Research Administrator - Post-Award

Advertising Summary: Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education. Virginia Commonwealth University is an equal opportunity employer.

https://vcujobs.com/why-richmond

Unit: School Of Medicine MBU

Department: Surgery

Duties & Responsibilities:

The Research Administrator (RA) is responsible for providing comprehensive support for and post-award research administration. This role ensures compliance with institutional, sponsor, and federal regulations while facilitating the efficient administration of sponsored research projects. The RA will work closely with Principal Investigators (PIs), department leadership, and central research administration offices to manage the lifecycle of sponsored projects, from proposal development through award closeout. The RA is expected to provide excellent customer service, ensuring that faculty and researchers receive timely, accurate, and proactive support.

RAs belong to a shared service model which oversees a variety of grant types (clinical and basic science research) across a variety of departments. Volume and complexity of portfolio increase with skill.

This position is eligible for remote work. Candidates living outside the Richmond metro region are encouraged to apply, but may be required to come on-site on occasion (no more than twice annually) for in-service training and professional development activities.

Post-Award Responsibilities:

• Send out monthly reporting, which is at minimum:
  • Effort Summaries
  • Financial projections
  • Confirmation of review of the MER
• Serve as the primary administrative liaison between the PI, department, sponsor, and central offices for financial and administrative management of awards, fostering transparent and efficient communication.
• Distribute monthly reporting including effort summaries, financial projections, and MER review confirmations.
• Serve as the primary liaison between the PI, department, sponsor, and central offices, promoting transparent, efficient communication.
• Establish, monitor, and reconcile budgets, ensuring expenditures are reasonable, allowable, and allocable per sponsor guidelines.
• Manage effort reporting, salary allocations, and ECC compliance; coordinate payroll adjustments and resolve discrepancies.
• Review and process grant transactions, including subaward invoices, cost transfers, and procurement charges.
• Prepare and review financial reports (e.g., forecasts, burn rates), ensuring alignment with budget and funding.
• Coordinate award modifications, such as no-cost extensions, carryovers, budget revisions, and personnel changes.
• Ensure timely submission of sponsor reports (RPPRs, financials, closeouts), proactively tracking deadlines.
• Support audits, maintain accurate grant records, and uphold sponsor/institutional documentation requirements.
• Provide financial guidance to PIs and research teams to support responsible grant stewardship.
• Respond to PI and staff inquiries promptly, delivering customer-focused solutions.
• Conduct regular expenditure reviews to verify compliance; escalate and resolve issues proactively.
• Track cost-sharing, outstanding commitments, and ensure timely resolution of encumbrances and cost transfers.
• Oversee subrecipient monitoring and ensure compliance with risk assessment and documentation standards.
• Understanding and solving for delivery of Effort Reporting
• Federal grant management knowledge on the department and school levels

Risk & Policy Adherence:

• Ensure compliance with federal, state, and institutional regulations governing sponsored research, including OMB Uniform Guidance (2 CFR 200), sponsor-specific policies, and institutional procedures.
• Stay updated on changes in research administration policies and communicate relevant updates to faculty and staff.
• Maintain awareness of evolving sponsor, regulatory, financial management, and institutional policies, advising faculty and department leadership, and staff accordingly.

Other Assignments:

• In support of organization goals, lead or contribute to special initiatives, process improvements, and strategic projects as assigned.
• Actively participate in professional development opportunities, including workshops, conferences, and training sessions.
• Opportunity to engage in campus-wide working groups, committees, or professional organizations to enhance expertise and contribute to best practices
• Maintain any required certifications and pursue relevant credentials that support career growth and organizational excellence.

Qualifications:

Minimum Qualifications

• Candidates with 2 or more years of direct pre and post award research administration experience may be considered for Research Administrator slotting.
• Must possess ability to interpret and apply complex government regulations and contractual terms.
• Must have excellent customer service skills, written and verbal communication skills, be pro-active in asking questions and seeking guidance when needed.
• Strong problem solving and time management skills are essential, including ability to prioritize and manage competing priorities and deadlines.
• Must be precise, thorough, and reliable and perform daily activities with minimal supervision.
• Must be proficient in the use of computers with an ability to learn new systems and software applications with ease. Proficiency in the use of Word, Excel, PowerPoint, and Adobe required.
• RA candidates: Must be proficient in the following areas: budget development, analyze financial transactions for trends and variances; expense forecasting; creating reports and tracking tools; financial reconciliation, monitoring for compliance to sponsor and institutional terms/policy.
• Ability to work as part of a dynamic team is required.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Prior experience in administrative and financial management in an academic setting (to include a working knowledge of state/university purchasing, travel, personnel administration policies and procedures) will be preferred.
• For RA consideration; in addition to direct experience requirements, Certified Research Administrators (CRA) or those with ability and desire to obtain a CRA w/in 2 years preferred.
• Master’s Degree preferred
• Additionally, general understanding of IRB and IACUC policies pertaining to regulatory requirements in animal and human research is a plus.

Salary Range: $60,000-$70,000; Slotting and salary commensurate on experience

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Exempt

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Fully Remote

University Job Title: 93412 - Open