Research Administrator III - Full-Time

Shirley Ryan AbilityLab; Chicago (IL); On-site; USD 61,000 - 103,000; Full time

Job summary

Join Shirley Ryan AbilityLab as a Research Administrator III, where you will manage complex research portfolios and ensure compliance with funding requirements. You will collaborate closely with principal investigators, oversee budgets, and mentor junior staff. This role is crucial in advancing human ability through innovative research integration.

Benefits

Comprehensive benefits program

Supportive working environment

Qualifications

• Minimum 4 years of research administration experience.
• In-depth knowledge of federal and institutional regulations.
• Experience in reviewing and managing contracts.

Responsibilities

• Oversee complex research projects and ensure compliance.
• Collaborate on proposal development and budget preparation.
• Provide mentorship to junior research administrators.

Skills

Grant proposal preparation

Budget formulation

Financial reporting

Compliance oversight

Analytical skills

Communication

Education

Bachelor’s Degree

Tools

Microsoft Office Suite

Job description

By joining our team, you’ll be part of our life-changing Mission and Vision. You’ll work in a truly inclusive environment where diversity and equity are championed through words and actions. You’ll contribute to an innovative culture that is second to none, one that embraces curiosity, discovery and compassion. You’ll play a role in something that’s never been done before as we integrate science and clinical care to help patients achieve better, faster outcomes — as we Advance Human Ability, together.

Job Description Summary

The Research Administrator III manages more complex research portfolios, potentially involving multiple labs, and oversees both pre- and post-award activities. With at least four years of experience in research administration, this role involves significant decision-making authority, particularly in managing budgets, ensuring compliance and overseeing contracts. In the pre-award phase, the Research Administrator III collaborates with principal investigators on proposal development, ensuring the preparation of competitive, compliant submissions, and providing guidance on budgeting and funding agency requirements. Post-award, this role includes financial oversight, ensuring proper fund allocation, compliance with sponsor terms, and accurate reporting. The Research Administrator III also provides mentorship and training to junior staff, supporting their development and facilitating smooth onboarding processes which contribute to the broader success of the research administration team. Advanced knowledge of funding agency requirements, institutional policies, and financial management is essential.

The Research Administrator III will consistently demonstrate support of the Shirley Ryan AbilityLab statement of Vision, Mission and Core Values by striving for excellence, contributing to the team efforts and showing respect and compassion for patients and their families, fellow employees, and all others with whom there is contact at or in the interest of the institute.

The Research Administrator III will demonstrate Shirley Ryan AbilityLab Core Attributes: Communication, Accountability, Flexibility/Adaptability, Judgment/Problem Solving, Customer Service and Core Values (Hope, Compassion, Discovery, Collaboration, and Commitment to Excellence) while fulfilling job duties.

Job Description

The Research Administrator III will:

• Oversee a portfolio of complex research projects, including those involving multiple labs, ensuring proper coordination and adherence to institutional, sponsor, and regulatory requirements.

• Collaborate with principal investigators during the pre-award phase to develop comprehensive grant proposals.

• Ensure accuracy and compliance in preparing budgets, justifications, and other required administrative documents, while adhering to internal timelines and sponsor deadlines.

• Facilitate the award setup process in Workday, ensuring proper award creation, budget allocations, and compliance with award terms and conditions.

• Conduct periodic reviews to ensure financial compliance and regulatory adherence throughout the project lifecycle.

• Monitor awarded project budgets, ensuring appropriate allocation of funds, adherence to sponsor guidelines, and timely adjustments.

• Provide ongoing financial reports and ensure compliance with institutional policies and sponsor requirements.

• Manage project budgets, reconcile financial discrepancies, and provide financial projections and reports to principal investigators and scientific chair(s).

• Monitor and track expenditures, ensure compliance with sponsor guidelines, and assist with re-budgeting and modifications to grants.

• Prepare and process subawards and consultant agreements, coordinating with external partners to ensure all documentation is accurate, compliant, and aligned with project goals and timelines.

• When applicable, coordinate with the legal department to review and negotiate terms for complex subawards and consultant agreements, ensuring compliance with institutional and sponsor requirements.

• Serve as a liaison between principal investigators, administrative offices, external partners, and legal teams to facilitate clear communication regarding grant applications, reporting, compliance matters, and contract negotiations.

• Assist with preparation and submission of annual progress reports, ensuring accuracy and timeliness in accordance with sponsor requirements.

• Manage the closeout process for research awards, ensuring all deliverables are met, final financial reports are submitted, and any remaining funds are appropriately reconciled and returned if necessary.

• Assist with internal and external audits ensuring accurate record keeping and documentation for pre- and post-award activities.

• Contribute to the creation and refinement of administrative procedures, improving operational efficiency and ensuring they reflect current funding agency and institutional policies.

• Mentor and train junior research administrators, supporting their professional growth and ensuring consistency in administrative processes across the team.

• Perform all other duties that may be assigned in the best interest of the Shirley Ryan AbilityLab, including special projects.

Reporting Relationships:

• Reports directly to the Manager, Grant Administration.

Knowledge, Skills & Abilities Required:

• Bachelor’s Degree OR appropriate combination of education and experience.

• Minimum 4 years of research administration experience at a hospital or university, and continued development of professional experience.

• In-depth knowledge of federal, state, and institutional regulations governing research funding, compliance and reporting requirements. Advanced understanding of research administration processes, including pre- and post-award management, sponsor guidelines and institutional policies. Strong skills in grant proposal preparation (federal and non-federal), including budget formulation, and navigation of institutional and sponsor submission systems.

• Expertise in budgeting, financial reporting, and expenditure tracking, with the ability to analyze financial data to ensure compliance with funding arrangements.

• Experience in reviewing, negotiating, and managing contracts and subawards, ensuing compliance with funding agency terms and institutional guidelines.

• Demonstrated ability to mentor, train, and support junior staff, fostering professional growth and enhancing team effectiveness.

• Ability to exercise independent judgment within assigned area of responsibility to determine appropriate action.

• Strong analytical and critical thinking skills, with the ability to proactively identify and resolve issues related to project budgets, compliance, and award management.

• Excellent written and verbal communication skills necessary to effectively present financial information and project updates to stakeholders and leadership.

• Effectively responds to inquiries.

• Ability to prepare clear and concise reports.

• Highly organized, with strong attention to detail in managing multiple projects and ensuring accuracy in financial reporting, compliance, and document submission.

• Proficient with Microsoft Office Suite (Excel, Word, Outlook), financial management systems, grant submission platforms, with the ability to learn new software quickly.

Working Conditions:

• Normal office environment with little or no exposure to dust or extreme temperature.

Payand Benefits*:

Pay Range:$ 61,872.51 annually- $ 102,706.66 annually

Benefits: Shirley Ryan AbilityLab offers a comprehensive benefits program that is competitive with our industry peers in our geographic locations: https://www.sralab.org/benefits

*Benefits and benefits’ eligibility can vary by position. Actual compensation will vary based on applicant’s experience and qualifications, as well as internal equity.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Equal Employment Opportunity

ShirleyRyan AbilityLab is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.