Sr Information Analyst

Responsibilities

The Department of Pharmacology and Physiology is a research-intensive basic science department with over $7.5 million in annual sponsored research expenditures. The department also manages the basic science pre- and post-award sponsored research and education activities for the Department of Anesthesiology and Perioperative Services in a Business Center format. Departmental faculty mentor nearly 40 graduate students and responsibility for the activities related to the Cellular and Molecular Pharmacology and Physiology Program resides within the Department of Pharmacology and Physiology. Faculty members teach extensively and direct courses in both graduate and medical education programs, and staff members provide considerable support to all of these educational programs. The Department has numerous databases and systems to support its research, educational, and SIA missions.

The SIA will perform in an independent manner a wide range of responsibilities as it pertains to overall management of a NIH P50-funded Conte Center Grant on Obsessive-Compulsive Disorder Research and Dr. Suzanne Haber’s extensive and complex research portfolio. The SIA will oversee Dr Haber’s pre- award and post-award activities. The SIA will develop, formulate, improve, or update research-related projects and systems, databases, and on-line systems, etc. The SIA will gather information, analyze and interpret data to be compliant with institutional policies; complete projects related to sponsored research and research accounting, and appropriately disseminate information to personnel. The SIA will also conduct information analyst activities related to sponsored research administration and accounting for Dr. Haber’s research program.

F UNCTIONA L JOB DESCRIP T ION

E SSENTIA L T ASKS

Silvio O. Conte Center Project Administration (65%) The SIA will be responsible for administrating all aspects of a multi-institutional Silvio O. Conte Center on the Neurocircuitry of Obsessive-Compulsive Disorder. This NIH P50 Center supports five research projects and four cores at the University of Rochester and collaborating institutions. In addition to participants from the five projects and four cores, there are several internal and external consultants. The Center supports many collaborative activities and events including, but not limited to: bimonthly center meetings; Scientific Advisory Board meetings; annual NIH progress report submissions; compliances; a training program; an outreach program; a Center website. The SIA will oversee coordination of these activities. Excellent communication skills are essential to carry out the administrative aspects of this Center across several sites. Responsibilities include:

Center Research Administration (25%)

• Maintain compliance. IRB: Train in understanding and work with University of Rochester’s RSRB maintain IRB compliance. Collect IRB information from each collaborating institution, enter data into the University of Rochester overall IRB for the Center. UCAR: Keep track of timelines and updates for ensuring UCAR compliance. NIH recruitment milestone recording (RMR): Collect milestones from each relevant institution, enter milestones in the NIH database three times/year. Maintain publication records in compliance with the NIH Public Access Policy.

• Website. Work with UR web services to develop, update and maintain Conte Center website. Collect information from each site to be posted on the website. Help maintain postings and communication across projects and cores through the website.

• Contacts. Maintain active, up to date contracts for: each project, core, and consultants, including all scientific members, administrators, members of the Scientific Advisory Board, NIH contacts essential for the Center’s operation, including the grant manager, and the program officer.

• Training program. Coordinate training program activities for young scientists including managing starter grant funds and inviting young scientists from contributing laboratories to center meetings.

• Outreach program. Oversee administrative aspects of the Conte Center outreach program including dissemination of information about OCD to the scientific community, advocacy groups and the public.

Scientific Meeting Coordination and Center Director Travel all awards (20%)

• Plan and make arrangements for professional meetings and seminars. Research travel options for Dr. Haber, secure, book, and facilitate payment and preparation of detailed itineraries and agendas. Work closely with meeting planners at host institutions, coordinate meeting schedules, conference calls, etc.

• Organize bimonthly Center meetings: Poll Conte Center members for available meeting dates and times and send reminders as the date nears. Some meetings will be carried out in-person, others will be virtual. For in-person meetings, duties will include arranging meeting rooms, hotels, meals, and assisting with transportation and collecting receipts for reimbursement.

• Scientific Advisory Board (SAB) meetings. Poll Conte Center members and SAB members for available meeting dates and times and send reminders as the date nears. Duties will include: Arranging meeting rooms, hotels, meals, and assisting with transportation and collecting receipts for reimbursement from each participant.

• Complete Travel and Conference Reports. The SIA will review meeting expenses, subcontracting invoices, and any other program-related expenses and documents to ensure compliance with grant or institutional terms and conditions and budgets, following institutional and departmental processes for review and signature. Upon completion of travel, work directly with Center Director to obtain receipts, confirmations, emails, registrations, etc. required for reimbursement, ensuring that sponsor guidelines are adhered to for reimbursement. Gather, organize and prepare Business Expense and Travel Reimbursement forms, obtain necessary reviews and approvals for payment. Track and monitor reimbursements. Prepare Request for Payments and utilization of other on-line payment systems for hotels, publications, etc. Facilitate payments and reimbursements of Center Grant researchers and venues upon completion of meetings and events.

