Sr Dept Research Administrator

RIH Rhode Island Hospital; Rhode Island; Hybrid; USD 68,000 - 112,000; Full time

Job summary

Brown University Health seeks an experienced research administration professional to plan, monitor, and coordinate departmental research activities. You will collaborate with senior leadership and the Office of Research Administration on space, HR, and budget planning while ensuring compliance with regulatory requirements.

The role offers flexible remote work and requires strong communication skills, cross-functional coordination, and a track record in academic research administration.

Qualifications

• Bachelor’s degree required; Master’s degree preferred.
• Five+ years of progressively responsible experience in a research academic environment including federal and non-federal funding, clinical trials, grant applications, and related regulations.
• Excellent verbal and written communication skills and ability to interact with diverse stakeholders.

Responsibilities

• Serves as point person to coordinate communication among research administration, faculty, and department leaders.
• Coordinates recruitment and relocation logistics for new faculty and staff.
• Assists in establishing space for recruitment and oversees facility management coordination.
• Leads special projects such as major grant proposals, reports, and budget monitoring.
• Reviews applications for budget, sponsor requirements, and indirect cost provisions with investigators and departments.
• Creates and executes monitoring plans with the Office of Research Administration.
• Develops departmental budgets and coordinates physician salary reimbursements for research.
• Maintains regulatory compliance and assists with IRB/ACUC submissions as needed.
• Maintains records and reporting for funding levels, expenditures, and personnel changes.

Skills

Verbal communication

Written communication

Interpersonal skills

Attention to detail

Problem solving

Education

Bachelor's degree in business administration, public administration, finance or related discipline

Master's degree preferred

Tools

Microsoft Word

Excel

Access

Windows

Research administration software

Job description

SUMMARY:

Reports to Departmental Administrative Manager, Chair or Chief of the Department. Plans, develops, monitors and coordinates the academic departmental research administrative activities for the department. Works with senior departmental leadership to ensure departmental resources are available for research and collaborates with the Office of Research Administration in space planning, human resource planning and departmental budget planning. Works closely with academic departmental leadership in the development of departmental policies, procedures and education with regard to research in the department. This position offers flexibility to work fully remote. 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 between research administration, faculty, divisional and/or departmental leaders, and other hospital and university departments.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.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.Provides direct assistance, guidance, and resources information to departmental faculty seeking funding for research endeavors. Assumes or may assume responsibility for handling complex proposals. 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 Human Subjects, to ensure that guidelines are met. Forwards completed applications to research administration for final approval.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 investigator (PI) or administrator may need closer monitoring to prevent activity which could affect the institution negatively. Works closely with the Office of Research Administration to create and execute special monitoring plans for specific projects. May intervene to point out available resources or alternative procedures as appropriate. Develops departmental resources and procedures with regard to the special requirements of clinical trials.In conjunction with the academic department’s goals, develops the departmental research budget. Collaborates closely with the appropriate faculty practice administrator or hospital administrator for the appropriate reimbursement of physician salaries for research. Monitors such budget throughout the fiscal year to ensure appropriate expenditures.As appropriate, coordinates human resource and payroll issues for the department. Interacts with research administration and human resource department regarding new positions, recruiting, hiring of students, job changes, salary reviews and other related policies and procedures to assist Principal Investigators and departmental leadership. May serve as the departmental approver for time and attendance.Creates reports for departmental administration regarding funding levels, grant submission and award activities. 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.Reviews, and with assigned signature authority, approves or rejects expenditures for specific projects, including purchase requisitions, check requests, expense vouchers, travel advances, and capital expenditures.Ensures that department is compliant in time and effort reporting. Monitors employee change forms for research faculty and staff within the department. Assures that funds are available and notifies PI and leadership when adjustments become necessary. Coordinates with the Office of Research Administration on problem issues as appropriate and to execute salary split changes and salary transfers as need.Participates in training and education regarding regulatory issues in research to help ensure compliance for the investigator and department. May assist Principal Investigators with IRBACUC submissions, including guidance on electronics submissions of protocols.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.Maintains current knowledge of institutional and sponsor requirements, procedures and areas of interest through active communication with the Office of Research Administration and sponsors and professional societies. Maintains awareness of new or changed regulations.Selects, evaluates and trains subordinate administrative staff.Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

BASIC KNOWLEDGE: Bachelor’s degree in business administration, public administration, finance or other related discipline. Masters’ degree preferred. EXPERIENCE: Five or more years of progressively more responsible experience in a research academic environment to include federal and non-federal funding, clinical trials, 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. SUPERVISORY RESPONSIBILITY: May provide direct supervision for personnel assigned to the department’s program. Normal office environment. This position offers flexibility to work fully remote. Pay Range: $67,724.80-$111,716.80 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: Remote-Rhode Island - N/A Providence, Rhode Island 02901 Work Type: M-F 8am-5pm 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. Company Location Belonging and Engagement Nursing Our Mission