Item 3.B-December 13, 2012
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/hr/compensation-and-evaluation for complete instructions.
Incumbent(s) Name
OR New/Vacant:
Tracy Wheeler
Kevin Kovach
Vacant
CURRENT POSITION INFORMATION
Pos
Range /
Current Title:
#(s):
Class.:
10005
2
Research Administrator (Pre-Award)
10004
2
Research Administrator (Pre-Award)
11925
Department: Office of Sponsored Projects
JCC
67240
67240
College/Division: Vice President,
Research and Innovation
Account #(s): 1204-121-0816
Action Proposed: (check all that apply)
(X) New position: Proposed Range:
Proposed Title:
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) Revised PDQ only (no change in range or title)
(X) Line of Progression (show titles below)
Associate Research Administrator (Pre-Award)
Research Administrator (Pre-Award)
Senior Research Administrator (Pre-Award)
Pos #:
10005
Range:
1
2
3
JCC:
67477
67240
67478
EEO:
3C
3C
3C
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature Karen Smith, Mgr, Spon Proj - Pre-Award
__________________
Date
____________________________________________________________
Director/Chair/Dean Charlene Hart, Director, Office of Sponsored Projects
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Mridul Gautam
Date
Vice President, Research and Innovation
Action Approved by the Provost/President (Completed by Faculty HR):
Effective Date:
12/1/2013
Approved Title: See Above
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:_______________________________________________ __________________
Date
Printed Name: ____________________________________________________
Rev: 10/1/2012
Position Description – Research Administrators – Line of Progression
Page 2
1. Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
Research is a vital mission of the University of Nevada, Reno. The primary responsibilities of the
Research Administrators consist of assisting and serving faculty and staff in seeking and managing
sponsored funding for research, service projects, and other creative activities. The Research
Administrators are responsible for ensuring programmatic and fiscal accountability for stewardship of
public funds. The Research Administrators report to the Manager, Sponsored Projects - Pre- Award.
Range 1:
The Associate Research Administrator assists faculty with proposal review and processing of
Requests for Proposal (RFP) to determine sponsor regulatory requirements, proposal submission
methods, certifications and terms with review by supervisor and/or senior staff. The Associate
Research Administrator prepares a limited range of grant and contract proposal correspondence and
follow-up information with review by supervisor and/or senior staff. The position maintains a limited
range of systems for proposal and award management of grants and contracts (i.e., InfoEd, National
Science Foundation (NSF) and National Institutes of Health (NIH) email boxes, rejections of
proposals, grant system updates) with review by supervisor and/or senior staff.
Range 2 (in addition to R1 above):
The Research Administrator serves as a point of contact for liaison between the University and federal
agencies, foundations, private industry, state and local agencies. The Research Administrator assists
faculty with proposal review and processing of Requests for Proposals (RFP) to determine sponsor
regulatory requirements, proposal submission methods, certifications and terms. The position reviews
the terms and conditions and negotiates changes as necessary to sponsored agreements. The
position completes the initial review of proposals and contracts prior to signature. Where tight time
constraints apply, the position may approve proposals and contracts without further review.
Range 3 (in addition to R2 above):
The Senior Research Administrator performs all duties of the Research Administrator at expert level.
The incumbent serves as a team lead administrator and back-up to the Pre-award Manager. The
position works collaboratively with the Pre-award Manager to provide training, instruction and
guidance in a full range of extramural support to pre-award staff. The position serves as a primary
resource for pre-award staff and campus and will assist in workflow management.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
Range 1:
70% - Proposal Review (with guidance from supervisor and/or senior staff)
 Examine sponsor RFP’s to determine sponsor regulatory requirements, proposal submission
methods and certifications required
 Ensure proposal submission through both paper and electronic means such as grants.gov and
other electronic mechanisms
20% - Agency and University Compliance
 Review sponsored project proposals for full compliance with federal Office of Management
and Budget (OMB), sponsor, regulatory and institutional requirements prior to submission
Position Description – Research Administrators – Line of Progression
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Review proposal, including budget, for compliance with University policy with guidance from
supervisor and/or senior staff
10% - Faculty Assistance
 Provide assistance to faculty in the submission process to point out deficiencies in meeting bid
specifications and offer an opinion on how the proposal matches the bid intent
Range 2 (in addition to above R1):
70% - Proposal Review
 Review Proposals with faculty and staff
 Provide guidance to grants and contracts staff located within colleges
15% - Agency and University Compliance
 Review terms and conditions of sponsored contracts issued to the University by federal, state,
and private sponsors for compliance with Board of Regents, institutional, federal, and state
requirements
 Review non-standard terms/conditions of award agreement with principal investigators to
ensure compliance with award requirements
15% - Grant and Contract Terms & Conditions Review and Negotiation
 Communicate with federal, state, and private sponsor representatives
 Negotiate terms and conditions with sponsor representatives (i.e. dealing with requirements
such as restricted/proprietary research, FARS clauses, indemnification, intellectual property,
confidentiality of information, protection of faculty publication rights, and other complex
contractual issues, etc.)
