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Research Grant and Contract Administrator

Job summary:.

The Research Grant and Contract Administrator will provide financial information and advice for grant applications and provide administrative support and coordination to researchers and staff throughout duration of the award.

Supervisory Responsibilities:

Duties/responsibilities:.

• Helps prepare grant applications, making sure that applications focus on the conditions, restrictions, and goals of the sponsoring organization.
• Negotiates with grant sponsors and seeks to ensure that both parties have understanding and agreement about special details.
• Oversees administration of projects to ensure that operations conform to the terms of the agreement, and that maximum efficiency is achieved.
• Works with research staff to obtain their understanding of the necessity of following proper procedures in achieving project goals.
• Monitors financial administration of grants to ensure that proper documentation is submitted for expenditures and that requests for funds are made within time limitations specified.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with the proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Strong supervisory and leadership skills.
• Proficient with Microsoft Office Suite or related software.

Education and Experience:

• Bachelor's degree in finance, business administration, or related field.
• At least two years of experience in grant applications and administration.
• Ability to work independently.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

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Research Administrator Job Description Template

The Research Administrator job description template outlines the essential duties and responsibilities of a research administrator. Research administrators are responsible for managing research projects, ensuring compliance with regulations and policies, and overseeing the financial operations of grants and contracts. This template can be used by organizations to create job postings that accurately reflect the qualifications and expectations for this position.

Job Overview

A Research Administrator is responsible for managing research funding and ensuring compliance with federal and institutional regulations. They work with faculty and staff to develop grant proposals, manage budgets, and ensure timely submission of reports. The ideal candidate has experience working with grants, contracts, and funding agencies.

Responsibilities

• Develop grant proposals and budgets
• Ensure compliance with federal and institutional regulations
• Collaborate with faculty and staff to manage research projects
• Monitor grant budgets and ensure timely submission of reports
• Provide guidance on grant policies and procedures
• Identify new funding opportunities
• Coordinate grant-related communication and meetings

Requirements

• Bachelor's degree in business, finance, or related field
• Experience working with grants and contracts
• Knowledge of federal and institutional regulations
• Strong organizational and communication skills
• Experience with budget management
• Ability to work independently and as part of a team
• Detail-oriented and able to meet deadlines

Work Environment

A Research Administrator typically works in an office setting on a university or research institution campus. They may be required to attend meetings or conferences outside of normal business hours.

The average salary for a Research Administrator is $60,000 to $80,000 per year, depending on qualifications and experience.

Create an Attractive Research Administrator Job Posting

Looking to hire a skilled and experienced Research Administrator? Writing a compelling job posting is an important step in attracting the right candidate for your organization. Here are some tips to help you draft an effective Research Administrator job posting:

1. Start with a Clear Job Title

The job title should be clear and concise, accurately reflecting the duties and responsibilities of the role. Avoid vague titles like “Research Associate” or “Scientific Coordinator.” Instead, opt for specific titles that accurately convey the nature of the position, such as “Research Administrator” or “Clinical Research Manager.”

2. List the Key Responsibilities

• Managing research projects and the associated budgets and timelines
• Creating and submitting grant proposals
• Facilitating communication between researchers, sponsors, and regulatory agencies
• Ensuring compliance with regulatory requirements and institutional policies
• Providing administrative support for research activities, including data management and coordinating meetings

3. Define the Necessary Skills and Qualifications

• A Bachelor's degree in a relevant field, such as life sciences or business administration
• At least 3 years of experience in research administration or a related field
• Excellent organizational, communication, and time-management skills
• A working knowledge of the regulatory framework for research
• Familiarity with budget management and database tools

4. Emphasize the Benefits of Working with Your Organization

Provide information that highlights your organization's values, mission, and culture.

• Emphasize benefits such as opportunities for professional development, a supportive work environment, and competitive compensation
• Explain how your organization nurtures the professional growth and well-being of its employees
• Provide information about your organization's research initiatives and areas of specialization.

5. Encourage Candidate to Apply

• Apply today by submitting a cover letter and resume no later than (insert deadline date) at (insert email address, fax or postal address)

Writing a Research Administrator job posting may seem daunting, but by following these tips, you can create an attention-grabbing and effective job listing that will attract top candidates. Remember to emphasize the specific qualifications, benefits, and work environment your organization offers, and be clear about the application process to encourage candidates to apply.

FAQs on Creating Research Administrator Job Posting

What is a research administrator.

