Research Program Administrator

North Carolina State University
March 16, 2023
Offerd Salary:Negotiation
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
Posting Details

Posting Information

Posting Number PG192288EP

Internal Recruitment No Working Title Research Program Administrator Anticipated Hiring Range Commensurate with education and experience Work Schedule Monday-Friday, 8am - 5pm; Flexible work arrangements, including virtual/hybrid work locations, may be available. Job Location Raleigh, NC Department College of Sciences About the Department

The College of Sciences (COS) brings together the mathematical, physical and biological sciences in a research-intensive environment that simultaneously values excellence in teaching and a strong community engagement. The COS Research Office is the nucleus of research administration and support; providing a full suite of pre- and post-award services to enhance the research, teaching, administrative and outreach functions of the College. Key office responsibilities include proposal development and submission, portfolio management, effort reporting, and responding to departmental and faculty post- award and other research administration needs.

The College of Sciences aims at creating a diverse, inclusive, and equitable working environment. This position will be expected to foster an environment that is supportive, welcoming of all groups, and abides by our culture charter's cultural and behavioral aspirations. Please visit https: // more information on the College of Sciences Culture Charter.

Essential Job Duties

The Sciences Research Office is seeking a Research Administrator to serve as the primary liaison and manager of daily tasks for multiple NIH-funded multidisciplinary and inter-institutional grants, particularly center grants, that contain a heavy emphasis on human subjects research.

Administratively manage multi-site collaboration among many individuals and universities in the COS NIH centers. This includes providing administrative leadership for the PIs (particularly Dr. Hoyo), team tracking and communication, coordinating and troubleshooting IRB issues, high level awareness of relevant required processes, developing documents such as Standard Operating Procedures (SOP), implementing documents like Material Transfer Agreements (MTA), Data Use Agreements (DUA), and fostering strong working relationships with Contracts and Grants, the IRB office, and other research administrative units on campus. College overall responsibilities to support human subjects research and provide guidance on DUA's, MTA's, Training, Compliance, etc.

This position requires knowledge and experience related to research administration and project management. The individual in this role must be highly organized and able to navigate issues related to departmental research offices, regulatory compliance, and NC State policy and procedures. This position requires an up to date working knowledge of NIH grant application structure, maintenance, and reporting including IRB reporting. This position will also require an in-depth understanding of the administrative processes and procedures associated with each individual research study so that they can provide information and guidance on grant applications, sub awards, and subcontracts to the PIs and subcontractors.

Additional responsibilities include: IRB :

  • Serve as the point person for interfacing with the IRB to resolve problems, and coordinate reliance agreements, single IRB, sharing of data, and transferring data.
  • Be responsible for ensuring all people working with human subjects have their credentials and are in compliance with all of their required IRB training including “CITI” across all institutions/collaborators (automated reminder for re-training).
  • Work in coordination with the team that manages the day to day process for IRB protocols including initial submissions, amendments, renewals, reliance agreements, and any needed reporting e.g., cases of protocol violation.

  • Assist with grant proposal submission process including budget development, non-tech document preparation, MTAs, DUAs, post-submission materials and RPPR preparation.

  • Manage budget and financial needs for all studies including planning, monitoring spending, purchasing, documentation, tracking, reconciliation, and reporting.
  • Approving Orders, Managing budgets across funding sources to support salaried positions.
  • This person will initiate and approve items in the financial system.
  • Engage in and administratively support the Community Advisory Boards and Advisory Committees associated with the multiple studies.
  • Serve as a liaison between the research team and NC State regulatory compliance, ensuring clear communication and compliance related to COI, Export Control, IRB, and Data and Specimen transfers, and Management
  • Manage administrative processes for travel including travel authorizations and reimbursements
  • Manage financial accounts, including planning and monitoring the use of expenditures to meet objectives and compliance as well as preparing necessary budget documents and reports.
  • Complete regular account reconciliation.
  • Issue and manage external sub awards.
  • Review necessary policies and procedures and implement processes or take action to ensure compliance.

  • Develop and maintain positive and productive relationships with the research team, collaborators, and other research administrators.
  • As needed, develop or participate in presentations, meetings, and generation of required reports.
  • Coordinate meetings, schedule, reserve space, and ensure attendance for necessary meetings.
  • Develop content for, and contribute to the affiliated websites and social media presence.
  • Manage NIH portals like ASSIST, XTRACT, XTRAIN, ERA in order to work with relevant partners at NC State to assist with project maintenance and reporting from application through closure.

