Assistant Manager

Research Administrative Coordinator

Reporting to the department director, plans, develops, monitors, and coordinates the research administrative activities for assigned departments/programs at The Miriam Hospital.

Serves as point person and facilitates smooth coordination, communication, and problem resolution related to research administrative matters between research administration faculty, divisional leaders, and other hospital and university departments. Reviews matters related to clinical and basic research pre‑ and post‑award. Leads and coordinates special research‑related projects such as major grant proposals, investigator incentive programs, departmental and divisional reports, and statistics. Coordinates transfers of research funding to ensure proper reimbursement and allocation of physician salaries on research accounts.

Assists in managing the post‑award aspects of projects, requiring sensitivity to individual investigators, knowledge of sponsor, institutional, and departmental requirements, and competency in interpreting those requirements. Supports in‑house systems including research administration accounts payable, accounts receivable, finance, purchasing, human resources, and payroll. Communicates institutional and funding agency regulations and policies on grants and contracts. Familiarizes administrative staff with institutional research policies and procedures.

Provides information and guidance to faculty on funding opportunities, requirements, and deadlines. Reviews grant applications and ensures compliance with budgets, sponsor rules, and indirect cost recovery provisions. Recommends and negotiates changes to applications with principal investigators or department administration. Verifies approvals, including regulatory committees, to ensure guidelines are met. Copies completed applications to the research administrator for approval prior to submission.

Assists the department director with research administrative activities, including badge activation for new employees, coordination of workshops and seminar series, and responses to center website emails. Maintains center databases and telephone directory. May assist the Chair/Chief with research administrative tasks, including human resources and payroll issues. Coordinates new faculty recruitment and provides advising on transfer, equipment relocation, and financial arrangements.

Maintains confidential records of salary expenses and disbursements, recommends adjustments, monitors policy adherence for purchase orders, travel requests, petty cash vouchers, and requisitions. Monitors timesheets and employee changes for research personnel, ensures funds availability, and notifies PIs and Director of any adjustments. Coordinates with the director, research manager, and research administration on problem issues as appropriate. Maintains communication with review committees to stay current on regulatory changes.

Prepares reports and documents as requested by the director, attends meetings, and performs other duties such as special projects. Works with investigators to gather data for monthly research administration submissions. Maintains departmental access databases, ensuring accurate data input. Keeps current knowledge of sponsor requirements and regulatory updates via the Blue Sheet NIH Guide, Federal Register, Grants Weekly, Chronicle of Higher Education, etc.

Bachelor’s degree in business administration, finance, or a related area, or at least 10 years of relevant research administration experience. At least 3–5 years experience in a research or academic environment, including federal and non‑federal funding grant application processes and regulations set by local, federal, hospital, and independent agencies.

Excellent verbal and written communication skills, ability to interact with MDs, PhDs, researchers, and administrative staff. Proficiency with microcomputers, peripheral equipment, networks, Microsoft Office (Word, Excel, Access, Windows), and specific research access programs.

Normal office work environment. No supervisory responsibilities.