 Review and negotiate post-award modifications, and/or budgetary changes with a variety of
federal, state and private sponsors
 Accurately document all negotiation communications and other award status information in file
and/or databases according to policies and procedures
Range 3 (in addition to above R2):
70% - Proposal Review
 Mentor Associate Research Administrators
 Act as back-up for Pre-award Manager to include signature authority on proposal submission
20% - Grant and Contract Terms & Conditions Review and Negotiation
 Coordinate with university offices (such as General Counsel, Risk Management, Office of
Human Research Protection (OHRP), and Transfer Technology Office (TTO)) regarding
agreement terms as needed
10% - Staff Training and Supervision
 Collaborate with Pre-award Manager to provide training, instruction and guidance to pre-award
staff
3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
Level of Freedom:
Range 1:
The Associate Research Administrator reviews proposals for accuracy and compliance and
recommends for signature and submission. Decision making is involved in selecting the most
appropriate and applicable standards by referring to available rules, regulations, policies and related
documents as well as analytical and creative thinking used to explain those rules. The supervisor or
Position Description – Research Administrators – Line of Progression
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senior staff is consulted on more complex questions and/or compliance issues and makes
recommendation for approval of proposal submission.
Range 2:
The Research Administrator provides guidance to PIs and college support on proposal preparation
including RFP requirements, budget details and institutional requirements. The Research
Administrator reviews and negotiates basic grant and contract terms on behalf of the University. The
Director, Pre-award Manager and/or the Grants and Contracts Officer is consulted on more complex
contract terms, for a secondary level of review prior to signature and in negotiating sub-agreements.
Range 3:
The Senior Research Administrator works autonomously with minimal oversight from the Pre-award
Manager. This position takes direction from the Pre-award Manager on actions impacting the preaward division of the office and in setting goals and tasks relating to the position. The incumbent
makes recommendations and presents concerns and issues requiring resolution to the Pre-award
Manager.
Impact:
Since compliance failures can result in substantial damages, the fiscal impact of decisions regarding
sponsored projects can have a significant impact on the entire University. Incorrect or incomplete
proposal submissions can cause the University to lose potential funding.
Range 1:
The review of terms and conditions of sponsored project proposals must be thorough. Incomplete
proposal submission will result in proposals being rejected which could result in potential losses to the
University.
Range 2:
The review of terms and conditions of sponsored project proposals and agreements must be
thorough. Incomplete proposal submission will result in proposals being rejected which could result in
potential losses to the University. Acceptance of agreement terms and conditions binds the University
to the contractual requirements. Acceptance of inappropriate terms/conditions can impact the
University in many ways such as subject it to litigation, faculty unable to publish, students unable to
receive degrees, loss of Intellectual Property which could result in lost revenue, high administrative
burden, unpaid invoices and undesirable relations with sponsors.
Range 3:
Poor assessment and evaluation of proposals could result in performance issues and disallowed
costs for the University.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
Range 1:
 Basic principles of grants and contracts administration
 Basic principles of proposals and budgets
Range 2:
 Basic principles of grants and contracts administration and contract terms and conditions
 2 CFR 220, 2 CFR 215 (formerly Federal OMB Circulars A-21, and A-110, OMB A-133),
Federal Acquisition Regulations (FAR), and other Federal and State laws and regulations
relating to research administration at an educational institution
Position Description – Research Administrators – Line of Progression
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Federal, state, and institutional purchasing and grant procedures, laws and regulations
University-related research initiatives
Electronic Research Administration initiative and system-to-system mechanisms for proposal
preparation, routing, review and submissions to various sponsors
Range 3:
 State and federal laws and regulations concerning grant and contract administration
 Federal, state and institutional purchasing and grant procedures, laws and regulations
 Higher education policies and procedures on allowable use of funding from grants, contracts
and sponsored projects, including Institutional Cost Accounting Standards
 Institutional and department policies and procedures, state laws and regulations as well as
federal laws and regulations, especially the Federal Acquisition Regulations and the
contractual alternatives available to educational institutions under these agreements
 Negotiation tactics and strategies related to contract negotiations
 Sponsor-required compliance terms and conditions
 Electronic Research Administration initiatives such as grants.gov, e-commons, fastlane, etc.
