Research Administration Specialist

The Research Administration Specialist is responsible for financial, data analytics and administrative functions supporting externally sponsored projects at the University.

Responsibilities include:

  • Pre-award Project Coordination and Development
    • Work with internal and external customers to determine project needs and requirements
    • Interface with and assist faculty who are submitting proposals to external funding agencies
    • Analyze project intent and components to determine project format and coordinate required components with faculty
    • Ensure proposal compliance with University and Sponsor regulations
    • Assist faculty in developing budgets (utilize internal budget template; ensure correct salaries, fringe, overhead, tuition, etc. rates applied; assist faculty in drafting written budget justification; transfer budget figures into Sponsor-specific formats as necessary)
    • Interface with and request information from potential subaward institutions, navigate online application portals.
  • Post-award Research Accounting
    • Set-up procedures for project funds once awarded (Banner, Microsoft Excel, Physical and Electronic files, internal fund analysis worksheets, etc.)
    • Maintain organized electronic and physical project files, keep internal tracking worksheets continually updated (Microsoft Excel, Personnel Database, etc.)
    • Coordinate student completion of Responsible Conduct in Research (RCR) requirements (identify applicable students/requirements, send instructional email, follow up to ensure completion and collection of certificates, keep internal RCR list up to date).
    • Process and approve expenditure requests on project funds; continually monitor all expenditures for compliance with University and Sponsor/contractual regulations/requirements.
    • Process and approve payroll requests on project funds (students, PAFs, etc. ensure funding availability, payroll chargebacks as necessary). Set up projects in Banner to allow for time to be recorded on timesheets
    • Generate and process accounting functions as necessary (journal entries, budget adjustments, etc.)
    • Generate and process contract changes as necessary (modifications, budget adjustments, extensions, etc.)
    • Monitor and facilitate cost-sharing functions as necessary; ensure cost-sharing compliance with University and Sponsor/contractual regulations/requirements.
    • Track spending and data trends over time for compliance and budget purposes of various projects
    • Post-award activities for technical testing/services (process & record incoming quotes, process payroll distributions and residual balance transfers as necessary, follow up with faculty on completion of work to identify jobs needing billing).
    • Continually update project fund analysis reports with expenditures/encumbrances, etc. Perform analysis on project funds on a monthly basis - internal reconciliations of fund analysis worksheets to Banner finance system; identify and correct errors, process fringe/overhead distributions.
    • Write, draft or contribute to various state and federal reports, as requested by supervisor.
    • Initiate end of project notices and close outs to determine if any changes are needed and that project completions are on track for time and budget
    • Liaise between faculty and Sponsors for reporting requirements, status updates, requested information etc.
  • Sponsored Project Billing and Receivables
    • Analyze all active sponsored projects in order to generate and send invoices to external sponsors. All projects require at least monthly review/billing, some projects more frequently. Private companies and some not-for-profit sponsors require paper or PDF invoices, many Federal and State sponsors require EFT requests/drawdowns (e.g. WAWF, ASAP, ACM$).
    • Analyze all outstanding invoices on a monthly basis to determine receivables status. Follow up with sponsors when receivables are past expected date. Assist DOSP with scenarios requiring collections.
    • Coordinate with the University business office to deposit received funds (checks, EFT, etc.) into the correct sponsored project accounts.
  • Other Responsibilities as Requested


  • Two-year business, accounting, data analytics or related degree required. Bachelor’s degree preferred.
  • Experience with financial account reconciliation processes and analysis/interpretation of financial and administrative regulations (institutional, state, or federal).
  • Experience drafting reports to state or federal agencies (project reports), project management, analyzing data sets for trends over time.
  • Previous experience in research administration (pre- and post-award, grant accounting) and calculating federally approved indirect cost rates preferred.
  • Analysis/problem solving and spreadsheet (Microsoft Excel) skills are essential.
  • Ability to work independently.
  • Ability to manage time efficiently.
  • Thorough/detail oriented.
  • Contract development and management experience and knowledge preferred.
  • Ability to deal with many different personalities professionally.
  • Customer service oriented.

Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law. Protected veterans, minorities and women are encouraged to apply.

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