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University of Rochester DOM - Research Program Administrator - 233214 in Rochester, New York

DOM - Research Program Administrator Job ID 233214

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 057 Medicine - Administration


8 AM-5 PM



Serves at the senior professional level reporting to the Vice-Chair of Finance and Administration and the Vice-Chair for Research in the Department of Medicine. The Department of Medicine is the largest academic department in the Medical Center consisting of 14 medical subspecialties all with active research programs. The research portfolio of the department consists of approximately $30M in extramural funding, over 650 active research FAOs, 110 unique Principle Investigators and over 130 non-investigator research staff. Serving on the management team of the department, this position provides administrative and managerial support for the Department of Medicine in the areas of grant administration, research operations and strategic planning. These responsibilities will include: (a) developing a centralized approach to research administration to drive efficiency and success of the research mission, (b) overseeing central research resources (c) liaison with and extensive contact with other University and Medical Center departments as well as research sponsors and regulatory agencies, (d) representing the Department to outside organizations involved in research, (e) acting as a resource in working with other departments of the University and Medical Center.


Strategic Planning & Implementation:

Develops in partnership with the Chair, Vice-Chair of Research, and Research committee members for development and execution of the Departments strategic initiatives. Executes the research vision for the DOM and identifies members of the department to lead and hold accountable to meeting various goals in the strategic plan. Develops understanding of targeted research interests and looks for funding opportunities and announcements to share with faculty. Uses problem solving and creative thinking to overcome barriers to optimizing research operations. Participates on committees internal and external to the department to stay appraised of the research landscape.

Leadership, Workflow and Compliance Management:

Oversees the day to day activities for the grants administration staff to ensure compliance with institutional policies and expectations, including but not limited to, Post Award Workbooks, Effort Reporting, My Activities, Planned Confirmation System Review, UR Space and financial ledger control in working with the finance team. Responsible for keeping up to date with university and industry regulations, and disseminating and implementing policies within the department to ensure compliance. Manages, creates and leads processes to meet sponsor proposal and reporting deadlines. Implements best practice improvements to achieve maximum efficiency and effectiveness in research operations. Partners with Principal Investigators, Division Chiefs and Administrators on hiring and management of research staff. Provides clear and appropriate expectations/standards. Coaches, develops and mentors members across the department to contribute to optimal research management and fosters an expectation of accountability and recognition for teamwork. Communicates effectively and regularly with staff to set priorities and ensure successful completion of work.

Pre-Award Portfolio Management:

Develops and executes various sponsored project budgets including grants and clinical trials for Department of Medicine principal investigators as assigned. Reviews protocols, NIH announcements, and other funding opportunities with assigned PIs or divisions and assembles/prepares proposal package and project budget to submit to the Office of Research and Project Administration (ORPA). Negotiates clinical trial budgets with industry sponsors. Works closely with principal investigators to compile complete budget and ensure adherence to University and sponsor deadlines. Serves as liaison to sponsors and University offices involved in sponsored funding including the Office of Technology Transfer, Office of Research and Costing Standards (ORACS), Research Subjects Review Board (RSRB), and University Committee on Animal Resources (UCAR).

Post-Award Portfolio Management:

Partners with Principal Investigators (PI), research staff, and others as appropriate to review budget status and receives programmatic updates that impact projects. Reviews account ledgers and financial responsibilities with PI; reviews and makes recommendations regarding staff allocations and spending priorities for assigned portfolio. Review Notices of Award for accuracy and impacts to project. Manages invoicing of sponsors, subcontracts, and administration of other financial transactions pertinent to fiscal success of project. Works with Principal Investigators on progress report submissions, terming projects, extension requests, and processing close out of clinical trials or grants. Identifies funding changes and approaching project end dates to identify funding gaps and suggest new funding opportunities or reassign underfunded grant personnel. Works with staff accountant(s) to prepare and maintain projections for various awards and complete report of expenditures.

Reporting and Communications:

Collects, analyzes, and reports statistics on sponsored projects for the department and centers. Provides analytic and reporting, recommendations and communication at regular department meetings including Division Chiefs meetings, Executive Administration Team meetings, Faculty Meetings, Town Halls, and Joint Oversight Committee meetings. Develops and provides regular reports to Director of Finance and Chair regarding fiscal management of research operations including projected surpluses/deficits, changes in faculty research efforts, potential shortfalls for research staff funding. Analyzes and identifies trends as they relate to sponsored program funding. Reviews out of award spending and close out of accounts in a timely manner. Oversees development and regular updating of department research website and social media posts.


  • Master’s Degree, equivalent course work, or specialized experience in an appropriate field related to the assignment is desirable required

  • 8 years relevant experience including at least 2 years at a managerial level; or equivalent combination of education and experience required.


  • Excellent verbal and written communication skills, including the ability to effectively network within and outside the University and the ability to develop detailed written proposals

  • Excellent staff management and development skills

  • Strong computer skills, including the ability to use Word, Excel, Access, Adobe Writer, and other software packages

  • Knowledge of finance/accounting.

  • 3+ years of research administration experience in sponsored programs desired

    CLASP certification required.

    How To Apply

How To Apply

All applicants must apply online.

The University of Rochester is an Equal Opportunity Employer.