Database/Systems - all awards (5%). Utilize electronic systems, including Publications, Endnote, Papers, and BOX to manage Dr. Haber’s sponsored research projects. The SIA will have an expert understanding of these systems to ensure that data is accurate and that searches can be conducted for accurate and timely retrieval of information for analysis and reporting purposes. Work with department Pre-Award/HR/Operations Admin II to ensure Dr. Haber’s: 1) equipment and space are updated in the University Space and Equipment databases and participate in audits as needed and 2) update planned, pending, active, retired and rejected applications in the department’s ACCESS research database. The SIA will work with Dr. Haber’s laboratory personnel to place orders using the University on-line procurement systems (e.g. P2P), including providing guidance with regard to determining proper allocation of laboratory expenses, as well obtaining quotes and review/approval of purchases among research projects.

Program Materials and Publications all awards (5%). The SIA will be responsible for compiling publication edits and tracking publications for progress report submissions. The SIA will develop and maintain various databases, including library databases for document referencing and use in publications and presentations: update reference databases, Endnote and Papers.

Scientific Progress Report Submissions all awards (5%). The SIA will be responsible for all non-fiscal aspects of the progress report submission, including communication with the subcontracting institutions to gather, organize, and assemble the progress report in a timely manner. Working closely with Center Grant Director and personnel at subcontracting institutions, as well the department Post-Award Admin II, the report will consist of budget development and fiscal reporting, scientific progress, coordination of publications for each project and core, updated other support, and coordination of all educational, human subject, and animal use certifications for all project personnel. While progress report material will be gathered through the budget year, the actual compilation of the report will generally take 4-8 weeks to complete each year.

Other Conte Center Duties (5%). The SIA will also participate in some non-Center Grant activities that are central for the PI to carry out Center responsibilities. These responsibilities include, but are not limited to supporting laboratory personnel with research-related compliance and educational training; overseeing laboratory purchases for the Center Director’s portfolio; and planning and coordinating travel arrangements and appointments for visiting collaborators or students, which includes foreign collaborators. The SIA will attend various special-purpose meetings and report findings to staff.

Sponsored Research Post-Award/Finance (20%). The SIA will be responsible for all fiscal and post- award administrative activities related to Dr. Haber’s research program, inclusive of P50, R01, foundation and other research awards and contracts. The SIA will work closely with the Finance/Post- Award Administrator II to ensure that all regulatory reporting activities are appropriately interpreted, followed, and in compliance with institutional, state and government regulations, and agency-specific requirements. The SIA will utilize the URGEMS encumbrance accounting system and URF/WORKDAY to manage sponsored research and institutional accounts. The SIA will keep abreast of institutional policies that govern grants management, as well as an advanced knowledge of relevant university systems (URGEMS, HRMS, IORA, UR Financials, and P2P) and will participate on user groups or teams as needed. Utilization of the University COEUS and COGNOS system and departmental sponsored research database for reporting and analysis of Dr. Haber’s research projects. Develop and/or update best practices for grants management. Responsibilities include:

• Set up and maintain accounts in URGEMS following departmental standards. Analyze and monitor monthly ledgers and reconcile charges with URGEMS and UR Financials. Identify discrepancies, problems or errors and make necessary corrections. Prepare monthly URGEMS encumbrance reports reflecting expenditures and balances, and prepare detailed spreadsheets as needed. Meet with Dr. Haber and senior staff on a regular basis to review reports, changes as funding is awarded or ends, and to identify any special reports or projections to be prepared. Ensure back-up documentation for expenditures is appropriate and will suffice for audit purposes. Portfolio includes the administration of large, complex projects and grants with multiple and foreign subcontracts. Work closely with subcontracting institutions to request subcontract-related materials, including budgets and personnel effort for progress report submissions, invoicing and payment issues, and compliance with institutional and sponsor terms and conditions. Assist with URGEMS data entry and participate in staff projects for best practices related to all aspects of sponsored research administration. Keep Dr. Haber and senior staff advised on the status of projects, accounts, and audit issues. The SIA will also work with Payroll, Finance, Purchasing Departments, and Cost Centers to resolve ledger issues and errors.

