Research Administration Associate

University Of Michigan - Ann Arbor, MI

Full-time - Entry Level

Ann Arbor, MI

10,001+ employees

Educational Services

About the position

The Research Administration Associate at Michigan Medicine plays a crucial role in supporting the research mission of the department, focusing primarily on the pre-award and post-award processes for various grant applications. This position is integral to managing federal, foundation, and industry grant applications, including R01s, U-grants, P-grants, and training grants. The associate will be responsible for preparing and establishing sub-contracts, material transfer agreements, and ensuring compliance with departmental, school, university, and sponsor policies and guidelines. This role requires a thorough understanding of the grant application process and the ability to assist faculty and personnel in interpreting relevant policies and seeking clarifications when necessary. In the pre-award phase, the associate will prepare grant budgets and budget justifications, ensuring that all proposal-related documents are complete and accurate. They will serve as an advisor for sponsored project-related activities, including progress and final reports, and will assist in completing financial reporting and regulatory processes. The associate will also maintain a pre-award filing system and help locate funding sources for faculty, postdoctoral fellows, and students, while assisting with faculty effort allocation and certification. In the post-award phase, the associate will provide high-level financial forecasting and management support to faculty and funds, predominantly for sponsored basic science research and training grants. This includes advising faculty on fund management, alerting them to budget deviations, and ensuring proper accounting of funds. The associate will also establish and monitor sub-contract awards, review receivables and invoicing, and serve as a liaison between faculty and Sponsored Programs staff. This position requires a proactive approach to developing budgets, forecasts, and reports, while monitoring burn rates and analyzing variances. The associate will report to the Chief Department Administrator and collaborate closely with other departmental staff to coordinate financial activities.

Responsibilities

• Manage and support the department research mission with emphasis on the pre-award process for federal, foundation, and industry grant applications.
• Prepare and support the establishment of sub-contracts, material transfer agreements, and other contractual arrangements.
• Ensure departmental, school, university, and sponsor compliance with applicable policies, instructions, and guidelines.
• Assist departmental faculty and personnel in interpreting policies and seeking clarification as appropriate.
• Prepare grant budgets and budget justifications for submission to sponsors, including clinical trial budgets.
• Ensure all proposal-related documents are complete and accurate, including budget pages, bio-sketches, and resources.
• Serve as an advisor for sponsored project-related activities including progress and final reports, and IRB, UCUCA, and OSEH policies.
• Assist with financial reporting, regulatory, and approval processes.
• Maintain pre-award filing system for the department.
• Assist with locating sources of funding for faculty, postdoctoral fellows, and students.
• Provide high-level financial forecasting and management support to assigned faculty and funds in the post-award phase.
• Advise faculty on proper management of funds through monthly reconciling and analysis.
• Monitor budget deviations and suggest alternative courses of action to ensure projects are managed on budget.
• Establish and monitor sub-contract awards and advise on allowability and allocability for procurement.
• Serve as a liaison for faculty with Sponsored Programs and ORSP staff.

Requirements

• A Bachelor's degree in business or related field.
• A minimum of 1 year of related experience, including interpreting sponsor guidelines and completing sponsor and university forms.
• Strong accounting background, especially in sponsored programs and federal requirements.
• Demonstrated attention to detail, analytical and customer service skills.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to set priorities and manage multiple tasks.
• Strong computer skills including Microsoft Office.
• Ability to work effectively and efficiently, both as a team member and independently.
• Ability to work well under deadline pressure and manage numerous proposal submissions simultaneously.

Nice-to-haves

• A working knowledge of the University including M-Pathways, M-Reports, Business Objects, eResearch, FINPROD, and the NIH Commons.

Benefits

• Excellent medical, dental and vision coverage effective on your very first day.
• 2:1 Match on retirement savings.