A research administrator is responsible for managing the administrative and financial aspects of research projects in various fields, such as academia, healthcare, and government agencies.

What are the necessary skills and qualifications for a research administrator?

A research administrator should have a degree in business, finance, or a related field. They should have excellent organizational, communication, and analytical skills, as well as experience in grant management, budgeting, and compliance with federal regulations.

What should be included in a research administrator job posting?

A research administrator job posting should specify the required qualifications, responsibilities, and expectations of the role. It should also include information on the organization, the research team, and the compensation and benefits package.

How can I attract top candidates for the position?

You can attract top candidates for the position by highlighting your organization's research portfolio, growth opportunities, and the potential impact of the research projects. You can also offer competitive compensation and benefits, and provide opportunities for professional development and training.

Should I include the salary range in the job posting?

It is recommended to include the salary range in the job posting to set realistic expectations for candidates and avoid wasting time on applicants who may not be interested in the compensation offered.

How long should the job posting be?

The job posting should be concise and informative, ideally no longer than one or two pages. It should provide enough information to attract top candidates while avoiding overwhelming them with unnecessary details.

Should I require a cover letter and resume?

It is recommended to require a cover letter and resume to better understand the candidate's qualifications, experience, and motivation for the position. You can also ask for additional information, such as references, writing samples, or certifications, depending on the requirements of the job.

Related Job Descriptions

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Career management for Research Administrators

Need assistance with research administration career management?

Get help with research administration career management.

Provost Area or University Campus:

• Contact Christy Boles

School of Medicine and School of Nursing:

• Contact Betsy Hames or  Nick Jeffreys

The Career Management for Research Administrators page contains key information on career opportunities and advancement for current and future Duke employees in the field of research administration.

Research Administrator Job Descriptions 

Access a summary of jobs in the Grants and Contract Administrator classification (netID required):

Setting Salaries and Extending Offers for Research Administrators

The following information will need to be provided to the Provost Area Management Center and the Medicine and Nursing Management Center (SoM and SoN) for salary review and approval:

• Resume for candidate*
• Calculation of education and experience
• Certifications held
• Proposed tier (Grants and Contracts Administrator only)
• Internal equity (employee name, job title, tier, education, experience, certifications, current salaries, and other incumbents within the same classification)
• Desired salary

*Resume should include the following information:

• Complete list of all positions held by the employee
• Each position's start and end date (including month and year)
• Part-time positions should be identified
• Information on the duties and responsibilities for each of the positions
• All education should be listed (including the month and year it was completed)
• Access a sample PDF resume in the "Related Resources" section of this page

Relevant Education Guidelines

• Employees should receive credit for relevant education above the minimum qualifications. For the exempt grants and contracts job classifications; Masters = additional 2 years of experience credit, Doctorate = additional 3 years of experience credit.
• Employees may receive credit for international education and experience; education should be validated by a professional organization that evaluates educational credentials from other countries (example: Education International, Inc.). This experience & education should be reviewed on an individual basis.

Relevant Experience Guidelines

• Experience must be in a paid position (no experience credit will be provided for volunteer work or internships that are part of a degree program)*
• Experience in a part-time position should be pro-rated based on FTE
• Experience in a position that is only partially focused on grants and contracts (40%-75% of the role) should be given 50% of the credit outlined below
• Experience should be counted in years and months
• To make sure the dates do not overlap, SuccessFactors requires the applicant to indicate the month and year for the experience
• If someone has a partial month credit because you have provided partial credit, round up. Ex. 5 years and 2.5 months = 5 years 3 months. The rounding should take place once the total relevant experience has been calculated.

* With prior approval from the management centers, work experience credit may be recognized for certain unpaid relevant experience such as Teach for America and Peace Corps.

Direct Experience

• Prior professional experience that is the same or very similar to the responsibilities outlined in the Duke job description

Examples of Direct Experience

Indirect experience.

• Prior professional experience that is directly relevant to the responsibilities outlined in the Duke job description. Responsibilities support research but are not necessarily referenced in the Duke job descriptions for research administration

Examples of Indirect Experience

Guidelines also apply to central department classifications: Associate Director, Research Administration, Research Administration Manager & Research Administrator

• Lawyers: if practicing law related to contracts, regulatory, compliance, it may be appropriate to provide full credit
• Librarians: if practicing as a Research Librarian, it may be appropriate to provide full credit
• If performing clinical research, IRB, regulatory, compliance work, it may be appropriate to provide full credit
• Research: if conducting research and also submitting grants for their research, it may be appropriate to provide partial credit.

