Roundtable: Research Administration MUHAS, Dartmouth, UCSF Goals, Roles, and Organizational Models Monday October 20, 2014

Agenda O What is a “Research Administrator” O Organizational Models of Our Institutions O Roles and Responsibilities O Professional Development O Core Competencies

O Innovation is key to economic competiveness O Technological breakthroughs improve our lives O Growth of highly skilled jobs O Improved standard of living O Technology for national security Why does the public invest in research?

Research Administrator O "Each year, hundreds of men and women enter the profession of research administration. Many of them do not even realize they are joining a profession." (Kulakowski & Chronister) O Scientists? Accountants? Managers? O Service role that supports the research enterprise

The Role of Research Administrator O Works in higher education, industry, hospital, research institutes O Leadership O Vision O “Tone from the top” O Support required for success in research programs O Oversight and compliance

The Role of the Research Administrator O Research admin practiced in a variety of organizations (higher ed, industry, hospitals) O Many research admin positions within an organization O Positions have diversified, specialized over time O Typically, fall into oversight of the conduct of research and oversight and compliance of sponsor’s management and fiscal requirements as stated in a grant or contract O Not referring to the direction of an individual project (this would be called project management) O After WWII, with increased federal support, a new role was created and the field of research admin was started. O What specialized skills or knowledge are required to fulfill this role? O Various structures: O VP for Research oversees both aspects

Research funding opportunities Review RFAs and RFPs Proposal development Submission guidelines Proposal Development Routing and Approval Direct vs. Indirect Costs Cost Sharing Budget templates Budgeting and Planning Communicate proactively and effectively Understand communication styles Network with colleagues to share and obtain information Ability to explain and support a decision Communication Set and manage priorities Manage tasks Manage project timelines and dependencies Project Management Set up payroll distributions Post charges Monitor and reconcile expenditures Run grant reports Close out awards Fiscal Stewardship Research Administrator Competency Model Source: /

Research Administration Dartmouth College

Research Administration University of California San Francisco (UCSF)

Research Administration Muhimbili University of Health and Allied Sciences (MUHAS)

ActivityPrincipal Investigator/ Department Research Administrator Institutional Official Pre-award Activities: Review request for proposals (RFA) Prepare Prepare proposal: Administrative components (information about the institution) Budget Science Review & sign-off Format & Upload/submit Award Acceptance Post Award Activities Financial Monitoring and Reporting Completing Scope of work

Discussion: Centralization vs.Decentralization O Is your organization decentralized or centralized? O What are the advantages? O Are functions in research administration specialized? O What are the arguments for specialization? O What are the disadvantages?

Discussion: Functions O How are functions organized? O Customer focus O Generalist O Specialist O Product focus O “Geographic” aka by unit or location

What do you think are the most important skills for a successful research administrator? Discussion

Characteristics of Successful Research Administrators O Believers in the vital importance of research (cheerleader, advocate) O Derive satisfaction from the success of researchers O Ability to interpret regulations, guidelines, funding trends and other information, find meaning and tie information to the research mission O Clear communicators O Good problem solvers (weigh risk, propose innovative solutions) O Demonstrate high levels of ethics and integrity

Professional Development O Association of Research Managers and Administrators (UK) ARMA, The majority of ARMA's members are from UK universities, but the association also includes members from hospitals, research institutes and funders, from the UK and other countries in Europe and Africa.ARMA O National Council of University Research Administrators O Association of Research Administrators in Africa (AARA). Website, araafrica.org O Eastern Africa Research and Innovation Management Association (EARIMA)

Discussion: Professional Development O Have you participated in conferences or other professional development activities? O What has been most helpful in learning new skills in research administration? O Do you have a mentor? O Are on-line resources useful?

Resources The following websites contain useful information O O O O O O O