POSITION PURPOSE

The Associate Research Administrator contributes to Regenstrief Institute’s overall success by assisting staff and faculty with the development and submission of proposals and by providing expertise in both pre-award and post-award policies and practices and in federal regulations related to grant and contract activity.

Although this study team's opening is designed for a Associate Research Administrator candidate, applicants with more or less experience in research may be considered for alternative roles.

Depending upon experience this position can be onsite, remote, or hybrid.

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.

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 basic concepts, practices, and procedures in:

• Uniform Guidance for Grants & Contracts
• Pre award and Post award grant and contract administration.
• Budget development, forecasting and monitoring
• Strong experience with Computer/Spreadsheet/eRA systems
• 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:

• Assists with finding funding opportunities
• With guidance, works with 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.
• Coordinating with subrecipients/subcontracts to ensure that proposal requirements and timelines are met.
• Providing investigators and staff with clear and customer-oriented descriptions of Grants and Contracts processes.
• Helps monitors and facilitates proposal process through routing process.
• Effort allocations and tracking
• Monitors and reviews project account expenditures to make sure they are allowable, allocable, and reasonable.
• Prepares and submits account close out documents.
• Interacts with IU regarding Regenstrief Institute sponsored projects and financial information related to grants and contracts
• Prepares revised budgets and budget modifications.
• Create reports and tracking tools
• May provide expense forecasting and financial reconciliation
• Meet with faculty regarding accounts.

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
• 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.
• Escalates 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 & post award issues.
• Interfaces with administration in pre award and post award of the 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

• Bachelor’s degree in finance, accounting, or business is required. Comparable experience may be accepted in lieu of the degree requirement.
• Minimum of two (2) years of experience in an academic research environment required
• Minimum of one (1) year of exposure to grant funded research, proposal management, or related experience.

Related expectations include:

• Excellent customer service skills working with diverse populations.
• Highly motivated, detail-oriented, focused, adaptive, quick learner with a professional demeanor
• Ability to assist with writing and preparing proposals, reports, and other written documents
• Demonstrated ability to maintain a positive attitude and respond to requests in a timely manner
• Proficient computer skills, including extensive working knowledge of Microsoft Office Suite and eRA systems experience.
• 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.
• Working as a team member and also independently.
• Ability to operate office equipment, including copiers, fax machines, and phones.

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 situations

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 onsite and/or remote 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 correspondence.

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 BE FULLY VACCINATED WITHIN 60 DAYS OF EMPLOYMENT AND 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)