Pre – Award Administration
1. Budgetary. Routinely, often with short lead time, the employee must evaluate each aspect of the research proposal budget to ensure that it meets state, agency, university, college and departmental polices, sponsor guidelines and regulations and Cost Accounting Standards. This includes: 1) verification of salary levels, current and projected, and computation based on level of effort proposed, 2) accurate computation and inclusion of the fringe benefits, 3) determination of applicability of budgeted items under the specific program, and 4) application of appropriate indirect cost rates These requirements include: 1) cost sharing, 2) additional space, 3) reduction in indirect cost rate, 4) multiple department/college involvement, and 5) subcontracting. Therefore, the employee must use various sources of information to ensure that the budget is accurate and contact the Principal Investigator and as needed to the Division of Sponsored Programs (DSP) to discuss any problems and make necessary corrections.
2. Sponsor Requirements. Responsible for the development and departmental review of research proposals to ensure compliance with the Sponsor’s requirements prior to submission to Division of Sponsored Programs (DSP). Interprets Sponsor Guidelines to determine what to include in the proposal and provides guidance to the faculty and assists with completion of various sponsor assurances and forms required by the potential Sponsor ( i.e., Certification Regarding Debarment and Suspension, Certification Regarding Lobbying, Certification Regarding Drug – Free Work Place, Civil Rights, Application for Federal Assistance (SF 424), Contract Pricing Proposal ( SF 1411). The employee frequently has to provide technical assistance in the handling of the documents, assisting the faculty in preparing portions of the Business Proposal, and completion of the entry of the proposal into PeopleSoft for documenting the proposal submission and routing to the Division of Sponsored Programs (DSP).
Post – Award Fiscal Administration
1. Project Support. Assists Principal Investigators (PI) in interpreting policies, procedures, rules and regulations. Manages daily post award activities. This includes ensuring expenditures (salary and non-salary) are made according to the budget awarded by the sponsor and all applicable rules. Works closely with the PI and departmental staff to ensure proper allocation of expenditures to sponsored research projects. The employee will handle all aspects of timely report gathering and documentation as well as assisting the PI with the proper submission of the reports to all required sponsors and sponsor personnel. This includes meeting with PI’s and reviewing project reports on a regular basis so they can review and verify accuracy of charges Additional actions the employee would need to facilitate on behalf of their faculty would include the need to establish a new project in PS or release of additional funds into an existing project, advance funding requests, subcontracts, no-cost extensions, budget transfers, and non-financial report submissions. Additional submission of all subcontract awards and updated Statements of work, proposal budgets, and other items to ensure subcontracts are renewed on a yearly basis is a new function of the Post Award Lead. Tracking and ensuring these are communicated to DSP as well as providing them with all needed information is crucial to the completion of the subcontract. The employee will work closely with the C&G Research Administrator(s) assigned to their department(s) to ensure accuracy and timeliness of financial reports and invoices.
Research Payroll/Effort Management and Reconciliation. Manages the post-hire payroll actions for non-faculty personnel paid from research funds. This employee works closely with the PI to determine the correct funding sources for their research personnel and updates/monitors the payroll budget tables to ensure that payroll is being charged to the correct funding sources. The employee will coordinate with Engineering Business Services, Human Resources Team (EBS/HR Team) to provide information needed for both paper and electronic Letters of Appointment for Graduate Research Assistants paid from research funds, and enters the tuition waiver into the system. The employee will also manage the process of obtaining departmental backup documentation for CAS exemptions for OPS employees paid from research funds. Works closely with EBS/HR Team to ensure hires and other job changes for research staff are processed correctly and in a timely manner. Monitor the temporary departmental contingent account to ensure payroll and/or tuition is moved to the correct funding source as soon as it is available. Assisting the Associate Director on a semester basis to ensure all Faculty and student efforts are reviewed to determine if any issues with their submissions. This includes working with Effort commitment and administration department to ensure that the effort is completed in a timely manner. All updates to effort will be reviewed by the Post Award lead to ensure that these are being done timely basis. The employee will manage and oversee reconciliation of projects on a monthly basis through the use of reports and queries from the University financial system and internal records and ensure the timely identification and correction of errors. This includes monitoring the work of the Research Administration Assistant and Student Assistant tasked with gathering the necessary documentation and preparing the monthly payroll and expense reconciliations.
Sponsor Requirements/ Research Compliance/Requests. Reviews award documents for post award requirements. Interprets those requirements based on research and knowledge of sponsor terms and conditions, University policies and procedures, and federal and state rules and regulations. Requires an intimate knowledge of federal Circulars 2CFR200. The employee will work with Division of Sponsored Research(DSP) and Contracts &Grants to ensure a proper understanding of the award parameters and any special requirements of the award that need to be brought to the faculty member’s attention due to programmatic and/or compliance restraints. The employee must thoroughly review the award documentation so they are able to interpret and apply any additional sponsor imposed rules and regulations. The employee will also need to be familiar with sponsor specific resources such as websites and policy manuals. These resources provide valuable information and guidance on sponsor specific requirements. Modifications of awards, which includes adjustments of key personnel, changes in budgets, and terminations of awards within UFirst This includes project closeout, where, the employee will administer the close out of awards by identifying what needs to be done and taking action in a timely manner. This includes making certain all charges are appropriate, encumbrances are closed, no negative balances exist and all cost sharing has been met where appropriate. The employee will work closely with Principal Investigators, DSP and C&G @ Engineering to ensure the accuracy of the final expenditure figures Research Compliance. The employee Compliance is an aspect of pre and post proposal activities. Some of the research compliance issues involve – CAS (cost accounting standards), OMB (federal circulars that dictate operational administration of and fiscal requirements on federal awards - a minimum), IRB (human subjects in research), IACUC (animal subjects in research), COI (employee conflict of interest), EC (federal export control on technology) and EHS (environmental health and safety with regard to toxic and controlled substances).
Other responsibilities as assigned.