Research Administrator   Email     Print   PDF

Working Title:                  Research Administrator

WHOI Position:                 Research Administrator

Date:                                 January 3, 2012

Position Code:                   2607

EEO Code:                          227

Reporting to the Executive Vice President and Director of Research, oversees and manages programs and processes to ensure compliance with Institution policy and government regulations for the Director of Research (DOR)  Offices’ areas of responsibility. 

Serves as a data manager for DOR’s office, ensuring accuracy of data and maintaining records, reports and filing systems.  Prepares regular or ad-hoc reports for Directorate, Chairs, committees, Administration. Provides information, analysis and advice to the DOR to support decisions and actions.

Research Administration:

Serves as a resource for day-to-day operational issues and questions; advises staff and management on administrative decisions, policies and guidelines.

Reviews proposed DOR office administrative actions to ensure conformance with established policies, guidelines and precedents.

Provides advice and counsel regarding sponsored projects administration to Science and Technical PIs.  Assists in support of audits as directed by senior staff.

Guides others in the review of financial and administrative requirements for research contracts and grant proposals, awards and transactions to assure compliance with institutional and sponsor polices.

Works as needed with Grants and Contracts Services to assess complex contract and grant proposal requirements.  Provides, as necessary, updated pre-award information required by sponsor representatives.

Collects and analyzes data relating to the research enterprise at WHOI, including staff demographics, funding trends, budget analysis etc.

In collaboration with Human Resources and Grants and Contract, monitors compliance with the Conflict of Interest Policy

As needed, informs Scientific and Technical Staff on research compliance requirements

Financial Management, Analysis and Reporting

Manages various accounts, including but not limited to: endowment income, DOR’s discretionary accounts, bridge account, etc.

In collaboration with DOR, Chairs and Dept. Administrators, receives, reviews and approves requests for cost sharing, bridge support, no-cost extensions, etc.

In consultation with DOR and relevant Chair, reviews requests and monitors budgets for start-up packages.

Coordinates the review and award process for Institution internal proposals and awards that are administered by the DOR office.

Oversees and is responsible for budgeting, making and monitoring awards for a variety of overhead functions, including scientist recruitment bonuses, emeritus support, task budgets, and Ocean Institute budgets. Ensures compliance with government audit and Institution policy requirements.

Consults on application of fee policy for proposals and contracts, calculates fee rebates and establishes accounts, and monitors use of fee rebates to offset cost overruns

Works with Controller and Grants and Contract Services  to set up, monitor and close accounts overseen by DOR office

Maintains and updates administrative guidelines, policies, spreadsheet, graphs, and other administrative tools, as needed

Other Duties

Fills in temporarily for DOR Administrative Associate in that person’s absence

Performs other duties as the supervisor may request

Bachelor’s degree with 3-5 years of experience in a not-for-profit environment in an administrative capacity working with senior management; or an Associate’s with 5-8 years of directly related experience; or equivalent combination of education/experience.  Knowledge of budget preparation, grants management and proposal preparation is essential; familiarity with WHOI processes and procedures, as well as its culture, is an advantage.  Must have superior mathematical, analytical, and statistical abilities, including advanced skills in Microsoft Excel, Word, Power Point, and Adobe Acrobat.  Must have strong written and verbal communication skills; strong organization and interpersonal skills.  Demonstrated ability to produce and maintain accurate data and records.  Ability to coordinate multiple tasks and projects concurrently, respond to unexpected situations, and meet deadlines in a timely manner.