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So You’ve Decided To Be A Research Administrator

So You’ve Decided To Be A Research Administrator. Overview. Different Types of Positions involving Research Administration Within Departments Within Central Units. Overview con’t. Different Models within Departments Preaward and Post award separate Pre- and post award combined.

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So You’ve Decided To Be A Research Administrator

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  1. So You’ve Decided To Be A Research Administrator

  2. Overview • Different Types of Positions involving Research Administration • Within Departments • Within Central Units

  3. Overview con’t • Different Models within Departments • Preaward and Post award separate • Pre- and post award combined

  4. Overview con’t • Focus on certain types of sponsoring agencies or develop a familiarity with a wide variety of agencies and types of sponsored research (grants, contracts, cooperative agreements, subcontracts, etc.)

  5. Overview con’t • Common Aspects • Deadline driven job • Requires continual learning on the job • Utilizes basic skills of • Accounting • Creating/ Manipulating Spreadsheets • Proactive, Clear Communication • Time Management

  6. Pre Award • Activities may include: • Reading sponsor announcements • Communicating with PI • Preparing budget and budget justification • Preparing and routing the PRF • Submitting the proposal package to SPA/ electronically/directly to agency

  7. Pre Award • Reading sponsor announcements • Learn how to read and interpret RFPs, PAs, RFAs, other specialty announcements • Understand terminology (e.g. fixed price, grant, contract) • Follow sponsor requirements (format, type of submission, budget requirements) • Understand other areas of contract language (e.g. intellectual property, publication) • Know when and what to send to SPA for review/ clarification

  8. Pre Award • Communicating with PI – As early as possible! • Discuss who is responsible for each section of the proposal • Prepare a schedule/ timeline clearly showing how long it will take to complete each part of the proposal AND get it out the door • Learn about the science/ prepare questions to ask PI necessary to complete budget and justification • Discuss any limitations stipulated in the announcement • Discuss IDC issues – rates/ waivers; IDC sharing

  9. Pre Award • Prepare Budget and Justification • Review A21 and U of MN rules as well as specific requirements in the announcement • Understand format required (e.g. effort in hours, person months, percentage) • Understand Agency requirements around F&A • Communicate with potential sub recipients • Understand other issues that may arise (e.g. salary cap limitations, program income, cost sharing) • Make sure budget narrative supports budget decisions

  10. Pre Award • Prepare and route PRF • Contact other units well in advance to let them know what is coming • Discuss IDC sharing issues – know how your Assoc. Dean for Research interprets/ implements the policy • Allow enough time; make sure PI is registered and knows how to use EMGS

  11. Pre Award • Submitting proposal • Know SPA deadlines • Know what SPA expects to see in order to prepare institutional endorsement of proposal • Be clear with SPA who is doing what

  12. Post Award • Activies may include: • Reading and interpreting Sponsor agreement and NOGA • Working with PI • Monitor budget • Accounts receivable • Certified Approver

  13. Post Award • Sponsor agreement and NOGA • Learn how to read and interpret sponsor agreements • Learn how to read and interpret NOGAs • Know when to contact SPA or Sponsor for additional information or clarification. • Know the importance of documentation and it’s management

  14. Post Award • Working with PI • Open respectful 2 way communication • Be proactive • Inform PI of potential problems • Monitor budget so there are no surprises at closeout

  15. Post Award • Monitor Budget • Be proactive • Know IDC rates and how they will affect spending • Rebudget when necessary • Know sponsor limitations • Approve payment transactions • Setup payroll distributions • Effort

  16. Post Award • Monitor Budget (con’t) • Budget adjustments • Work with other departments on collaborative budgets • Setup and monitor Internal Service Organization (ISO) transactions. • Work with SPA at setup • Work with SFR at closeout

  17. Post Award • Accounts Receivable • Monitor payment on sponsor invoices • Approve invoice transaction prior to SFR billing • May have to contact sponsor • Work with department adm to identify funding source in the case that payment is not made

  18. Post Award • Certified Approver • Two part test to obtain certification • Certifies and/or approves transactions sponsored project • Makes sure that justification is in place for purchases • Know which transactions are allowable for each sponsor and approve as applicable

  19. SPA and SFR Sponsored Projects Administration (SPA) and Sponsored Financial Reporting (SFR) are two separate central units supporting research at the U of MN

  20. SPA and SFR (con’t) • SPA: • Reports up to the Vice President for Research • Handles pre award: proposal submission, contract negotiations, award set up • SFR: • Reports up to the Controller • Handles post award: Reporting & invoicing, payment application, collections, close out

  21. SFR Org Chart Sue Paulson Director Mark Rova Data Analyst Kamala Upadhyaya Associate Director Sylvia Taube Principal Office & Admin Specialist Marjorie Nebo Fiscal Officer Accounts Receivable: Collections Payment Application Close Outs Kerry Marsolek Fiscal Officer Non Federal Area: State of Minnesota Business & Industry Foundations MN DOT Tonya Knutson Fiscal Officer Federal Area: DHHS US Dept of Education NSF US Dept of Energy Federal Subcontracts Student Position

  22. SFR Org Chart (con’t) Marjorie Nebo Kerry Marsolek Tonya Knutson Principal Accountants: Michele Dobsinski Julia Gordon (1/2 time) Principal Accountants: Lisa Gow Julia Gordon (1/2 time) Accounts Receivable Accountants: Tatyana Estrin Jill Neu Senior Accountants: Karen Dahlheimer Dick Hartmann NaisonMadson Todd Stroessner Senior Accountants: Kristie Berglund Jane Hatlevik Principal Collection Representatives: Nayubel Bernard Latina LaFlore CarlyPrelwitz Melvin Commodore Accountants: Christina Cheung Misty Bauermeister Boon-Yi Cheah Staci Gallahue (EFS) Jim Kaintz Stephanie Kranitz Kristin Lien Chris Ybarra Accountants: Bridget Al-Qublan XuefeiHu (Fay) Andrea Hyllengren Leah Mumm Tuan Ta

  23. Job Requirements • SFR employees have: • Excellent communication skills • Their own assigned workloads • An understanding of the invoicing and reporting requirements for each award they are assigned • Excellent (internal & external) customer service skills • Accounting, database management and Excel experience

  24. Job Requirements (con’t) • Appointments in SFR are deadline driven, therefore • Time management skills and • Organization Are extremely important!

  25. Resources! SFR website: www.controller.umn.edu/SFR/sponsored_reporting.htm Tonya Knutson 612-624-7850 knuts055@umn.edu

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