Career Progression: Grants & Contracts Administrator

• Employees must maintain the certification and training requirements for their job classification and tier.
• New hires to Duke can be hired into the Associate, Advanced, or Senior tiers. New hires cannot be hired into the Team Leader tier. New hires have 12 months to complete RAA and an additional 6 months to complete AGM (if required for their tier).  If the requirements are not met, the employee may receive a pay and tier reduction.
• Failure to meet/maintain the RAA requirement will be addressed through the performance review process.
• If an employee does not maintain the certifications for the Advanced, Senior, and Team Lead tiers, the tier will be reduced and the employee’s salary will typically be reduced.
• A typical pay increase for a tier promotion is 5%. If an increase of greater than 5% is warranted due to equity and other factors, approval is required by the management center. An increase may be less than 5% due to internal equity.
• The need for a Team Lead is determined by the Business Manager. It may not be needed in every unit. Generally, there is no more than 1 lead/unit.
• The Lead role reflects an individual’s advanced competencies as well as responsibilities for mentoring and developing staff.
• The Lead may or may not carry the same responsibilities as a full supervisor.
• The pay increase for a Lead applies only for the period the individual serves in the Lead capacity and is removed if s/he transfers or steps down from the Lead role.
• During both the annual performance review and mid-year performance review, the manager should discuss the certification and training requirements for the position and the tiers with each incumbent as part of their individual development plan.
• In late July/early August, Rewards and Recognition (R&R) will provide the management centers with a tier advancement template that will include the Grants and Contracts Administrators and their current tiers.
• In order to be eligible for tier advancement, the Grants and Contracts Administrator must meet the training requirements by June 30th.
• By mid-September, managers will submit requests for tier advancement to the Dean’s offices in the University and the SoM Management Center for further review.
• If approved, the working title changes and increases for tier advancement will typically be effective October 1 (processed via rate and schedule change form).
• If employees no longer meet the requirements of the tier, their tier will be reduced and it may impact their salary.

       *A timeline will be provided by the management centers with specific dates

* An increase may be less than 5% due to internal equity. If an increase of greater than 5% is warranted due to equity and other factors, approval is required by the management center. Rev 10/1/2018

Transfers (Research Administrators)

A lateral transfer occurs when a staff member assumes a job that has a midpoint comparable to the staff member’s present job. A lateral transfer generally does not change the staff member’s pay rate, as there is no increase in job level or responsibility.

Below are the guidelines to help determine if an employee transferring into the traditional grade and range structure from the grants and contracts titles will be viewed as a lateral transfer, promotion, or demotion:

Transferring from a Grants and Contracts Title to the Traditional Grade and Range Structure

*Grants and Contracts titles include the following:

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Research Administrator Job Description

Research administrator duties & responsibilities.

To write an effective research administrator job description, begin by listing detailed duties, responsibilities and expectations. We have included research administrator job description templates that you can modify and use.

Sample responsibilities for this position include:

Research Administrator Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Research Administrator

List any licenses or certifications required by the position: MBA, CRA, CLASP, RAA, JAX, NCCC, MS, RAFT, PI, RAP

Education for Research Administrator

Typically a job would require a certain level of education.

Employers hiring for the research administrator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Master's Degree in Education, Accounting, Business/Administration, Business, Administration, Management, Finance, Public Administration, Communication, Communications

Skills for Research Administrator

Desired skills for research administrator include:

Desired experience for research administrator includes:

