So You’ve Decided To Be A Research Administrator

Overview Different Types of Positions involving Research Administration Within Departments Within Central Units

Overview con’t Different Models within Departments Preaward and Post award separate Pre- and post award combined

Overview con’t Focus on certain types of sponsoring agencies or develop a familiarity with a wide variety of agencies and types of sponsored research (grants, contracts, cooperative agreements, subcontracts, etc.)

Overview con’t Common Aspects Deadline driven job Requires continual learning on the job Utilizes basic skills of  Accounting  Creating/ Manipulating Spreadsheets  Proactive, Clear Communication  Time Management

Pre Award Activities may include: Reading sponsor announcements Communicating with PI Preparing budget and budget justification Preparing and routing the PRF Submitting the proposal package to SPA/ electronically/directly to agency

Pre Award Reading sponsor announcements Learn how to read and interpret RFPs, PAs, RFAs, other specialty announcements Understand terminology (e.g. fixed price, grant, contract) Follow sponsor requirements (format, type of submission, budget requirements) Understand other areas of contract language (e.g. intellectual property, publication) Know when and what to send to SPA for review/ clarification

Pre Award Communicating with PI – As early as possible! Discuss who is responsible for each section of the proposal Prepare a schedule/ timeline clearly showing how long it will take to complete each part of the proposal AND get it out the door Learn about the science/ prepare questions to ask PI necessary to complete budget and justification Discuss any limitations stipulated in the announcement Discuss IDC issues – rates/ waivers; IDC sharing

Pre Award Prepare Budget and Justification Review A21 and U of MN rules as well as specific requirements in the announcement Understand format required (e.g. effort in hours, person months, percentage) Understand Agency requirements around F&A Communicate with potential sub recipients Understand other issues that may arise (e.g. salary cap limitations, program income, cost sharing) Make sure budget narrative supports budget decisions

Pre Award Prepare and route PRF Contact other units well in advance to let them know what is coming Discuss IDC sharing issues – know how your Assoc. Dean for Research interprets/ implements the policy Allow enough time; make sure PI is registered and knows how to use EMGS

Pre Award Submitting proposal Know SPA deadlines Know what SPA expects to see in order to prepare institutional endorsement of proposal Be clear with SPA who is doing what

Post Award Activies may include: –Reading and interpreting Sponsor agreement and NOGA –Working with PI –Monitor budget –Accounts receivable –Certified Approver

Post Award Sponsor agreement and NOGA –Learn how to read and interpret sponsor agreements –Learn how to read and interpret NOGAs –Know when to contact SPA or Sponsor for additional information or clarification. –Know the importance of documentation and it’s management

Post Award Working with PI –Open respectful 2 way communication –Be proactive Inform PI of potential problems Monitor budget so there are no surprises at closeout

Post Award Monitor Budget –Be proactive –Know IDC rates and how they will affect spending –Rebudget when necessary –Know sponsor limitations –Approve payment transactions –Setup payroll distributions –Effort

Post Award Monitor Budget (con’t) –Budget adjustments –Work with other departments on collaborative budgets –Setup and monitor Internal Service Organization (ISO) transactions. –Work with SPA at setup –Work with SFR at closeout

Post Award Accounts Receivable –Monitor payment on sponsor invoices –Approve invoice transaction prior to SFR billing –May have to contact sponsor –Work with department adm to identify funding source in the case that payment is not made

Post Award Certified Approver –Two part test to obtain certification –Certifies and/or approves transactions sponsored project –Makes sure that justification is in place for purchases –Know which transactions are allowable for each sponsor and approve as applicable

SPA and SFR Sponsored Projects Administration (SPA) and Sponsored Financial Reporting (SFR) are two separate central units supporting research at the U of MN

SPA and SFR (con’t) SPA: –Reports up to the Vice President for Research –Handles pre award: proposal submission, contract negotiations, award set up SFR: –Reports up to the Controller –Handles post award: Reporting & invoicing, payment application, collections, close out

SFR Org Chart Sue Paulson Director Kamala Upadhyaya Associate Director Mark Rova Data Analyst Marjorie Nebo Fiscal Officer Accounts Receivable: Collections Payment Application Close Outs Kerry Marsolek Fiscal Officer Non Federal Area: State of Minnesota Business & Industry Foundations MN DOT Tonya Knutson Fiscal Officer Federal Area: DHHS US Dept of Education NSF US Dept of Energy Federal Subcontracts Sylvia Taube Principal Office & Admin Specialist Student Position

SFR Org Chart (con’t) Marjorie Nebo Kerry Marsolek Tonya Knutson Principal Accountants: Lisa Gow Julia Gordon (1/2 time) Senior Accountants: Karen Dahlheimer Dick Hartmann Naison Madson Todd Stroessner Accountants: Christina Cheung Misty Bauermeister Boon-Yi Cheah Staci Gallahue (EFS) Jim Kaintz Stephanie Kranitz Kristin Lien Chris Ybarra Senior Accountants: Kristie Berglund Jane Hatlevik Principal Accountants: Michele Dobsinski Julia Gordon (1/2 time) Accountants: Bridget Al-Qublan Xuefei Hu (Fay) Andrea Hyllengren Leah Mumm Tuan Ta Accounts Receivable Accountants: Tatyana Estrin Jill Neu Principal Collection Representatives: Nayubel Bernard Latina LaFlore Carly Prelwitz Melvin Commodore

Job Requirements SFR employees have: –Excellent communication skills –Their own assigned workloads –An understanding of the invoicing and reporting requirements for each award they are assigned –Excellent (internal & external) customer service skills –Accounting, database management and Excel experience

Job Requirements (con’t) Appointments in SFR are deadline driven, therefore –Time management skills and –Organization Are extremely important!

Resources! SFR website: Tonya Knutson