SPONSORED RESEARCH
ADMINISTRATION
(SRA)
SRA ORGANIZATIONAL CHART
ADMINISTRATIVE SUPPORT
RESPONSIBILITIES
Processing/Approving
–
–
–
–
Proposals
No Cost/Cost Extensions
Budget Revisions
Awarding Agency Coordination
• Monitoring
– Deliverables
– Close Out
• Subcontracts
– Consultant Contract
– Subcontract
http://www.njit.edu/sponsoredresearch/
ADMINISTRATIVE SUPPORT
RESPONSIBILITIES
• Managing Research Centers
–
–
–
–
Overseeing Budgets
Budget Revisions
Coordination of Time and Effort
Deliverables on the different Awards
• Desk Audits
– Internal Coordination
– Preparation of requested information
• Reporting
– Special Federal Reports such as ARRA
– Coordination with PI for Technical Reports
ADMINISTRATIVE SUPPORT
RESPONSIBILITIES
• Courtesy Appointments Requests
– Reviewing for Approval
– Coordination with Homeland Security
– Processing
• Unrestricted Funds (Gifts)
– Internal Coordination with University Advancement
– Reviewing and Setting up
• Preparation of Internal Reports (Research Validation)
– Promotion and Tenure
– Distinguish Professors
– Department Requests
ADMINISTRATIVE SUPPORT
RESPONSIBILITIES
• Pre-Award
– Reviewing for Approval
– Seeking approval from Upper Management
– Processing
• Government Relations
– Contracts/ renewals
– Payment to Firms
– Yearly reporting
• Research and Integrity
– Yearly Reporting
ADMINISTRATIVE SUPPORT
RESPONSIBILITIES
• Policies and procedures
– Establishing policies an procedures
– Seeking approval from Upper Management
• Updating Institutional Information
– Registering different federal and state web sites
TYPE OF AWARDS (list)
•
•
•
•
•
•
•
•
•
•
Testing Agreements
Material Transfer Agreements
Sponsored Research
Grants
Contracts
Cooperative Agreements
MOA or MOU
Facility Use
Non Disclosure
Subcontract
DIFFERENCE IN AWARDS
• Contracts
– Firm Fixed Price
– Cost Reimbursement
• Grants
– State
– Federal
– Private
• Gifts (University Advancement)
DELIVERABLES
• What are they?
– Reports (Monthly/Quarterly/Final)
– Test Reports
– Demonstrations
– Working Models
– Prototypes
FINANCIAL
• Spending of Funds
– Appropriately
– As budgeted
– Within the time period
• Personnel
– Faculty AY & Summer
– Post Docs
– Students & Tuition
– Fringe Benefit rate changes
FINANCIAL (cont’d)
EXPENDITURES
• Supplies
– Timeliness
• Equipment
– Timeliness
• Travel Guidelines Travel/Conferences Related to
the Project
– Air Travel
– Reimbursement
ML
Proposals and Awards
Fiscal
Year
FY13
FY12
FY11
FY10
FY09
Number of Number of Total Amount
Number of
Proposals New Awards
Proposals Active Awards
352
306
335
430
393
64
51
100
101
81
$ 159,982,045
$ 141,669,223
$ 137,788,197
$ 275,799,837
$ 174,857,317
306
309
279
272
227
Total Amount
Awards
$
$
$
$
$
32,743,772
34,816,276
32,857,188
77,518,836
30,238,734
Percentage
Proposal vs.
Awards
Percentage New
Awards vs. Active
Awards
18%
17%
30%
23%
21%
21%
17%
36%
37%
36%
SRA
Frank Moss
Assistant Director, Pre Award
1- Primarily Responsible for the Pre-Award Process
• Budget Development, Scope of Work, Compliance with
• RFPs, Letters of Intent, Representations and Certifications,
Resource for PIs, Proposal Formats, Timely Submissions
• Facilitate Award Set Up, Contract Execution and Processing
2- Agency Liaison for Pending Proposals, Grants and Contracts
• Preliminary Proposals, Re-submissions, Budget Revisions,
• Institutional Award Transfers, PI Changes, Registrations
• Initiate Sub-Awards, Updates, Additional Funding of Awards,
Interface - Point of Contact with Agency Program Staff
3- Secondary Support to Director and Post-Award Administration
SRA
Mike Liska
Assistant Director Post Award
1- Post Award
• Deliverables
• Budget Revisions & No Cost Extensions
• Close Out
2- Operational Duties
• Duties of the Director in her absence
• Maintain templates, manual, info sheets, Website
• Special Projects – i.e. Picatinny
3- Other Duties
• SRA files and equipment
• Document review & signature application
• Train & provide guidance to all SRA personnel
SRA
Lynn Failla
Project Manager
1- NJ-Health Information Technology Center (NJ-HITEC)
• Financial & Administrative Activities for program at Newark and
satellite offices
• Subcontracts, Consulting, Field Agent, and Federally Qualified
Health Center (FQHC) Agreements
• Sustainability Income
2- Special Projects – e.g., Picatinny Arsenal
• Proposal preparation
• Award management
• Final reports to close project
3- Engineering Research Center (ERC)
• Financial Activities for program
• Proposal preparation
• Reports to National Science Foundation and to Rutgers
SRA
Felicia Margolies
Project Manager
1- Van Allen Probes – RBSPICE (Lanzerotti, $13.6M)
• Programmatic, Contractual, Financial Activities
• Proposals, Budget Revisions, Subcontracts
• Reports – EVM, 533M, 533Q, Small Business
2- Center for Solar Terrestrial Research, BBSO ($22.3M)
• Proposals, Budgets, Subcontracts, Consultants
• Financial Management, Labor Distributions
• Reports – Match, Indirect Costs, ARRA
3- Physics and Other Special Projects (Picatinny)
• Proposal Preparation, Budget Revisions
• Monitoring and Forecasting Expenses
• Reports – Reviewing Monthly and Final
SRA
Mukesh Gadhia
Project Manager
1- CEE Dept./NRDP Center/CBK- School of Architecture
• Proposal preparation
• Financial Review and Projections, PAF review
• NJDOT coordination
2- Subcontracts / Consulting Agreements
• Issue agreements in conjunction with PI needs
• Seek help in legal matters
• Conformity with prime sponsor guidelines
3- Awards Management
• Verify award documents against proposals
• Work with Grants & Contracts set up indexes
• Budget revision / Time extensions
SRA
Sonia V. Henderson
Administrative Assistant
1- Self Service Banner
• Budget Queries
• Requisitions
• Approve Invoices for Vendor Payments
2- Record Keeping
• Personnel Action Forms
• Time & Effort Certification
• Government Agency Invoices, Kaufman Zita Group
3- Files
• Proposal & Grant Folders
• Office Files, Consultant, Subcontracts, Lab Invoices
• Courtesy Appointments