CTSI Research Education; Sr Grants Mgmt Specialist

With minimum direction and considerable latitude for independent judgment, utilizes project-management methodology and knowledge of NIH training grant processes (including financial and regulatory compliance, as well as outcomes reporting) and requirements to provide grant management (GM) support for the Research Education & Career Development branch of the UR Clinical & Translational Science Institute (UR CTSI). GM Support includes managing program staff activities and liaising with institutional departments to ensure that programmatic and academic requirements of supported trainees are properly administered.  Working with program leadership and staff, develop and manage workflows for addressing ongoing program support needs.  Manages program staff implementation of onboarding processes and trainee appointments into the NIH xTrain system and HRMS as required.  Works closely with CTSI finance to ensure compliance with financial and budgetary requirements of trainees and scholars across CTSI-supported training and career development managed grant programs.  The Education Lead Program Administrator will devote significant effort to managing program evaluation and grant data collection activities, documenting grant evaluation activities across all programs and ensuring that regular reporting deliverables and annual progress reports are produced on time. The person in this role will work directly and regularly with the CTSI Director of Research Education to manage onboarding of new administrative support staff in the Research Education branch, and will be responsible for supervising at least 2 education program coordinators in the branch.  This person will report on the status of managed grant activities, develop and revise relevant workflows as needed, identify administrative needs and challenges, and provide operational-level program intelligence allowing the Director of Research Education and CTSI leadership to make evidence-based, strategic decisions about ongoing program development.  The Lead Program Administrator will be expected to manage multiple initiatives simultaneously and to stay informed about relevant changes in grant structures and requirements at both the institutional and federal level. The position requires a well-organized, flexible team player with excellent project and grant management skills. 

Supervision and Direction:

Reports directly to the CTSI Director of Research Education, and is accountable to CTSI leadership for specific assigned projects.

Post-Award Grant Management –

Manages workflows for administrative support staff and liaises with necessary institutional administrative offices to ensure that key post-award administrative tasks are accomplished on time and in compliance with institutional and federal requirements across all managed grants and funded programs within the Research Education branch.

• Works directly with CTSI administration and finance to monitor and ensure that finance and budgetary requirements of trainees and scholars remain compliant with university and federal guidelines and to address trainee and scholar related issues as needed, reports regularly to Director of Research Education and meets regularly with CTSI finance and administrative teams to address potential challenges and provide status updates. Coordinates expenditure controls and reviews and approves invoices on relevant grant programs.
• Completes proper training appointment documents for UR and Federal funders. Calculates and analyzes specific rates for stipends, health fees, tuition etc. and creates and routes the personnel action forms (PAFs) and federal forms
• Responds to requests from CTSI administration for clarification or further information regarding grant requirements and compliance. Works with Director of Research Education and administrative support staff to address challenges and provide guidance on corrective measures.
• Reviews and updates research education branch program RFAs and NOAs to ensure compliance and alignment with current institutional or federal guidelines.
• Maintains Continuous Learning for Administrators of Sponsored Programs (CLASP) certification and attends regular CLASP-related meetings.

Education Program Management –

• Works directly with program directors to develop and manage workflows for administrative support staff to support education and career-development needs of trainees, scholars and junior faculty across all managed grants and funded programs within the Research Education branch.

  ·         Oversees the appointing of new trainees and scholars across programs into appropriate NIH and URMC systems (such as NIH xTrain and UR HRMS), manages and monitors a master schedule of trainee and scholar appointments and operational deliverables to be utilized by Research Education administrative support staff. 

  ·         Works with staff to manage the development and implementation of trainee orientation to managed grants and funded programs, including the development of up-to-date orientation materials.

  ·         Works with assigned grant program evaluators, program directors/PIs and program administrative support staff to ensure that effective processes are in place to monitor and report on trainee and scholar career development planning.

  ·         Works with program leaders and mentor development core to establish regular meetings and workflows to ensure that mentor needs are being addressed

  ·         Liaises with other institutional departments, program leadership, and support staff to address issues related to trainee’s academic and program requirements, providing guidance to education program coordinators to ensure that needs are being met

  ·         Responds to requests from CTSI leadership and administration for clarification or further information regarding trainee activities and compliance with program requirements.

  ·         Reviews and updates research education branch program SOPs to ensure effective workflows across all trainee-related processes.

  Grant Data Collection and Evaluation Management –

  Manages and monitors a master schedule of regular data collection efforts across all programs, overseeing administrative support staff and program evaluators to ensure data collection efforts are implemented and meet reporting needs. 

  ·         Works directly with Director of Research Education and CTSI administration to develop and revise workflows that streamline data collection efforts for reporting purposes, including integration of data sets between CTSI REDCaps and the CTSI trainee tracking software, and efforts to develop sustainable mechanisms for long-term tracking of trainees and scholars.    

  ·         Works with evaluators to assists in managing data collection needs for trainee assessments or individual career development plans across funded programs

  ·         Coordinates development of necessary training and data tables for grants in development within the CTSI

  ·         Regularly meets with Director of Research Education to provide status reports and identify delays or challenges to meeting data collection deadlines, and actively participates in discussions of branch-level metrics and processes including identifying and compiling key performance indicators, and solutions deployment. 

  Regular and Ad Hoc Reporting -  

  Works with program leadership, CTSI administrative and evaluation teams, and the director of Research Education & Career Development, to produce annual performance reports (RPPRs) required by funding agencies as well as reports requested by CTSI or program leadership. 

  ·         Works with the Director of Research Education in the project management and preparation of required annual RPPRs across training and career development grants. 

  ·         Responds to requests from CTSI leadership for data reports used to support grant development, external advisory board meetings, CTSI annual reports, and the CTSI website.

  Other –

  Remains compliant with administrator training requirements (including CLASP and related UR training), and participates in webinars, working groups, and local or national administrator bodies with guidance from Director of Research Education.  Utilizes lean performance improvement methodology throughout all work. Identifies potential collaborations, program improvements or risks.  Contributes as active member of the team, providing feedback and recommendations to support the needs of the programs.  Keeps current on key issues affecting strategic initiatives and operational imperatives. Builds and maintains inter-departmental relationships. 

Minimum Education

Minimum of a bachelor’s degree in Business, Higher Education, Healthcare or related field.

Master’s degree preferred. 

Experience

Minimum of 3 years grants administration or grant-related project management experience; or an equivalent combination of education and experience.

Experience with university administration and finance requirements.

Experience with higher education functions related to the support of trainee programs and junior faculty career development, preferably in health research settings.  CLASP-training or equivalent institutional grant administration training preferred. Familiarity with federal NIH-grant reporting mechanisms preferred. Proficient in Microsoft Outlook, Excel, Word, PowerPoint.  Database experience desired.

Knowledge, Skills & Abilities

Proven ability to interact with all levels of faculty and staff in a professional manner. Excellent communication skills focused on effective organization and project management.  Attention to detail a must. Shows initiative and resourcefulness in managing priorities and takes responsibility for accomplishing his/her own work. Works collaboratively and maintains confidentiality of information at all times. Experience in scientific grant/manuscript preparation assistance is preferred.