsibilities in a timely and effective manner in the best interest of the Institute. Duties Include:
Closely adheres to following the most up to date pre-award procedures as outlined in Regenstrief's procedure library and escalates any items that do not adhere to the procedure. Assists with finding funding opportunities Proposal development including completing sponsor and institute forms Budget development Work with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures. Preparing and submitting Just-in-Time. Coordinate with subrecipients/subcontracts to ensure that proposal requirements and timelines are met. Provide faculty and staff with clear and customer-oriented descriptions of Grants and Contracts processes. Monitors and facilitates proposal process through routing process. Enters all data for the opportunity, submission throughout the life cycle into Financial Edge through the routing process. Weekly tracks the status of all opportunities assigned until a decision to award, or reject has been made by the funding Agency Prior to submission of proposal to funding agency, identifies and communicates subrecipient/subcontracts to the Contacts Manager DECISION MAKING
The decision-making competency focuses on how much one is expected to make decisions when performing the work. It is directly aligned with the performance autonomy competency.
Related responsibilities include:
Effectively prioritizes tasks to meet established deadline Weekly reviews each proposal to be submitted in the next 30 days outlining funding agency, risks, financial constraints with Supervisor prior to completing final submission. Seeks feedback from others as necessary to ensure decisions do not conflict with business n Uses independent judgement and decision making to complete work on time and within compliance. Escalate issues to supervisor when needed. CREATIVITY
The creativity competency focuses on the amount of design, development, and problem-solving creativity expected in the role.
Related responsibilities include:
Ability to interpret and apply complex government regulations and contractual terms Identify and provides input on potential operational improvement Prepares reports required by funding agencies, universities, and other government entities Proactively evaluates and resolves problems TEAMWORK AND MANAGEMENT
The teamwork and management competency focuses on the interaction and collaboration between team members. It also focuses on the ability to manage people and projects. Inherent in this competency is the ability to communicate orally and in writing and to improve communication skills as time and experience progress.
Related responsibilities include:
Liaises between a diverse group of clients, program personnel, and funding agencies on pre award issues. Interfaces with administration in pre award stage of grant to ensure compliance for all university/federal/Institute regulation Advises program personnel in timely manner of progress and problems pertaining to proposals and awards. Represents administration and the Institute in a professional manner. Performs all tasks to company standards without continuous direct supervision. Performs miscellaneous tasks as assigned by the supervisor and actively seeks additional tasks as time permits. Seeks input and feedback from team members to improve individual work activities. Serves as a resource to team members. QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
EDUCATION and/or EXPERIENCE
Requires a bachelor's degree in finance, accounting, or business. Comparable experience may be accepted in lieu of the degree requirement. Master's degree preferred. CRA would be a plus. Requires a minimum four (4) years of experience in an academic research environment. Requires a minimum of three (3) years of experience in grant writing or proposal management. Related expectations include:
Requires excellent customer service skills working with diverse populations, working both as a team member and as an independent worker. Requires a highly motivated, detail-oriented, focused, adaptive, quick learner with a professional demeanor. Requires the ability to assist with writing and preparing proposals, reports, and other written documents. Requires demonstrated ability to maintain a positive attitude and respond to requests in a timely manner. Requires highly proficient computer skills, including extensive working knowledge of Microsoft Office Suite and eRA systems experience. Requires ability to operate office equipment, including copiers, fax machines, and phones. This work is sometimes fast-paced and deadline-oriented and requires a flexible work schedule. Work hours may vary to meet the needs of the Institute. LANGUAGE SKILLS
Ability to gather, organize, and document relevant information. Ability to read, analyze, and interpret technical procedures, and/or government regulations. Ability to write professional correspondence. Ability to effectively present information in one-on-one and small group settings to customers, clients, and other employees of the organization Ability to interact and verbally communicate with staff, program personnel, clients, and funding agencies. REASONING ABILITY
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to solve practical problems. Ability to deal with stressful situations and competing demands effectively. Ability to think logically in order to troubleshoot, analyze situations, and make sound decisions. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. MATHEMATICAL SKILLS
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situation PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
This position requires the physical ability to work a minimum of 40 hours per week. This position requires the ability to sit and/or stand for extended periods of time. This position requires the manual dexterity to operate a keyboard and pointing device. This position requires the ability to perform focused work with close attention to detail. This position requires excellent speaking, writing, and listening skills. This position requires some physical activity, such as pushing, pulling, lifting, carrying, and moving (up to 20 pounds). WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
This work takes place in an office and academic environment. This work is fast-paced and deadline-oriented and requires a flexible work schedule. The use of a computer, business office equipment, and other machinery is necessary. This position requires working as a team member and also independently. This position requires working and interacting with others, both in person and through phone, e-mail, and other written BENEFITS OF WORKING HERE
Work with a variety of diverse professionals in the healthcare industry Free parking Paid holidays, vacation, and sick time Group Life and Voluntary Term Life insurance Long-term and Short-term Disability plans Employee Assistance Program (EAP) Flexible Spending Account (FSA) 403b Retirement Plan with gracious employer contributions Fitness program Pet insurance Qualified employer for loan forgiveness
Please note sponsorship and/or relocation are not available for this position.
REGENSTRIEF INSTITUTE REQUIRES ALL EMPLOYEES TO RECEIVE THE INFLUENZA VACCINATION ANNUALLY UNLESS APPROVED FOR EXEMPTION.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)