Research Advancement Administrator Sr

Updated: 16 days ago
Job Type: FullTime
Deadline: 22 Apr 2021


Campus: Tempe

Research Advancement Admin Sr

Job Description

The Herberger Institute for Design and the Arts at Arizona State University is seeking a dedicated Research Advancement Administrator Senior to manage all post-award activities for the Institute’s five schools and Art Museum, as well as serve on the Institute’s Research Council Management Team.

Job Family

Research Operations

Department Name

Herberger Inst Design & Arts



Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

Depends on experience

Close Date


Essential Duties

  • Manages awarded projects in accordance with University and sponsor regulations and prepares standard and non-standard accounting reports for the ASU research investigators.
  • Processes financial documents such as travel authorizations and claims, reimbursements, purchases, payments, expense and funds transfer, using the University’s various financial systems and the Purchasing Card (PCard) in accordance with established procurement and financial policies; Maintains financial records and adheres to internal controls.
  • Performs PCard and payroll reconciliations, PCard verification in WorkDay, and maintains files containing supporting documentation. Investigating and resolving payroll issues, including processing Payroll Redistributions.
  • Works in conjunction with the Office of Research and Sponsored Project Administration (ORSPA) and ASU research investigator to ensure timely and accurate post-award accounting of grants and contracts; reviews reconciliation of accounts for compliance of charges in accordance with sponsoring agency/contract conditions and requirements.
  • Acts as administrative resource to ASU research investigators and ORSPA by providing assistance, guidance and counsel during the award period. Verifies and ensures ongoing compliance with all applicable regulatory and financial compliance requirements.
  • Maintains all applicable project records and files; determines proper handling of financial transactions to ensure sponsor and/or ASU compliance; approves transactions within designated limits.
  • Reviews award documents to determine restrictions and other pertinent information for managing awards/grants.
  • Serves as a resource to research investigators and departmental business staff on Sponsor policies and regulations regarding the administration of award funds, monitors and assists with resolution of compliance issues and account close out.
  • Analyzes, reconciles, and reports financial information on existing sponsored accounts; forecasts account deficits and residual balances, and gathers and analyzes information from the ERA, PIVOT, Workday and other sources for customized detail and summary reports to assist Research Investigator in managing awards/grants.
  • Interacts with diverse groups responding to inquiries including students, faculty, staff, and other business units in a timely manner using effective interpersonal communication, critical thinking and problem-solving skills and methods as appropriate to address questions and/or concerns in accordance with University and Sponsor guidelines.
  • Assists with Research Assistant, Graduate Service Assistant and faculty summer hires.
  • Works independently under deadlines, manages multiple responsibilities and duties, with interruptions, and in unclear and/or changing situations.
  • Manages and reviews records for accuracy regarding After-The-Fact reporting, cost-sharing, and faculty commitments.
  • Provides analysis of data for identification of trends for workflow process improvements and collaborative efficiencies.
  • Prepares ad-hoc detailed documents, proposals, reports, and/or related materials.
  • Represents the organization in providing solutions to difficult technical issues.
  • Offers insights, inputs, and suggestions to improve the HIDA Research Council, its benefactors, and its beneficiaries.

Minimum Qualifications

Bachelor's degree in a related field. Five years of experience in a field appropriate to the area/unit of assignment OR Any equivalent combination of education and/or experience from which comparable knowledge, skill and abilities have been achieved.

Desired Qualifications

  • Professional experience working with artists and designers
  • Degree in arts and/or design
  • Experience in a higher-education research advancement setting with a proven track record of successful management of research grants
  • Experience in accounting, purchasing, business operations, and account management to produce accurate and high-quality financial reports, forecasts, transactions, and financial reconciliations
  • Demonstrated knowledge of ASU systems including Workday, PeopleSoft, MyASU TRIP/Concur, PaymentNet, the Enterprise Research Administration (ERA) System, and Analytics (Power BI and Tableau)
  • Demonstrated knowledge of a wide variety of sponsors with complex requirements including NEA, NEH, NSF, NIH, DOD, other local and federal agencies and private foundations; and/or ability to read awards and become knowledgeable on new sponsors
  • Demonstrated knowledge of AZ Board of Regents policies, Research and Sponsored Projects (RSP) Manual
  • Experience working independently as well as a member of a unit team
  • Ability to effectively respond to complex situations involving numerous and sometimes competing university constituencies
  • Adept at navigating complex environments with evolving priorities and communication plans
  • Ability to utilize strong cross unit knowledge and understand to overcome issues to achieve results
  • Experience in being a problem solver who can take initiative and set priorities to meet multiple deadlines while being flexible
  • Ability to understand user needs, requirements and requests to identify priorities; escalates urgent/conflicting requests
  • Evidence of collegial interpersonal skills and an ability to communicate effectively in person, in writing, and by phone to establish and maintain effective professional working relationships
  • Advanced technology experience with Microsoft Office Suite, especially Excel, and Adobe Pro Acrobat
  • Ability to provide guidance to new personnel in department policies and practices; may be assigned as mentor

Working Environment

  • Activities are primarily performed in a regular, climate controlled office setting subject to extended periods of sitting.
  • Use office equipment including a desktop computer.
  • Lift up to 20 pounds.
  • Clearly communicate to perform essential duties.
  • Work both independently or within a complex structured team.
  • Normally receives no instructions on routine work and general instructions on new assignments with review of completed tasks.
  • Exercise judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.

Department Statement

The Herberger Institute comprises the School of Art; School of Arts, Media and Engineering; The Sidney Poitier New American Film School; School of Music, Dance and Theatre; The Design School; and the ASU Art Museum. With 130 degree and certificate options, and programs ranked top 20 in art, design, music, theatre, digital culture, film, dance and more, plus a top university art museum, a leading immersive media facility, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design. 

The vision of the Herberger Institute is to advance the New American University by embedding designers, artists and arts-based inquiry at its core and throughout the communities it serves locally, nationally and internationally. With over 5,399 students, over 500 faculty members, and 130 program options, the Herberger Institute is committed to redefining the 21st-century design and arts school.

As part of Arizona State University, the most innovative university in the nation, the Herberger Institute seeks to drive and scale new ways for arts and design to have impact in our world. We invite you to join our work.


  • Creativity as a core 21st-century competency
  • Design and the arts as critical resources for transforming our society
  • Innovation, enterprise and entrepreneurship
  • Interdisciplinary and transdisciplinary collaboration and research
  • Social embeddedness
  • Projecting all voices
  • Excellence

Why work @ASU -
Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:

  • Salary and wages paid
  • Comprehensive package of affordable benefit plans and programs
  • Access to world-class educational opportunities at deeply discounted rates
  • ASU's total compensation estimator shows the approximate value of your overall compensation

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 80,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

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Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.

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