Contents

1. Learning Objectives

2. Office of Research and Sponsored Programs

3. Role of Research Administrators

4. Building a Supportive Environment

5. Professional Development for Research Administrators

6. Challenges for Research Administrators

7. Resources

Learning Objectives

Individuals completing this tutorial will be able to:

1. List the functions of Office of Research and Sponsored Programs

2. Describe the major roles and responsibilities of research administrators

3. Name three qualities/skills needed for success as a research administrator

4. Describe how research administrators foster supportive research environments

5. Name three ways to prepare for the research administration certification exam

6. List three work-related challenges faced by research administrators

An Office of Research and Sponsored Programs, also called an Office of Sponsored Programs or Grants Office internationally, provides service to faculty in their pursuit and management of sponsored activities. In this role, the office:

• Is responsible for all pre-award functions, including:

• Identification of research funding opportunities and partnerships

• Interpretation of sponsor policies/guidelines

• Assisting with proposal preparation

• Proposal submissions

• Is responsible for non-financial post-award functions, including:

• Negotiation and acceptance of all sponsored awards and agreements

• Managing all externally funded sponsored awards

• Is staffed by research administrators, and possibly other staff with related skills.

What is an Office of Research and Sponsored Programs?

Office of Research and Sponsored Programs

• Fill entry-level jobs from the local applicant pool.

• Find people who are self-starters and are willing to undertake training/projects on their own initiative

• Keep in mind that currently there are:

• No pre-professional training programs

• No career ladders

• Strong computer skills are desirable

Recruiting staff for the Office of Research and Sponsored Programs

Office of Research and Sponsored Programs

Hire somebody who can:

• Learn the skills.

• Do the required training.

• Perform the duties of the job.

• Stay current on funders, regulations, technology, legislation, and other influences on the research agenda.

Office of Research and Sponsored Programs

Recruit staff with a research administrator in mind

Which of the following are key functions of an Office of Research and Sponsored Programs? (You can select more than one option.)

A. _____ Oversees all aspects of the grant management cycle

B. _____ Reviews and approves research use of human subjects

C. _____ Centralizes oversight of all grant writing, grant submission, and award management

D. _____ Ensures that award requirements are met

E. _____ Authors all research publications

Self-assessment question

Office of Research and Sponsored Programs

A, C, and D. The following items are key functions of an Office of Research and Sponsored Programs.

• Oversees all aspects of the grant management cycle

• Centralizes oversight of all grant writing, grant submission, and award management

• Ensures that award requirements are met

Self-assessment answer

Office of Research and Sponsored Programs

• Provides services to enhance researchers’ success

• Provides management support for the institution’s research mission

• Helps sponsors (funders) to achieve their goals and ensures their regulations are enforced

Role of Research Administrators

Basic functions of a research administrator

• The researcher and institution

• The researcher and sponsor(s) (funders)

• The institution and sponsors (funders)

Role of Research Administrators

A research administrator is the bridge between:

• Promote research and sponsored programs

• Promote best practices in grant administration

• Identify funding sources

• Complete required grant registrations to facilitate electronic submissions

• Facilitate research sustainability through the support and/or coordination of faculty development initiatives

• Orients principal investigators and staff upon receipt of grants

• Oversee compliance with funding agency regulations and standards

• Ensure the timely submission of progress reports and closeout reports

Role of Research Administrators

What are the responsibilities of research administrators?

Register at the following sites at least 4 to 6 weeks in advance of first application deadline

• Grants.gov, the portal to submit all federal grant applications. The research administrator should register authorized representatives of the organization.

• Data Universal Numbering System (DUNS), which identifies the institution

• System for Award Management, which must be renewed annually

• NATO Commercial and Government Entity code, which identifies the institution’s location

• eRA (Electronic Research Administration) Commons, where the research administrator should create an account through which NIH grants can be processed

Role of Research Administrators

Examples of grant registrations

Which of the following is not one of the roles or responsibilities of a research administrator?