 University and State of Nevada regulatory and policy compliance mechanisms
Skills:
Range 1:
 Proficiency in use of a personal computer and current software applications including but not
limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email) and database
applications
 Excellent verbal and written communication
 Organizational and time management
Range 2 (in addition to R1 above):
 Excellent analytical (critical thinking) and decision-making skills
 Developing and sustaining effective relationships with faculty, staff, colleagues, government
and community members in an increasingly diverse environment
 Negotiation skills
Range 3 (in addition to R2 above):
 Legal issue spotting and contract negotiation skills
 Leadership
Ability to:
Range 1:
 Understand and interpret formalized policies, guidelines, rules, regulations, and applicable
laws
 Maintain confidentiality of sensitive information
 Prioritize management of a multitude of projects with various timelines, deadlines, and needs
 Establish and maintain cooperative working relationships with faculty and other campus
personnel
 Possess a strong customer service orientation
 Work with diverse populations and be sensitive to gender, disabilities, and cultural and ethnic
diversity issues
Range 2 (in addition to R1 above):
 Understand and interpret legal contract language
 Manage high volume and highly complex issues in a heavily regulated environment
 Work well and negotiate with a variety of individuals including faculty, staff, sponsor personnel,
legal counsel at external entities, and state and local government officials while keeping the
organization's primary goals and interest intact
Position Description – Research Administrators – Line of Progression
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Work effectively and in harmony with a variety of individuals including external and internal
administrators, faculty, staff, students, funding representatives for both public and private
Translate a variety of complex regulatory requirements into comprehensible terms
Range 3 (in addition to R2 above):
 Supervise
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
Range 1:
University Faculty and Staff
Range 2 (plus R1 above):
University Faculty and Staff
Range 3 (plus R2 above):
Legal Counsel
External
Range 1:
Federal, state, private, and
industry partners
Range 2 (plus R1 above):
Federal, state, private, and
industry partners
Subrecipients such as other
universities, private business
and outside individuals
Range 3 (plus R2 above):
Federal, state and industry
partners
Reason for Contact
To provide pre-award services, specifically with proposal
submissions; to clarify project goals and status; to educate faculty
and staff regarding roles and responsibilities, ethical conduct of
research, compliance requirements, reporting requirements and
overall award management requirements
To assist in resolving problems between faculty, sponsors and
subrecipients
To effectively negotiate and understand and identify areas of legal
and compliance impact and act in the best interest of the
University in these areas.
Reason for Contact
To obtain clarification and to resolve problems related to proposals
To negotiate basic contractual terms/conditions contained within
sponsored project agreements issued to the University; to resolve
problems related to sponsored activities
To negotiate basic contractual terms/conditions contained within
sponsored project agreements issued to the University; to resolve
problems related to sponsored activities
To resolve problems related to sponsored activities
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Range 1:
Bachelor’s Degree from an accredited institution
Range 2:
Bachelor’s Degree from an accredited institution
Position Description – Research Administrators – Line of Progression
Page 7
Range 3:
Bachelor’s Degree from an accredited institution
b.
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Range 1:
Bachelor’s Degree and one year, or a Master's Degree, of experience related to
administration or research compliance
Preferred Licenses or Certifications: None
Range 2:
Bachelor’s Degree and two years, or Master's Degree and one year, of experience
related to administration or research compliance
Preferred Licenses or Certifications: None
Range 3:
Bachelor’s Degree and four years, or Master's Degree and two years, of experience
related to administration or research compliance
Preferred Licenses or Certifications: Certified Research Administrator (CRA)
c.
Indicate any license or certificate required for this position.
None