Senior Pre-Award Administrator - Office of Sponsored Programs

Located in Milwaukee, Wisconsin, the Versiti Blood Research Institute (VBRI) is the largest blood-focused research institute in the United States. With over 30 basic, translational, and clinical researchers, the institute is dedicated to advancing scientific knowledge and developing innovative therapies related to blood and blood disorders. The institute's research interests encompass a wide range of topics, including transfusion medicine, cellular therapy, thrombosis/hemostasis, immunology, and hematologic malignancies. As a vital part of Versiti, a non-profit organization with a blood bank at its core, the VBRI strives to improve lives through innovative research and the development of novel diagnostics and treatments.

VBRI is part of the Milwaukee Regional Medical Campus, a rapidly growing clinical-translational research hub. VBRI's proximity to the Medical College of Wisconsin, Childrens' Hospital of Wisconsin, and Froedtert Hospital facilitates seamless interdisciplinary collaborations. A range of exemplary core facilities support highly competitive research. In the summer of 2024, construction of a new research building will start, doubling existing VBRI research space to enable the recruitment of 10-15 new faculty. With its renowned researchers, strategic expansion plans and location in a highly collaborative environment, the VBRI is poised to maintain and expand its position as one of the leading hematology institutes in the world.

Works under the direction of the leader of the Grants & Contracts Office, and works closely with key stakeholders of research administration, including the Associate Director of Office of Sponsored Programs, Sr. Financial Analyst, internal and external Grant Administrators, and Versiti Investigators and fellows. Coordinates and assists with the overall financial, administrative, and grant activities of the BRI. This position is expected to be primarily responsible for pre-award activities but will perform post-award activities as needed by the department. Pre-award activities include preparing grant applications, editing proposals, budget development, and managing external subaward communication for contracts.

Proposal Preparation and Submission: Facilitates and oversees the preparation, completion, review, and submission of grant and contract applications. Ensures accuracy of grant and contract information based on granting agency requirements. Interprets guidelines for Investigators and study staff.
• Fund set-ups: Leads the administrative pieces and communication required to transition sponsored projects from pre-award to post-award, ensuring smooth communication between pre- and post-award coordinators, the finance team, and the principal investigators.
• Compliance: Ensures compliance with federal, state, sponsor, and internal requirements. Assists in subcontract preparation and non-financial audit queries. internal policies and procedures; develops, updates, and executes research compliance policies and procedures; monitors, analyzes, and ensures changes in federal and state compliance laws are incorporated into grants management operations. Executes and continuously seeks improvement of quality assurance/compliance programs.
• Communication: Collaborates with investigators, performance site administrators, funding agency contacts, and other departments to manage pre-award and post-award sponsored program activities. Augments the leader's role as a liaison between Versiti, the government, sponsors, and investigators. Cultivates professional relationships with other collaborator institutions.
• Internal systems: Manages the grant proposal routing and approval system. Manages an internal proposal and award tracking system. Provides timely reports for grant portfolio. Maintains current information for active grant/contract portfolio and issues reports as necessary.
• Subject Matter Expert (SME): Develops and maintains PI handbook/manual for grants and contracts policies and procedures. SME in clinical research contract preparation. Develops and updates sample templates, budgets and forms for faculty to help in proposal submission.
• Post-Award Responsibilities: Supports post-award tasks such as no-cost extensions, preparation of required reports to funding agencies, budget revisions, and other tasks. Assists in the preparation and monitoring of outbound subawards.
• Education: Stays up to date on grants policies and hot topics in research administration through participation in meetings, professional organizations, and/or self-directed learning. Shares knowledge with the Grants & Contracts team and Investigators. Trains lab personnel, clinical coordinators, and administrative staff on sponsored research policies and procedures; coordinates and conducts research/compliance-related training sessions and workshops.
• Performs other duties as required or assigned which are reasonably within the scope of the duties in this job classification
• Understands and performs in accordance with all applicable regulatory and compliance requirements
• Complies with all standard operating policies and procedures

Education

• Bachelor's Degree required
• Advanced degree preferred

Experience

• 4-6 years experience in grant/contract administration or a research environment required
• 4-6 years experience in pre-award activities (i.e. proposal preparation and finalization, budgeting, etc.) required
• 4-6 years experience in a research or higher education environment required

Knowledge, Skills and Abilities

• Exceptional verbal and written communication skills with the demonstrated ability to interface with all levels of management, both internal and external to the organization required
• Demonstrated strong organizational skills with attention to detail and accuracy, and analytical and problem-solving skills required
• Extensive knowledge of grants and contract management including: regulations, policies and procedures associated with grant applications, proposals, and management of research projects, and experience with systems such as the eRA Commons, ProposalCentral and other sponsor systems is preferred. Knowledge of federal, state and local laws and regulations pertaining to the responsible conduct of research and research compliance. required
• Extensive knowledge of grant application preparation including: budget development, overall compliance with submission guidelines of the funding agency, grant submission authorization, and various assurances and certifications. required
• Comfort with business systems that hold financial and administrative information, such as grants management software (e.g. Cayuse) and Enterprise Resource Planning software (e.g. Oracle) required
• Ability to develop new systems or procedures to resolve problems and facilitate workflow required
• Discretion in dealing with sensitive and confidential information required
• Strong customer service orientation required

Licenses and Certifications

• Certified Research Administrator (CRA) upon hire preferred

Tools and Technology

• General office equipment (computer, printer, fax, copy machine) required
• Microsoft Suite (Outlook, Word, Excel, PowerPoint, Teams) required
• Cayuse Research Suite (e.g. Grants, Sponsored Projects) preferred
• NIH ASSIST and eRA Commons or a System-to-System submission software required
• ProposalCentral and other sponsor portals required
• Oracle ERP (electronic resource planning) preferred

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