A. _____ Helps sponsors (funders) to achieve their goals and ensures their regulations are enforced

B. _____ Provides services to enhance researchers’ success

C. _____ Provides ethical review and approval of research

D. _____ Provides management support for the institution’s research mission

Self-assessment question

Role of Research Administrators

C. Provides ethical review and approval of research is not one of the basic functions of a research administrator.

Self-assessment answer

Role of Research Administrators

• Develops relationships with funding sources

• Prepares and maintains profiles of faculty research interests

• Prepares descriptions of labs and core research facilities

• Works with institution leadership to develop seed funding programs to support pilot projects

• Supports institutional grant programs, including:

• Travel grants

• Equipment grants

• Matching grants

• Publicizes faculty members’ research accomplishments

Facilitates the creation of a supportive institutional environment

Building a Supportive Environment

• Writing for publication

• Sabbatical planning

• Time management

• Conference presentations

• Supporting a mentor network

Building a Supportive Environment

Conducts professional-development training activities

• Human subjects research

• Research planning

• Grant writing

• Familiarize faculty with the guidelines and requirements of grant applications

• Familiarize investigators and staff with the scientific and financial responsibilities of the grant

Building a Supportive Environment

Supports research-related training activities

• Understands the nature of the principal investigator’s research

• Matches grant opportunities appropriate to the institution with the appropriate investigators

• Works with institution leadership to develop seed funding programs to support pilot projects

• Supports institutional grant programs, including:

• Senior faculty members training junior faculty

• Train-the-trainer initiatives

Building a Supportive Environment

Facilitates the development of sustainable research programs

• Helps the PI collect information about pending funding opportunities

• Promotes positive relationships between the PI and research sponsors

• Provides proposal and budget templates

• Helps the PI apply for grants or contracts, especially through assistance with budgets, forms, deadlines, approvals, and signatures

• Takes part in reviewing applications, including the budgets, before they are submitted

• Packages and submits final applications

Building a Supportive Environment

Assists with proposal development

Professional Development for Research Administrators

Commonality with other professions

• Disciplined group of individuals possessing specialized knowledge

• Education and training at a high level

• Prepared to exercise knowledge and skills in the interest of others

Professional development issues

• Development and institutionalization of professional standards and required competencies for research administrators

• Development of generally acceptable education and certification programs

• Development of recognized and accredited advanced degree programs

• Develop individualized training plan for new hires

• Perform a job analysis or do a needs assessment

• Attend trainings at conferences

• Use professional organizations to help identify areas of further training

Professional Development for Research Administrators

Professional development options: On-the-job training

• Review eligibility on the Research Administrators Certification Council (RACC) website

• Attend Society of Research Administrators (SRA) and National Council of University Research Administrators (NCURA) meetings

Professional development options: Obtain a certificate

Professional Development for Research Administrators

• Ensure that you meet the eligibility requirements of the Research Administrators Certification Council (RACC). See CRA Qualifications/Credentials for more information.

• Study the Certification in Research Administration (CRA) body of knowledge available on the RACC website

• Pass an exam in one of two available tracks:

• Certification in Research Administration (CRA)

• Certification in Pre-Award Research Administration (CPRA)

• Apply for re-certification every five years

Professional Development for Research Administrators

How to obtain certification

• Indicates you have met the requirements of the Research Administrators Certification Council

• Demonstrates a level of knowledge necessary for a person to be a professional research or sponsored programs administrator and offers more:

• Professional recognition

• Indication of expertise

• Advancement opportunities

• Credibility with clients

Why obtain certification?

Professional Development for Research Administrators

• Better-known programs include:

• University of Central Florida (Orlando, FL)

• Emmanuel College (Boston, MA)

• Management Concepts, Inc.

• There are online Master of Science degrees in research administration.

• Apply for recertification every 5 years.

Professional Development for Research Administrators

Professional development options: Online certificate programs

• Review the information on the RACC site.

• Attend professional meetings.

• Join the RESADM-L mailing listserv.

• Network with other research administrators.

• Practice the profession.

How to prepare for the certification exam

Professional Development for Research Administrators

• Needs to develop broad knowledge and skills

• Needs communication skills in the following:

• Writing

• Training

• Business

• Must maintain expertise in all aspects of funding

• Must take the initiative to stay current with frequently changing regulations

• Multiple funders means multiple rules, standards, and deadlines

Challenges for Research Administrators

Work challenges

• Absence of career ladder

• Need for varied experiences to promote career growth

• Lack of institutionalized professional development in research administration

Challenges for Research Administrators

Career challenges

• NIH Grants Policy Statement

• Grants.gov Customer Support

• eRA Commons Help Desk

• Research Administrators Certification Council

• RESADM-L Mailing Listserv

• Society of Research Administrators

• National Council of University Research Administrators

Resources

Helpful websites