Manager, Research Administration (Special Projects) - Hybrid

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The Office of Research Administration (ORA) is the University's institutional office responsible for reviewing, endorsing and submitting proposals to extramural sponsors for research, clinical trials, training, instructional and other sponsored activities.  As a leader in the Office of Research Administration (ORA), the Manager, Research Administration (Special Projects), is integrally involved in the review and analysis of complex sponsored projects and provides research administration services to a portfolio of academic departments and research units, including acting as one of the institutional liaisons with external sponsors.  The Manager, Special Projects provides administrative support for pre-award, contract, and post-award processes as assigned by the Associate Vice President for Research Administration to ensure the success of initiatives aimed at improving processing times, data quality, and customer service.  Ensures that sponsored projects are consistent with sponsors and University policies and guidelines, while providing outstanding customer service to faculty and support staff.

CORE JOB FUNCTIONS                                                                                                          

Ensures timely, accurate and compliant proposal submissions. Conducts comprehensive analysis and negotiates all research agreements, evaluating terms and conditions of research grants and contracts involving awards from various sources, including:  government, foundation, corporate and, engaging in negotiations to establish the financial, legal, and other contractual terms.  May be required to oversee staff responsible for creating compliant billing grids for clinical research projects to maintain billing compliance. Conducts comprehensive analysis and negotiates all applicable research contract and grant budgets, focusing on clinical care pricing, fair market value, from various sources, including:  government, foundation, corporate and industry. Interacts with other ORA personnel, Principal Investigators and study teams, Compliance, IRB (Human Subject Research Office), Technology Transfer, Risk Management, and other relevant offices to ensure that research initiation is managed in an efficient and effective manner consistent with UM policies and procedures, and that applications are compliant and fiscally sound. Maintains advanced knowledge of applicable OMB circulars, NIH Policy Statement and other applicable regulations. Provides updates and status reports to senior management on a regular basis by track relevant data using University systems and other tools and provides leadership with metrics, including through output and turnaround time. Oversees, trains, and mentors staff in assigned team. Partners with other departments to facilitate transparent and accountable research administration and coordinate documentation and approval processes. Leverages real-time dashboards to monitor team performance, ensuring the team consistently meets or exceeds Service Level Agreement Key Performance Indicators. Drives a culture of accountability by basing team performance assessments on measurable data.

Identifies process inefficiencies through data analysis and suggest/implement improvements. Provides updates and status reports to senior management on a regular basis by track relevant data using University systems and other tools and provides leadership with metrics, including through output and turnaround time. Maintains effective relationships with sponsor representatives to facilitate communication.  Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures. Ensures employees are trained on controls within the function and on University policy and procedures.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                         

Education:

Bachelor’s degree in relevant field. Master’s degree in relevant field preferred.

Certification and Licensing:

CRA or CFRA or CHRC certification preferred

Experience:

Minimum 5 years of relevant experience, ideally in an academic setting. Appropriate combination of relevant education and/or experience may be considered.

Knowledge, Skills and Attitudes:

• Knowledge of business and management principles.
• Extensive knowledge of research administration, preferably in academic institution clinical research.
• Extensive knowledge of financial principles, Medicare regulations, healthcare reimbursement principles, laws and regulations guiding clinical research.
• Ability to efficiently research complex information and use it for establishment and improvement of work processes, reporting and data analysis.
• Ability to direct, manage, implement, and evaluate department operations.
• Ability to effectively plan, delegate and/or supervise the work of others.
• Ability to lead, motivate, develop, and train others.

Department Specific Functions

The Manager of the Office of Research Administration (ORA) – Special Projects reports to the Associate Vice President for Research Administration and is responsible for providing leadership, oversight and management of ORA’s mission for the Coral Gables, Rosenstiel, and Medical Campuses.  The Manager is responsible for supervision of all personnel assigned to the Manager by the Associate Vice President.

Job Functions:

• Partners with academic and departmental leadership, and grant/contract staff to facilitate transparent and accountable research administration organization in support of principal investigators and the University’s research mission.
• Provides grants management expertise for the University regarding 2 CFR 200 (Uniform Guidance) and the FAR (Federal Acquisition Regulations) in relation to pre-award and training operations.
• Coordinates documentation, approval processes, record keeping, data quality assurance, reporting, and liaison activities within the University of Miami (UM) and outside awarding agencies.
• Directs, reviews, and submits proposals, and coordinates the pre-award activities for Federal agencies, industry and private foundations for support of University sponsored programs.
• Monitors for compliance with agency and UM requirements for assigned activities.
• Engage and support ORA units as assigned to ensure compliance with established Service Level Agreements (SLAs).
• Provides training and support to faculty and administration regarding sponsored requirements and best practices.
• Maintains effective relationships with Federal representatives; facilitate communication and effective management of University sponsored awards.
• Provides information to sponsors and UM personnel in a prompt, accurate and cordial fashion.

• Assesses the regulatory impact on internal business processes.
• Accomplishes special projects in support of the Office of Research Administration
• Seeks ways to improve and enhance service delivery.
• Maintains the commitment to continuous evaluation and assessment of organizational effectiveness.

• Supervises ORA staff to accomplish responsibilities listed above.

The University of Miami is recognized as one of the nation’s premier research institutions and academic health systems and is among the largest employers in South Florida.

With more than 20,000 faculty and staff, the University is committed to excellence and guided by a mission to positively impact the lives of students, patients, and communities locally and globally.

We are dedicated to fostering a culture where every individual feels valued and empowered to contribute meaningfully. United by shared values, the University community works together to build an environment defined by purpose, collaboration, and service.

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Job Status:

Full time

Employee Type:

Staff