Senior Research Administrator

Northwestern University; Chicago (IL); On-site; USD 78,000 - 98,000; Full time

Benefits offered by this job

Health, dental, vision, disability, &

Paid vacation & holidays

Tuition benefits for employee & depend

Pre-tax & flex spending accounts

Retirement savings options

Wellness programs

Job summary

Northwestern University in Chicago seeks a seasoned research administrator to lead complex grant and contract administration within the MED-Medical Social Sciences unit. The role coordinates pre‑ and post‑award activities, guides budgets, sponsor guidelines, and reporting to ensure compliance and efficiency across a mixed portfolio.

The position develops funding strategies, advises on grant opportunities, and supervises staff while collaborating with faculty and external sponsors to advance

Qualifications

• Bachelor's degree or higher required or equivalent combination of education and experience.
• Minimum 5 years of related experience, including 2 years in research administration and 3 years in research/finance/administration.

Responsibilities

• Manages multi‑PI or multi‑unit proposals, grants and contracts.
• Oversees pre‑award administration including proposal submission and budget coordination.
• Oversees post‑award activities including financial monitoring, reporting and compliance.
• Provide leadership and supervision to research support staff and collaborate with faculty and sponsors.

Skills

Organization, time management, detail‑

Multi-tasking, communication

Self-starter, diplomatic, pro-active,\

Education

Bachelor's degree

Experience in research administration

Job description

Location: Chicago, Illinois

Department:

MED-Medical Social Sciences

Salary/Grade:

EXS/9

Target hiring range for this position will be between $78,480-$98.000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Job Summary:

Provides administrative leadership by incorporating a significant amount of experience in support of unit's research programs and mission. May provide sole support to a small to mid-sized unit, or support a portion of activities in a larger unit. Using extensive research administration experience within the same unit, coordinates all aspects of multiple grant &/or contract pre- & post-award activities. Assists in developing new funding opportunities & strategic plans regarding grants &/or contracts by providing guidance & counsel in regard to grant &/or contract administration which includes attending internal & external meetings, interpreting clauses, reviewing contracts, & resolving reporting &/or expense problems. Reviews associated policy & procedures & recommends changes to increase productivity & effectiveness.

Please note: Supervisor provides overall objectives & in consultation with EE develops deadlines. Work is reviewed for fulfillment of objectives & overall compliance with policy & procedures. EE completes majority of activities without direction; consulting with supervisor only in regard to new or unusual circumstances.

EE uses judgment & an extensive amount of experience to adapt an advanced knowledge of skills, methods, practices, policies & procedures & a moderate degree of innovation, analysis, & reasoning to plan & prioritize work that is primarily project oriented & involves some extremely difficult problems &/or decisions. EE interprets policy.

Development Sessions:

• As time and budget allows:
• New-"Brown Bag"-Interested in becoming an RA?
• Need more "How To:" sessions such as:
  • Fill out internal & external paperwork
  • Create & review budget
  • Review sponsor guidelines
  • Read a solicitation
• Five University Business Processes classes (HR700, HR705, HR715, HR725, HR740)New-"Brown Bag"-Interested in becoming an RA?
• NU-ORI-Res Dam Training session
• SCS course: Grantsmanship for the Research Professional
• NCURA-National Council of University Research Administrators/SRA - Society of Research Administrators International (regional or national meetings)
• Certified Research Administrator (CRA)
• ASRSP effort reporting 101
• NU Financials budget reconciliation and reporting
• Audit & Advisory best practices

Specific Responsibilities

Complexity

• Typically administers multiple research projects such as:
• Complex multi-PI or multi-unit proposals, grants &/or contracts
• Research portfolio for a more complex small to mid-sized unit
• NIH U-approximately $500K+/yr. over multiple yrs.
• NIH P-approximately $500K+/yr. over multiple yrs.
• NIH T-approximately $100-$200K+/yr. over multiple yrs.
• DOD and industry awards
• Center or program grants
• Proposals with cost sharing
• Fixed-price contracts
• Non-funded negotiations such as NDAs, user agreements

Pre-Award

• Manages pre-award administration of grants and &/or contracts.
• Coordinates proposal submission.
• Coordinates budget and justification preparation.
• Completes sponsor and university proposal forms.
• Coordinates IRB and IACUC protocols; sub-recipients, facilities, administrative costs, space, and co-investigator agreements.
• Creatively and proactively evaluates and resolves problems and makes decisions.

Post-Award

• Coordinates post-award activities.
• Monitors execution of all financial transactions in research portfolio.
• Forecasts & provides information for reports on financial status of projects.
• Manages day-to-day financial functions.
• Verifies that protocols are linked to CUFS chart strings; labor distribution assignments.
• Completes expenditure reviews.Reconciles monthly payroll entries.
• Verifies & processes cost share entries.
• Prepares & submits invoices to sponsors.
• Identifies program income issues.
• Proposes resolutions to overdrafts.
• Prepares interim & final financial reports.
• Facilitates account close out activities.
• Participates in efforts to improve research administration including serving on university committees related to research administration.

Financial

• Oversees unit's entire sponsored project portfolio.
• Reviews transactions and resolve issues that requires a more complex level of financial understanding such as cost-sharing &/or effort reporting knowledge.
• Provides information to senior management that is used for department budgeting purposes.

Human Resources

• Manages & integrates all departmental staff efforts for grant &/or contract administration.
• Provides research administration training.
• Develops staff.
• Mentors other administrative staff in research administration.
• Serves as the primary resource for research administration guidance.

Compliance

• Ensures compliance with all appropriate NU policies & practices; local, state, federal, agency & sponsor rules, regulations & requirements regarding grant &/or contract administration.
• Recommends changes to improve programs, policy &/or practice.
• Resolves compliance problems & issues working in conjunction with faculty.

Supervision

• Provides direct supervision to research support staff.
• Assigns & reviews staff work.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• A minimum of 5 years' experience required with 2 years of research administration and 3 years of research, finance, administrative or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Organization, time management, detail oriented
• Multi-tasking, communication
• Self-starter, diplomatic, pro-active, manage stress
• Managing people
• Provide leadership by cooperatively anticipating, coordinating, strategizing

Preferred Competencies: (Skills, knowledge, and abilities)

• Experience in managing complex awards

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parentalleave;tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:

Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.

We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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