Sr Dept Research Admin

Reports to Departmental Administrative Manager Director 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.



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.

Assists the Director and department faculty in all aspects of preparing grant applications including interpretation of sponsor guidelines budget development and justification and working with the office of Research Administration on all aspects of the application.  Reviews grant applications for completeness and adherence to various appropriate formats content and appropriateness of administrative information as established by grantor and hospital policies and procedures. 

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.

Assists Director with planning and web presence for the Department.  Works closely with Web Marketing and Development offices to highlight departmental accomplishments including preparation of annual reports and plans.  Prepares/provides other reports and documents as requested by the Director; attends related meetings on regular basis. Perform other related duties as assigned by the Director such as special projects.

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 IRB/IACUC submissions including guidance on electronics submissions of protocols.

Arranges meetings and conferences for Director schedules interviews and appointments completes travel arrangements and maintains personal calendars without prior clearance.  Assembles necessary background material for scheduled meetings.

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.


Other information:


Bachelor�s degree in business administration public administration finance or other related discipline.  Masters� degree preferred.


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.


Functions independently within a broad scope of department policies and practices; generally refers specific problems to the supervisor only where clarification of department policies and procedures may be required.


Normal office environment.


May provide direct supervision for personnel assigned to the department�s program.


Lifespan is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin age ethnicity sexual orientation ancestry genetics gender identity or expression disability protected veteran or marital status.   Lifespan is a VEVRAA Federal Contractor.


Location: The Miriam Hospital USA:RI:Providence


Work Type: Full Time


Shift: Shift 1


Union: Non-Union