Research Administrator Examples

• Microsoft Word (.docx) .DOCX
• PDF Document (.pdf) .PDF
• Image File (.png) .PNG
• Prepares proposals
• Provides administrative assistance and routine problem solving to OSR-Ev subcontracting process including development and review of subcontract transactions
• Participate with principal investigator in the preparation of the administrative components of proposals within parameters of sponsored and non-sponsored research guidelines
• Participate in contract closeout process
• Participate in and contribute to process improvements
• Assist in the preparation of routine proposals within parameters of sponsored and non-sponsored research guidelines
• Collaborate with Office of Sponsored Research to ensure awards are set up properly, including cost-sharing awards if applicable
• Review and understand the terms and conditions of sponsored projects administered, including linked/footnoted terms and conditions not provided in hard copy or electronic copy
• Initiate expenditures
• Download and monitor reports supporting project status, and use forecasting and decision aides under guidance
• Knowledge of or ability to learn Stanford administrative and financial systems
• Available to work before / after normal business hours, when such hours are necessary to ensure the successful submission of an important proposal or the completion of other time sensitive work
• Frequently sit, grasp lightly, use fine manipulation and perform desk-based computer tasks, lift, carry, push and pull objects weighing up to ten pounds
• Occasionally stand, walk, grasp forcefully, use a telephone, write by hand and sort and file paperwork or parts
• Rarely lift, carry, push and pull objects weighing 11-20 pounds
• Participate in contract closeout process and audit inquiries
• Participate in and contribute to process improvements and group projects
• Oversee and communicate submission process, both paper and electronic
• Departmental special projects as needed (process improvement, implement and train staff/faculty on new systems, etc)
• Preparation of the administrative components of proposals within parameters of sponsored and non-sponsored research guidelines
• Serve as the first line of approver for reimbursements, ensuring expenditure codes are accurate and expenses are reasonable, allowable, and allocable
• Adhoc projects with Assistant Division Manager
• Administrative support for BMT group
• Provide administrative or operational support
• Obtains approvals
• Knowledge of various funders regulations (NSF
• Experience with Research Administration
• Contacts sponsors for clarification of application guidelines
• Creates and develops complex budgets that may include cost share, sub-awards
• Assists sub-recipients with completing their sub-recipient commitment forms
• Prepares & completes sponsor supplemental documents (bios, C&Ps, COIs, Facilities)
• Completes all relevant administrative information according to sponsor guidelines
• Uploads files for sponsors requiring electronic submission (Grants.Gov
• Reviews proposals against guidelines before sending to the Office of Research and Sponsored Project Administration
• Submits applications to Office of Research and Sponsored Project Administration for review, signature, and transmittal to sponsor
• Assists with some post submission action items requested by the sponsor such as Just in Time requests, revised budgets, scope of work, additional certifications
• Performs funding searches to help identify opportunities
• Assists Research Advancement Manager with other duties as assigned
• Lead other staff in group projects
• Prepares and sends financial reports to investigators/directors
• Prepares complex proposal documents with very limited supervision
• Ensures compliance of proposals with program announcement, sponsor, college, and university guidelines
• Experience in preparing and submitting large, multi-institutional proposals
• Experience in developing complex budgets
• Experience in using Microsoft Office Suite, in particular Excel
• Demonstrated knowledge of the applicable regulations governing management of grants
• Experience in collaboration and a high level of customer service
• Experience in multitasking while producing accurate output
• Works with Sponsored Projects Services (SPS) and/or Contracting & Research Services Program (CRSP) to respond to post-proposal/pre-award requests received from sponsors
• Processes incoming awards
• Works directly with faculty members, research staff, and departmental research administrators (DRAs), college administrators, and other units on campus in the preparation of proposals
• Works closely with other ERAS team members as needed
• Reading and interpreting funding announcements
• Performing funding searches to help identify opportunities and with an emphasis on funding for graduate students, interdisciplinary opportunities
• Providing assistance in drafting budget justifications in conjunction with PI/Unit
• Assisting sub-recipients with questions related to completing sub-recipient commitment forms
• Preparing sponsor budget forms or creating acceptable budget formats
• Assisting and completing other sponsor required forms and review for compliance (current and pending support, biosketches)
• Strong ability to organize and prioritize workload and work effectively in a fast-paced, deadline-driven work environment
• Effective oral, written and verbal communication skills in English and Spanish
• Experience in meeting deadlines for multiple projects
• Experience in using critical thinking
• Ability to work both independently and as a member of a structured team
• Grants and contracts pre and post award knowledge
• Verifying cost sharing required by sponsor
• Reviewing proposals against guidelines before sending to the Office of Research and Sponsored Project Administration
• Submitting applications to Office of Research and Sponsored Project Administration for review, signature, and transmittal to sponsor
• In conjunction with and in support of ORSPA, providing assistance and supporting securing additional information during negotiations as necessary
• Maintaining all applicable project records and files
• Providing assistance to PI's with budgets, justifications, proposal documents and related materials
• Providing guidance and assistance with post award administration including re-budgets, no cost extensions, reporting and account monitoring
• Assisting with hiring, procurement, reimbursements, travel
• Assisting with award close-out
• Monitoring accounts for compliance
• Proficiency in computer word processing, spreadsheet, and database program
• Managing partners
• Managing “crowd-sourcing” vendors and communities
• Overseeing and facilitating meetings
• Scheduling travel for research team
• Participating in experiment design or open innovation contest setup

Related Job Descriptions

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Pre & Post Award Clinical Research Grants Administrator

Job posting for pre & post award clinical research grants administrator at vitalief.