• Develop specialized financial reports and spreadsheets as needed for the appropriate review and management of account ledgers as requested by Dr. Haber. Prepare projections and analyze as necessary for accuracy and adherence to agency guidelines, ensure compliance with internal and external (federal or agency specific) regulations to ensure all transactions are compliant. Routinely meet with Dr. Haber and senior staff to review status of accounts and to make recommendations for the appropriate allocation of funds and/or cost savings. The SIA will lead the completion of annual sponsor-required progress reports, with input from senior staff as needed.

• Liaison with ORPA, ORACS, Accounts Payable, Purchasing, HR, Auditing, and other service departments, as well as funding agencies and subcontracting institutions. Consult with ORPA, ORACS, and Auditing on matters such as purchasing restrictions, allocations, reasonableness of costs and effort. Attend sponsored research-related meetings. Meet with Dr. Haber and laboratory personnel to review departmental policies and procedures for the management of sponsored research funds and other institutional accounts. Prepare cost-share commitment forms as needed. Utilization of HRMS for payroll, distribution changes, appointment forms, cost-share certification, and reporting purposes. Review various HRMS reports, analyze data, and prepare summary reports for Dr. Haber and Senior Staff as needed.

• Prepare detailed and complex carryforward budgets and work with Dr. Haber, subcontract institutions, and Sponsor as needed. Close-out accounts and prepare URGEMS reports and preliminary or final financial reports for ORACS. Prepare preliminary agency financial reports as required by sponsor or ORACS. Review reports with Dr. Haber and senior staff as needed. Develop (or improve existing) spreadsheets and reports as needed for closeout activities. Ensure final close-out materials and all supporting documentation will withstand audit.

• In consultation with the senior staff, develop and maintain spreadsheets for the management of each subcontract. Develop standards for presentation of current and expenses-to-date, balances, and reporting deadlines for timely payment of invoices and compliance with terms and conditions of varied sponsors. Analyze existing subcontract process and spreadsheets to better streamline process. Oversee the processing of subcontracting invoices. Follow-up on subcontracting or sub- recipient issues with ORPA, ORACS, or subcontracting institutions.

Sponsored Research/Pre-Award Administration (15%)

Responsible for coordinating all pre-award administrative activities for Dr Haber’s research program. The SIA will work closely with the Pre-Award/HR/Operations Administrator II to ensure that all sponsored research proposals are timely submitted and follow required sponsor submission requirements. Responsibilities include managing all pre-award administrative activities including developing research budget, prepare cost-share commitment forms when applicable, and other plans consistent with the pre- award objectives of the program. Maintain expert status for utilization of all sponsored funding agency and institutional pre-award proposal systems. Responsible for management of administrative business processes and practices as necessary to support pre-award sponsored research activities and to comply with institutional, federal, and state policies. The SIA will develop proposal budgets and gather pertinent data related to other aspects of the proposal. Ensure all proposals are submitted with appropriate information and comply with sponsor-specified guidelines. Utilization and access to all departmental, institutional, and sponsor databases and websites will be necessary as great attention to detail is required for project completion. The SIA will work with ORPA throughout the proposal and progress report submission process, as well as when subcontracting institutions are involved in the proposal or award. The SIA will take the lead and work with Senior Staff on Dr. Haber’s proposal deadlines, with emphasis on budget analysis of previous costs (utilizing the URGEMS database reports and URF) for the development of proposal budgets and preparation of budget justifications. As most sponsors are now using on-line systems, the SIA will need an advanced understanding of sponsor systems (e.g. ASSIST, ProposalCentral), as well as all institutional policies that govern proposal submissions. Utilization of University COEUS system and departmental ACCESS sponsored research database for reporting and departmental ACCESS sponsored research database for reporting and analysis of Dr. Haber’s research projects and pending proposals. The SIA will work closely with subcontracting institutions during the proposal process. May participate in audits and related activities as appropriate. Prepare all required pre-award documents (e.g. NIH Just-In-Time submissions).

Other projects and job duties as assigned.

Requirements:

• Bachelor’s degree (Master’s degree preferred) or equivalent training, coursework, or experience and 4+ years of relevant work experience in the analysis and dissemination of information, including work at a professional level, preferably in an educational and research institution, or equivalent combination of education and experience.

• Strong presentation skills and the ability to communicate effectively (including written communication) with a diverse population, internal and external to the institution.

• Possesses excellent organizational, interpersonal, analytical, and computing skills, including Word, Excel, Access, PowerPoint, and related University and sponsor systems.

• Proficient with electronic systems, including Publications, Endnote, Papers, and BOX.

• Willingness to share knowledge and experience, and to continue to adapt to a rapidly changing environment.

• CLASP certification will be necessary.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $ 50,000 - $100,000 Annually

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 054 Pharmacology & Physiology
Schedule: 8 AM-5 PM