Department: Office for Sponsored Research Salary/Grade: EXS/6
The Coordinator provides day-to-day support to the OSR contracts team, using excellent organizational skills, professional communication, and a collaborative approach to managing a high volume of proposals and incoming agreement requests, including clinical trial agreements, material transfer agreements, and data use agreements.
The Coordinator is also responsible for coordination and administration of OSR’s industry sponsored clinical trial and basic research proposals, accounts, and assisting the team in managing its workflow.
Proposal Review and Submission: Provide support of investigators in the proposal and/or material transfer agreement and data use agreement (MTA/DUA) review and submission process, supplying information on University and sponsor requirements. Monitor compliance with requirements such as IRB title matches.
Grant and Contract Administration: Provide assistance and guidance to faculty and departmental administrative staff during the life of an award and/or MTA/DUA negotiations and assures adherence to University and agency procedures and requirements.
Reviews and approves internal budgeting requests as needed.
Coordinates high volume of award setup, incoming proposal submissions, and/or MTA and DUA requests.
Responsible for docket management for the contracts team.
Coordinating further reconciliation if additional transactions are required; responsible for account set-up and docket management; monitoring compliance on award records, MTAs, and DUAs, with contract requirements and with related agreement or grant terms, including correct application of facilities and administrative and fringe benefit rates; notifying departments of the receipt of new funding by preparing and sending updated project account summaries to designated recipients and/or MTA/DUA status, queue times, and additional information required for review of MTAs and DUAs; provide sign-off in accounting system for awards and/or verify consistency on template MTAs and DUAs.
Participate in the development and implementation of new policies and revisions to existing policies. Contribute to corporate contracts team procedural planning. Identify relevant procedural issues and formulate solutions for consideration by the Associate Director.
Review clinical trial agreement and/or MTA and DUA terms and conditions and amendments to determine whether an account is over or under the project’s maximum dollar amount and notify OSR contract staff if a new amendment is required to increase the maximum and to process the additional receivable; and/or the new MTA or DUA request requires negotiation by the Senior Contracts Officer or Associate Contracts Officer; and, ensure the applicable exchange is in compliance with University policies and program requirements.
Prepare detailed financial reports and reports of MTA/DUA and other negotiation, queue times, and processes for the Associate Director; participating in OSR education and training initiatives.
Electronic Research Administration: Assist in campus re-engineering efforts and training activities to move toward and strengthen electronic research administration.
Sponsor Liaison: Maintain continuing liaison with administrative personnel in funding agencies, other institutions, and corporations. Stay informed of changes in sponsor regulations, requirements, and policies and disseminates sponsor information as needed.
Assist auditors during pre-award audits, providing requested information and appropriate responses to questions and coordinating responses with ASRSP personnel.
Training: Identify areas in need of training and participate in OSR education and training initiatives on behalf of the industry team for Medical School staff to ensure compliance with internal policies and procedures.
Performs other duties as assigned.
Bachelor’s degree or equivalent in education, experience &/or training.
1 to 3 years’ experience in the administration of sponsored research at an educational institution, in the federal government or at some other entity engaged in sponsored research OR 3 years administrative support experience in a research environment.
Minimum Competencies: (Skills, knowledge, and abilities.)
Demonstrated entry level of knowledge of:
Federal regulations related to research administration, including Uniform Guidance and federal Research Terms and Conditions
Other major federal funding agency guidelines
Major sponsor electronic systems such as Grants.gov, Commons, & FastLane
U.S. Patent Law, the Bayh-Dole Act and Federal Acquisition Regulations & related supplements.
Knowledge of university principles, policies, and procedures related to the conduct of research.
Demonstrated ability to review and interpret policies and procedures involving complex problems requiring substantial independent judgment.
Knowledge of basic accounting principles.
Excellent organizational skills.
Ability to manage high volume of workflow while maintaining professional comportment.
Good ability to use Excel, Word, and other software.
Excellent professional communication skills.
Strong service orientation.
Preferred Qualifications: (Education and experience)
Degree in biology, chemistry, physics, or other scientific field.
4 or more years’ experience in performing or administering research.
Preferred Competencies: (Skills, knowledge, and abilities)
Familiarity with data use agreements and material transfer agreements.
Ability to exercise sound judgment.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 35856
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.