WHO WE ARE 

Vitalief is emerging as an innovative Healthcare consulting company, focused on empowering Research and transforming Clinical Trials.  We are seeking a talented and enthusiastic Grants Administrator to join our exceptional team (as full-time, fully benefited Vitalief employee) to support our client, one of the largest and leading healthcare providers, in the successful planning and execution of their research. 

WHY VITALIEF?  

You can actively contribute to our clients’ mission of advancing scientific discoveries that have the potential to change patients' lives for the better. 

Our PEOPLE FIRST culture prioritizes personal and professional growth for all Vitalief employees. 

We give everyone a seat at the table – we encourage innovation. 

Life/work balance that includes 20 PTO (Paid Time Off) days plus 9 paid Holidays annually. 

Other benefits include Company paid life insurance and short / long term disability coverage; 401K retirement program; Robust healthcare plans to choose from. 

Salary Range: Market competitive - based on experience level. 

Work Location: Work is 100% remote. Occasional hours outside the 8am to 5pm workday may be required particularly during grant submission deadlines. Candidate is required to live in the EST or CST Zone to be considered for this position. 

Responsibilities: 

The Grants Administrator manages all phases of research grant and contract administration, supporting the work of various clinical and research programs 

Perform pre and post award responsibilities including: preparing and/or reviewing administrative material for grant submissions; budget forecasting and management; ongoing monitoring of fund statements; financial management and monitoring of awarded grants, resolution of accounting problems/errors; functioning as a liaison to federal and non-federal grantor agencies and subcontracting institutions; monitoring all grants and contracts for compliance issues; and assisting Principal Investigators (PI’s) and program staff in submitting their semi-annual effort certification forms/reports. 

Prepare Federal, National Institutes of Health (NIH), and other grant submissions – coordinating the administrative aspects of the proposal (i.e., electronic grant submission, budgets, bio-sketches of personnel, etc.). 

Identify and work with PI to prevent projected over expenditures and resolve deficit situations. 

Advise and/or assist PI with the following: prevent over expenditures (resolve deficit situations), allowable and unallowable expenditures on grants; on processes, such as: travel reimbursements, purchase order requisitions, and check requests for assigned grants/contracts; process cost transfers in a timely manner proactively identify and avoid the need for cost transfers; closeout grants/contracts at end of award period; completing progress reports, carry forward, and other requests to Sponsor; closeout grants/contracts at end of award period. 

Work with post award and contracts team to ensure that new awards set up properly and timely. 

Review Notice Of Awards (NOA) for sponsor terms and conditions and communicate to the PI any special terms and conditions. 

Initiate and process reimbursements, purchase order requisitions, and check requests for assigned grants/contracts. 

Review and approve Final Financial Reports and final invoices. 

Keep current with federal (NIH in particular), state and other requirements, timelines and policy issues. 

Required Skills: 

5 years of experience in of demonstrated related experience with emphasis on pre and post award grant administration. 

Experience preparing Federal, NIH, and other research grant submissions from a regulations and requirements perspective.  

Bachelor’s degree required; Master’s degree preferred. 

Ability to manage all phases of the grant cycle and in dept knowledge of financial reporting associated with research funding- budget forecasting, monitoring fund statements accounting issue resolution. 

Demonstrated experience building positive relationships and working effectively with PI’s, all levels within the client organization, as well as external grantor agencies and subcontracting institutions. 

Some experience in financial / budget management and understanding of basic accounting practices. 

Critical thinking & decision-making skills – ability to evaluate all aspects of a situation and to independently make appropriate and timely decisions. 

Demonstrated proficiency in Microsoft Office, Word, Excel, PowerPoint applications.  

Detail-oriented, excellent communication skills, ability to multi-task, prioritize to meet deadlines, problem-solve, and balance a sense of humor with necessity to interact professionally at all levels. 

Highly goal oriented, self-motivated, and ability to work independently as well as with guidance when appropriate.  

PHYSICAL DEMANDS: Prolonged periods of sitting at a desk and working on a computer.  Standing, walking, visual perception, talking and hearing.  Lifting up to 20lbs.   

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