Roundtable: Research Administration MUHAS, Dartmouth, UCSF Goals, Roles, and Organizational Models...

Roundtable: Research Administration

MUHAS, Dartmouth, UCSF

Goals, Roles, and Organizational Models

Monday October 20, 2014

AgendaO What is a “Research Administrator”O Organizational Models of Our

InstitutionsO Roles and ResponsibilitiesO Professional DevelopmentO Core Competencies

O Innovation is key to economic competiveness

O Technological breakthroughs improve our lives

O Growth of highly skilled jobs O Improved standard of livingO Technology for national security

Why does the public invest in research?

Research AdministratorO "Each year, hundreds of men and

women enter the profession of research administration. Many of them do not even realize they are joining a profession." (Kulakowski & Chronister)

O Scientists? Accountants? Managers?O Service role that supports the

research enterprise

The Role of Research Administrator

O Works in higher education, industry, hospital, research institutes

O LeadershipO VisionO “Tone from the top”O Support required for success in

research programsO Oversight and compliance

The Role of the Research Administrator

O Research admin practiced in a variety of organizations (higher ed, industry, hospitals)

O Many research admin positions within an organizationO Positions have diversified, specialized over timeO Typically, fall into oversight of the conduct of research

and oversight and compliance of sponsor’s management and fiscal requirements as stated in a grant or contract

O Not referring to the direction of an individual project (this would be called project management)

O After WWII, with increased federal support, a new role was created and the field of research admin was started.

O What specialized skills or knowledge are required to fulfill this role?

O Various structures: O VP for Research oversees both aspects

• Research funding opportunities• Review RFAs and RFPs• Proposal development• Submission guidelines

Proposal Development

• Routing and Approval• Direct vs. Indirect Costs• Cost Sharing• Budget templates

Budgeting and Planning

• Communicate proactively and effectively• Understand communication styles• Network with colleagues to share and obtain

information• Ability to explain and support a decision

Communication

• Set and manage priorities• Manage tasks• Manage project timelines and dependencies

Project Management

• Set up payroll distributions• Post charges• Monitor and reconcile expenditures• Run grant reports• Close out awards

Fiscal Stewardship

Research Administrator Competency Model

Source:http://hr.ufl.edu/learn-grow/business-administration/sponsored-research-training/research-administrator-

competency-model/

Research Administration

Dartmouth College

Research Administration

University of California San Francisco (UCSF)

Research Administration

Muhimbili University of Health and Allied Sciences (MUHAS)

Activity Principal Investigator/ Department

Research Administrator

Institutional Official

Pre-award Activities:

Review request for proposals (RFA) Prepare

Prepare proposal:

Administrative components (information about the institution)

Budget

Science

Review & sign-off

Format & Upload/submit

Award Acceptance

Post Award Activities

Financial Monitoring and Reporting

Completing Scope of work

Discussion:Centralization vs.Decentralization

O Is your organization decentralized or centralized?

O What are the advantages?O Are functions in research

administration specialized?O What are the arguments for

specialization?O What are the disadvantages?

Discussion:Functions

O How are functions organized?O Customer focusO GeneralistO SpecialistO Product focusO “Geographic” aka by unit or location

What do you think are the most important

skills for a successful research administrator?

Discussion

Characteristics of Successful Research Administrators

O Believers in the vital importance of research (cheerleader, advocate)

O Derive satisfaction from the success of researchers

O Ability to interpret regulations, guidelines, funding trends and other information, find meaning and tie information to the research mission

O Clear communicatorsO Good problem solvers (weigh risk, propose

innovative solutions)O Demonstrate high levels of ethics and integrity

Professional Development

O Association of Research Managers and Administrators (UK) ARMA,  The majority of ARMA's members are from UK universities, but the association also includes members from hospitals, research institutes and funders, from the UK and other countries in Europe and Africa.

O National Council of University Research Administrators

O Association of Research Administrators in Africa (AARA). Website, araafrica.org

O Eastern Africa Research and Innovation Management Association (EARIMA) 

Discussion: Professional Development

O Have you participated in conferences or other professional development activities?

O What has been most helpful in learning new skills in research administration?

O Do you have a mentor?O Are on-line resources useful?

ResourcesThe following websites contain useful informationO http

://grants.nih.gov/grants/about_grants.htm

O http://grants.nih.gov/grants/foreign/index.htm

O http://ec.europa.eu/research/iscp/index.cfm

O http://www.theglobalfund.org/en/ O www.inorms.orgO www.ncura.eduO www.srainternational.org