Departmental Research Administrator - Psychiatry: Administration

Job Description Summary

Position reports to the Vice Chair of Finance and Administration for the Department of Psychiatry and Behavioral Sciences. Plans, coordinates and/or performs complex administrative, business management and research activities for all divisions/programs within the Department. Oversees all unsupported research within Department and collaborates with Division Administrators and Analysts with accounting personnel within Department. Formulates and administers grant/contract related administrative policies and procedures. Position administers pre and post award grant and contract activities in support of the Department's efforts to secure external funding from federal, state, local, corporate, foundation, and other private sources. Responsible for grant proposal preparation and submission. Oversees and works with all finance or accounting personnel within Department on research related issues.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001040 COM PSYCH Admin Operations CC

Pay Rate Type

Salary

Pay Grade

University-GEN12

Pay Range

81,192.00 - 113,730.00 - 146,166.000

Scheduled Weekly Hours

40

Work Shift

Job Description

FLSA: Salary

Work Schedule: Monday - Friday, 8:30 am - 5:00 pm

Job Duties:

30% Responsible for the oversight of the research portfolio of the Department of Psychiatry & Behavioral Sciences estimating over $37 million annually.

• Oversees all Departmental grants to ensure they are in compliance with sponsor guidelines.
• Responsible for reviewing all grant balances monthly with Division Administrators to ensure there are no overruns on grants.
• Ensure all Grants Administrators are creating and sending PI reports (budget to actual reports) monthly and engaging in quarterly meetings with PIs
• Responsible for ensuring Grant Administrators submit No Cost Extensions, Carryover requests, and Amendments timely and without error.
• Develops policies and procedures for accurate reporting and integrate these efforts with the COM for consideration at the institutional level. Coordinate strategy at the Departmental, Division, and PI level to assist with forecasting and plans to monitor new and continued funding for all PIs.
• Responsible for approving grant submissions in Cayuse at the Department level after a thorough review of each grant submission to include personnel effort listed, budget, space needs, etc.
• Approve Indirect Cost waivers, grant staff hires and eIRB submissions for all divisions within the Department.
• Oversee the Effort Report submissions for all 17 divisions.
• Manages and oversees completion and submission of the Basic Science Compensation Plan Calculators

10% Coordinates the life cycle of all sponsored research for the DOP Clinical Trials and Innovation Sciences Program:

• Determine financial feasibility in order to advise PI and department leadership.
• Prepare budgets and negotiate budgets with industry sponsors:
• Route and submit all required documentation.
• Manage the industry awards (federal and non federal) in OurDay including determination of personnel effort, recharge centers, approvals of non payroll expenses. 
• Works directly w/ clinical coordinators and PI to successfully track earned income and submit timely submission of invoices. 
• Directly responsible for ensuring earned income is identified and received; 
• Prepares PI reports for industry contracts. 
• Meets regularly w/ PIs and clinical coordinators to ensure compliance w/ university and sponsor guidelines and to reduce risk of cost overruns;
• Responsible for No Cost extensions, contract amendments and other required documentation;
• Works w/ GCA on timely close out; 
• Communicates directly w/ department leadership on all vital issues.

35% Oversees and coordinates the DOP Pre-Award process of successfully submitting clinical and basic research by managing the proposal development and submission process:

• Research relevant RFP / PA for potential funding opportunities. Works directly w/ faculty in proposal development.
• Assign each requested grant submission to a grants administrator based on work load and monitor their progress
• Track all Department grant submissions and ensure they are submitted timely and without error
• Develops budgets and budget justifications in accordance w/ agency guidelines.  Determines potential fiscal issues such as cost allow ability, cost sharing, F&A rates, possible request for waivers.
• Review all F&A waiver requests and work with the Chairman, Vice Chairman and the College on any reduction requests.
• Prepares all submissions for department and university approvals including Cayuse (IPF) routing and follow up.
• Serves as department expert who has strong understanding of ORSP/GCA and external agency policies and procedures.
• Serves as pre award expert working w/ department leadership including Chairman and Vice Chair of Finance and Administration
• Facilitates timely submission of progress reports and JIT requests.
• Directly Supervise 2 Departmental Grants Administrators

10% Executive Committee for Research and Research Administration (ECRRA)
Works with DOP Vice Chair of Research and the ECRRA on:

• Development of DOP quarterly research metrics report and the development of DOP annual research metrics reports
• Implementation of DOP research initiatives developed in conjunction with the Vice Chair of Research and the ECRRA as well as DOP research strategic planning.
• Oversight and administration of the Chairman's Pilot Fund
• Communication between DOP administration, Division Administrators, and ECRRA regarding research procedures and policies.
• Responsible for creating research reports from Cayuse to include upcoming grant end dates, new awards, pending awards, and any other reports needed to make financial or grant related decisions.  

15% Manage and oversee the tracking of Affiliate Salary Reimbursement monthly on grants for each division. Submit reports to Departmental Fiscal Analysts, Division Administrators and Departmental Leadership. Oversees the VA MOU process. Provides training for Grant Administrators/Coordinators as well as Division Administrators in all grant management policies and procedures. This includes but is not limited to all Pre-Award tasks as well as Post award tasks such as No Cost Extensions, amendments, Carryover request, etc. Develops SOPs when needed. Monitors productivity, compliance, and professional development of research administrative staff.

Additional Job Description

Minimum Requirements: A bachelor's degree and five years relevant experience in administrative services, public administration or business management.

Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees