Dept Research Admin

RIH Rhode Island Hospital; Rhode Island; On-site; USD 56,000 - 92,000; Full time

Job summary

Rhode Island Hospital, part of Brown University Health, seeks a skilled Research Administrator to plan, develop, monitor and coordinate departmental research administrative activities. You will work with faculty, research administration and hospital partners to ensure compliant grant and contract management.

Strong budgeting, post‑award oversight and regulatory knowledge are essential for success in this on‑site role at Rhode Island Hospital in Providence.

Qualifications

• Bachelor’s degree in business administration, finance or related area, or equivalent experience.
• At least 3–5 years experience in a research academic environment with federal and non-federal funding.
• Excellent verbal and written skills; ability to interact with diverse stakeholders.
• Thorough knowledge of software such as Microsoft Word, Excel, Access and Windows.

Responsibilities

• Serve as point person coordinating research administrative matters between department, research administration, faculty and staff.
• Review pre- and post-award matters for clinical and basic research; lead major grant proposals and reports.
• Coordinate transfers of research funding for proper reimbursement and allocation of physician salaries.
• Ensure compliance with sponsor, institutional, and departmental requirements.

Skills

Research administration

Education

Bachelor’s degree in business administration or finance

Tools

Microsoft Word

Excel

Access

Windows

Job description

SUMMARY

Reporting to the department Chair/Chief and/or Departmental Research Manager, plans, develops, monitors and coordinates the departmental research administrative activities for assigned department/programs at Rhode Island Hospital. Brown University Health employees are expected to successfully role model the organization’s values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another. In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include: Instill Trust and Value Differences, Patient and Community Focus and Collaborate.

RESPONSIBILITIES

• Serves as point person and facilitates smooth coordination, communication, and problem resolution relative to research administrative matters between department, research administration, faculty, divisional leaders, and other hospital and university departments.
• Will review matters relating to clinical and basic research, pre- and post-award.
• Leads and coordinates special research-related projects, such as major grant proposals, investigator incentive programs, departmental and divisional reports and statistics.
• Coordinates transfers of research funding for the purpose of proper reimbursement and allocation of physician salaries on research accounts.
• Assists in managing the department post-award aspect of projects, which requires sensitivity to the needs of individual investigators, knowledge of sponsor, institutional and departmental requirements, ability to interpret those requirements and competency in addressing the in-house systems (research administration, accounts payable, accounts receivable, finance, purchasing, human resources, payroll and pharmacy).
• Determines which principal investigators (PI) or staff need closer monitoring to prevent activity which could affect the institution negatively, such as monetary loss due to audit disallowance, loss of funding or liability incurred due to research conducted without necessary approvals.
• May intervene to point out available resources or alternative procedures, as appropriate.
• Communicates institutional and funding agencies regulations and policies on grants and contracts.
• Familiarizes administrative staff regarding Rhode Island Hospital institutional research policies and procedures.
• Responsible for coordinating and providing information to the faculty about funding opportunities, requirements and deadlines.
• Reviews project applications in consideration of project budget, application instructions, sponsor rules and unique requirements, and provisions for recovery of indirect costs.
• Recommends and negotiates changes to appropriate applications with principal investigators or department administration and/or involved individuals at the other institutions which do not compromise the institution, department or investigators.
• Verifies all necessary approvals, including regulatory committees, to ensure that guidelines are met.
• Completed applications are forwarded to research administrator for approval prior to submission to the Office of Research Administration.
• As appropriate, may assist Chair/Chief with research administrative activities of department, including coordinating and overseeing human resource and payroll issues.
• Interacts with research administration and human resource department regarding new positions, recruiting, job changes, salary reviews and other related policies and procedures to assist PI’s.
• Coordinates research efforts in the recruitment of new faculty and staff.
• This may include advising new faculty on transfer procedures, including relocation of equipment and financial arrangements.
• Is responsible for coordination of facility management staff, new recruits and support departments in the establishment and construction of space for the recruitment program.
• Maintains confidential and comprehensive records of salary expenses and other disbursements, recommending adjustments where necessary.
• Reviews and monitors policy and procedure adherence for purchase orders, travel requests, petty cash vouchers, requisitions for payment including all equipment, maintenance agreements, contracts and subscriptions, assisting where necessary.
• Monitors time sheets and employee change forms for hourly and salaried research oriented personnel within department.
• Assures that funds are available and notifies PI’s and Chair/Chief when adjustments become necessary.
• Coordinates with the Chair/Chief/Research Manager and research administration on problem issues as appropriate.
• Maintains communications with review committees to learn of any new requirements and to help ensure compliance with current regulations.
• Prepares/provides reports and documents as requested by the managers; attends related meetings on regular basis.
• Maintains strong daily association with research administration, including collaboration on final reports and some accounting adjustments.
• This also includes resolution of problem accounts with principal investigators, sponsors, or administrators.
• Reviews and determines direct cost transfers are allocated to appropriate account and are allowable.
• Prepares necessary journal vouchers for submission to research administration.
• Ensures the accuracy of research time and effort reporting system.
• Works with research investigators to obtain information for submission to research administration on a monthly basis.
• Responsible for departmental access databases, specifically with regard to maintenance of accounts and accuracy of input of data elements.
• Maintains current knowledge of sponsor requirements, procedures and areas of interest through active communication with sponsors and professional societies.
• Maintains awareness of new or changed regulations.
• Maintains active communication with investigators, administrators and agency officials and other federal, state and local offices, to gather and exchange information.
• Maintains current knowledge on policies and federal regulations by monitoring the Blue Sheet, NIH Guide, Federal Register, Grants Weekly, Chronicle of Higher Education, etc.
• If applicable, maintains communication with physician foundation business manager; provides assistance in development of department research budget.
• May represent department at research administration management meetings and on hospital teams.

MINIMUM QUALIFICATIONS

• BASIC KNOWLEDGE: Bachelor’s degree in business administration, finance or related area, or lieu, at least 10 years of relevant research administration experience.
• EXPERIENCE: At least three to five years experience in a research academic environment to include federal and non-federal funding, grant application processes, and regulations set by local, federal, hospital, and independent agencies.
• EXCELLENT verbal and written skills are essential. The ability to interact with persons from diverse backgrounds such as MD’s, PhD’s, research and administrative staff.
• THOROUGH knowledge of microcomputers, peripheral equipment and networks.
• THOROUGH knowledge of software such as Microsoft Word, Excel, Access and Windows. Ability to learn specific research access programs.
• WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS: Normal office environment.
• SUPERVISORY RESPONSIBILITY: None.

Pay Range: $55,744.00-$91,956.80

EEO Statement: Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

Location: Rhode Island Hospital - 593 Eddy Street Providence, Rhode Island 02903

Work Type: M-F 8:00A-5:00p flexible

Work Shift: Day

Daily Hours: 8 hours

Driving Required: No

As Rhode Island's largest health system and private employer, Brown University Health is the state's premier provider of health services and includes the only Level I Trauma Center for southeastern New England. Today, more than 20,000 people work at Brown University Health and bring their unique skills, experiences, and compassion to their jobs every day. Formed in 1994, Brown University Health is a not-for-profit health system based in Providence, RI comprising three teaching hospitals of The Warren Alpert Medical School of Brown University: Rhode Island Hospital and its Hasbro Children's; The Miriam Hospital; and Bradley Hospital, the nation’s first psychiatric hospital for children; Newport Hospital, Saint Anne's Hospital and Morton Hospital, community hospitals offering a broad range of health services; Gateway Healthcare, the state’s largest provider of community behavioral health care; and Brown Health Medical Group, the largest multi-specialty practice in Rhode Island.

Brown University Health is an equal opportunity employer that values diversity of cultural background, race, gender, age, religion, identity, ability, and perspectives - we are actively committed to a diverse workforce that represents the patients and community that we serve. We are invested in creating a respectful, inclusive, and equitable environment that supports the holistic well-being of our employees and their families. Join us and help build a healthier future for our patients - and for yourself.

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