Research Administrator or Senior Contract and Grants Specialist (Open Rank)

The University of Maryland Institute for Health Computing (UM-IHC) is currently seeking a Research Administrator or Senior Contracts and Grants Specialist.  The incumbent will execute grants and contracts administration across the award lifecycle (pre- and post-award) for the University of Maryland Baltimore team at the newly formed University of Maryland Institute for Health Computing.  The UM-IHC, based in Montgomery County, is a collaboration among the University of Maryland Baltimore and College Park campuses, and the University of Maryland Medical System, with a mandate to develop a learning health system to benefit the people of Maryland, while contributing to the economic development of Montgomery County and the state.

Candidates will be considered for either a Research Administrator or Senior Contracts and Grants Specialist. Level of the position will be determined by the selected candidate’s qualifications.

Benefits: Exempt Regular 

UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development. This position participates in a retirement program that must be selected and is effective on your date of hire. Exempt regular staff receive a generous PAID leave package that includes over 4 weeks of vacation accrued each year, 15 paid holidays, 3 personal leave, unlimited accrual of sick time, and comprehensive health insurance; professional learning and development programs; tuition remission for employees and their dependents at any University System of Maryland school; and flexible work schedules and teleworking options (if applicable per job). 

Essential Functions:

Research Administrator

• Perform pre-award research administration for the UMB team of the UM-IHC, including ensuring all proposals are in compliance with federal, state, agency, and institutional policies, developing budgets, and routing and approving proposals in Kuali Research and/or sponsor portals.
  
• Develop and implement policy statements and annual project plans. Provide direction for operational aspects of contracts and grant management business operation matters. Assist in the development of the department’s research strategic plan in accordance with UMB priorities. Provides UM-IHC leadership with ad hoc reports in support of strategic plan.
  
• Perform all post-award research administration for the UMB team of UM-IHC, including managing subawards, providing regular spending reports to investigators, ensuring compliance with all federal, state, agency, and institutional policies.
  
• Interface with UMD and UMMS faculty and administrators to ensure joint funding is properly managed and joint reporting is seamless.  
  
• Work with faculty within the UM-IHC to develop and submit proposals, including major programmatic grants, grants from government and nonprofit funders, and industry contracts. This includes reviewing funding opportunity requirements, ensuring compliance with UMSOM, UMB, state, federal, and sponsor regulations, setting timelines, developing budgets, entering proposal information in Kuali Research and/or sponsor portals, and liaising with administrative groups and faculty on the UMB and UMCP campuses and within UMMS to ensure successful submissions.
  
• Review and approve reports including financial reporting and grant applications. Ensure financial reporting to internal and external recipients is accurate and reconciles with records.
  
• Responsible for effort reporting and cost sharing documentation within the UM-IHC.
  
• Responsible for generating regular and ad hoc funding reports for the UM-IHC co-director and senior staff.
  
• Oversee the completion of institutional documentation and records related to compliance functions as they impact the portfolio and regulatory matters.
  
• Maintain a calendar of funding opportunities and notify faculty of relevant opportunities in a timely manner.
  
• Performs other related duties as assigned.

Senior Contract and Grants Specialist

• Prepares grant and contract budget and application. Finalizes documents for submission. Validate proposal error and/or warnings. Knowledgeable in all funding mechanisms and interprets of federal, state, University, sponsor policies and regulations and requirements to ensure compliance and adherence to those policies.
  
• Provides consultation, advice, and directions to all level staff and faculty regarding grant and/or contracting issue resolution.
  
• Translates program requirements into contract terms in consultation with principal investigator (PI) and management.
• Identifies, develops, and ensures contract requirements contain quantifiable specification and measurable performance criteria. Validates the performance criteria will meet the requirements. Ensures all results are completed and submitted to sponsor.
  
• Reviews sponsor guidelines and request for proposals, interpret and communicate compliance and eligibility information to research faculty and staff. Seeks information to obtain better understanding of processes. Identifies inconsistencies in process and develops suggestions for improvements to ensure higher quality processes in conjunction with the Office of Research of Development.
  
• Maintains all close documentation for the department and the sub awards. Seeks approvals for invention statement and publications have been completed in ERA commons.
  
• Interprets data for the purpose of determining past financial performance to develop and prepare financial reports for financial analysis, forecasting, and trending. Devises financial reporting tools and reports. Recommends overall adjustments in effort allocation and spending across investigator portfolio. Provides PI and management with ad hoc reports in support of strategic plan.
  