  • Coordinate with the HR partner(s) to coordinate job search process, interviews, for students, temps, and full time employees of the Hoyo group, to ensure fair hiring rules adherence, and manage the onboarding and core training of new staff (NCSU-required training, ensuring they have keys, laptops, etc).
  • The role requires keeping the PI updated on where the process is, and helping to facilitate the process, but will not be responsible for executing each piece of the process.
  • Serve as a liaison between the research team and NC State regulatory compliance, ensuring clear communication and compliance related to COI, Export Control, IRB, and Data and Specimen transfers, and Management.
  • Manage administrative processes for travel including travel authorizations and reimbursements.
  • Other Responsibilities

    Other duties as assigned.


    Minimum Education and Experience

  • Post-baccalaureate credentials or Bachelor's degree and 1-2 years of experience related to research administration
  • Other Required Qualifications

  • Exceptional communication skills including written and verbal
  • Clear and concise organizational skills, detail-oriented, and capable of creating, implementing, and assessing processes and procedures.
  • Ability to work independently, take initiative, and be comfortable making important decisions quickly.
  • Flexibility and ability to work in a deadline driven and fast pace working environment that has multiple moving parts.
  • Ability to manage time in an environment where task prioritization changes frequently.
  • Ability to analyze and interpret policy and procedural guidelines to resolve relevant issues
  • Ability to analyze and reconcile financial transactions
  • Must demonstrate professionalism and emotional intelligence while working with diverse individuals including faculty, administrators, students, and lay people.
  • Ability to complete grant applications and provide necessary information to funders throughout the lifecycle of an award.
  • Proficiency with eRA Commons, ASSIST, XTRAIN, XTRACT,, CITI Training, GoogleSuite, Microsoft Office suite, Smartsheets
  • Preferred Qualifications

  • Smartsheets experience preferred
  • NIH project management preferred
  • Required License(s) or Certification(s)


    Valid NC Driver's License required No Commercial Driver's License required No

    Recruitment Dates and Special Instructions

    Job Open Date 12/14/2022

    Anticipated Close Date Open Until Filled Special Instructions to Applicants

    Please include as attachments a resume, cover letter, and contact information for at least 3 professional references.

    Position Details

    Position Number 00109815

    Position Type EHRA Non-Faculty Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1.0 Appointment 12 Month Recurring Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather Mandatory Designation - Emergency Events Non Mandatory - Emergency Event Is this position partially or fully funded on ARRA stimulus monies? No Department ID 170101 - College of Sciences - Dean AA/EEO

    NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Institutional Equity and Diversity.

    If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected].

    Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

    NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

    Supplemental Questions

    Required fields are indicated with an asterisk ().

  • How did you learn of this opportunity?
  • NCSU Website
  • NCSU Executive Search Services
  • Other Online Job Board
  • Carolina Job Finder / Employment Guide
  • Job / Career Fair
  • The Chronicle of Higher Education
  • HERC
  • Professional Journal
  • Print Advertisement (Newspaper / Periodical)
  • Professional Organization
  • Direct Contact from NCSU HR Representative / Recruiter
  • NCSU Employee Referral
  • Social Media (LinkedIn, Twitter, Facebook, Other)
  • Other
  • If you learned about this vacancy from "other source" or "other website", please provide the source.
  • (Open Ended Question)

  • Do you possess post-baccalaureate credentials or a bachelor's degree plus alternative or equivalent professional training and experience?
  • Yes
  • No
  • Describe previous experience as a Research Administrator.
  • (Open Ended Question)

  • Describe your experience applying for or managing large scale research grants.
  • (Open Ended Question)

  • Describe your experience with multi-site and interdisciplinary research activities.
  • (Open Ended Question)

  • Describe your experience related to Regulatory Compliance such as Conflicts of Interest (COI), the Institutional Review Board (IRB), Export Control, Data Use Agreements (DUA), and the NIH.
  • (Open Ended Question)

  • What tools do you use to administratively manage multiple large scale projects with many stakeholders and regulatory requirements where priorities regularly shift?
  • (Open Ended Question)

    Application Materials Required

    Required Documents

  • Resume
  • Cover Letter
  • Contact Information for References
  • Optional Documents

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