• Develops safeguards to ensure the integrity of grant administration or contracts and protects the University from financial losses. Ensures sub-awards are also in compliance with terms and conditions of the award.
  
• Identifies issues and resolves independently. Anticipates roadblocks and able to independently resolve proactively.
  
• Develops evaluation criteria for review of grant and contract applications. Reviews and interprets funding agency guidelines and regulations and advises faculty as to policies and procedures of those agencies as well as those of the state and University.
  
• Develops timeline to meet submission deadlines and checklist of required documents and independently adjusts timeline to adapt to change. Adhere to set timelines. Independently prioritizes processes to ensure timelines are met.
  
• Provides guidance on staffing and budgetary requirements. Reviews and maintains documentation related to cost transfers, requests for expenditures, effort reporting, budget revisions, and fund statements. Coordinates invoicing, accounts receivable, and deposits in the financial system and ensures payments are applied correctly. Anticipates spending to ensure contract funds are fully utilized with in contract date.
  
• Interacts directly with designation sponsor representatives to clarify ambiguous terms and conditions, and to request supplemental funding, no cost extensions, and other administrative requests.
  
• Identifies future funding opportunities and work with PI to identify research components.
  
• Acts as point of contact for all UMB parties and sponsors involved in the negotiation process.
  
• Maintains, identifies, and resolves any delinquent trainings, conflict of interest, and any other institutional compliance requirements.
  
• May provide work coordination or oversight of others.
  
• Performs other duties as assigned.

Research Administrator

Education: Bachelor’s degree required.  Master’s degree preferred.

Experience: Six (6) years progressively building research administrative background with at least 4 years in full life-cycle research administration

Experience using Kuali Research and Quantum Financials preferred.

Supervisory Experience: One (1) year of work coordination or training of others preferred.

Certification/License: Certified Research Administrator (CRA) or Certified Public Accountant (CPA) preferred.

Other: Financial disclosure reporting required by State of Maryland Ethics Commission.

Completion of a 12 credit Research Administration graduate certificate program can be considered for the equivalent of one (1) year of relevant research administration work experience.

Senior Contracts and Grants Specialist

Education: Bachelor’s degree required.  Master’s degree preferred.

Experience: Five (5) years of directly related contract, grant, or research administration across the full award lifecycle.

Experience using Kuali Research and Quantum Financials preferred.

Supervisory Experience: N/A

Certification/License: Certified Research Administrator (CRA) or Certified Public Accountant (CPA) preferred.

Other: Financial disclosure reporting required by State of Maryland Ethics Commission.

Completion of a 12 credit Research Administration graduate certificate program can be considered for the equivalent of one (1) year of relevant research administration work experience.

Knowledge, Skills, and Abilities:

• Knowledgeable about position requirements and able to perform position in compliance with all requirements/regulations/laws. Comprehensive knowledge of pre-award grant administration, funding mechanisms, and procedures as well as state and federal regulations. 
  
• Able to handle multiple priorities and assignments.
  
• Able to effectively communicate both verbal and written thoughts, ideas, and facts.  Writes and presents information concisely. Interprets and understands written information and listens attentively to verbal and non-verbal cues that lead to a deeper understanding.  Effectively communicates with faculty and staff during proposal submission.
  
• Able to work cooperatively with others in a team setting.
  
• Demonstrates professional, ethical, respectful, and courteous behavior when interacting with others.  Can interact pleasantly and positively with other to meet customer expectations and provide follow up with customers.
  
• Skillful in the use of personal computer software, such as spreadsheets, databases, and website applications.
  
• Able to maintain high standards with the work being performed and assume personal responsibility for all outcomes; makes effective and timely decisions; and learns how to effectively use technology. 
  
• Thinks critically and is self-motivated to pursue additional information and knowledge as required to meet position needs.

Hiring Ranges: Commensurate with education and experience 

Research Administrator: $100,000 - $115,000 

Senior Contracts and Grants Specialist: $87,000 - $95,000  

UMB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law or policy. For assistance related to employment, please contact the Staffing department at [email protected] .  

If you anticipate needing a reasonable accommodation for a disability under the Americans with Disabilities Act (ADA), during any part of the employment process, please submit a UMB Job Applicant Accommodation Request . You may also contact [email protected] . Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.