Lead Research Program Specialist
University of Rochester
USD 37.12-55.68 / hour
Posted on Aug 22, 2025
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Job Location (Full Address):
601 Elmwood Ave, Rochester, New York, United States of America, 14642Opening:
Worker Subtype:
RegularTime Type:
Full timeScheduled Weekly Hours:
40Department:
400023 Microbiology AdministrationWork Shift:
UR - Day (United States of America)Range:
UR URG 113 HCompensation Range:
$37.12 - $55.68The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.
Responsibilities:
GENERAL PURPOSELeads the administrative, managerial, and practical support for a department's research program for the Department of Microbiology and the newly established Institute for Immunological Sciences. Acts as the primary point of contact with Research program administration (ORPA/ORACS/VP of Research), project sponsors (NIH, NSF, Dod etc.) participating research programs and regulatory agencies. In partnership with the Accountant II staff member, reviews proposed research program budgets for adherence to financial reporting regulations as defined by the Office of Research Accounting and Costing Standards and the Office of Research Project Administration. Provides leadership to the Grants Management Specialist II and joins in performing timely follow-up of program deliverables and outcomes, ensuring compliance of all program requirements, anticipating potential issues and proactively identifying solutions. In partnership with the Chair, Vice Chair and AD of Research Operations, plans and directs the administrative and programmatic support for research activities to effectively manage available resources. Represents program to internal and external organizations involved in the program's activities and projects, professional organizations, and cooperative programs with other research institutions, as well as with fundraising, advancement and/or grant negotiations with public or private organizations in partnership with the Chair and AD of Research Operations. Independently manages some or all of the implementation plans of assigned projects and outreach initiatives, tracking and reporting program milestones on a regular basis. Provides oversight and coordination for all program activities. Supervises Grant Management Specialist II and supports all pre award activities. Develops a strong working relationship with the staff accountants to handle the post award activity for both the Department and Institute.
ESSENTIAL FUNCTIONS
- Works with the AD Research Operations to initiate, formulate, and monitor the activities of the research program.
- Supports senior administrators (Chair of the Department of Microbiology and Inaugural Director of the Institute for Immunological Sciences and also Vice Chair, and faculty in formulating program concept and coordinates all components of the submission process for all contracts and subcontracts. NIH, NSF, DoD etc.
- Provides supporting data for decision-making.
- Calculating direct and indirect grant revenue and expenses that can be used for budget setting purposes.
- Recommends strategic and tactical approaches to program planning for the Research program especially in the partnership building for the Institute for Immunological Sciences.
- Acts as the primary administrative contact with other departments, universities, and other organizations involved with the multidisciplinary conduct of research and training programs housed in the Department. (e.g., Cancer Center, Surgery, Transplantation)
- Supports principal investigator(s) and senior leadership in the preparation of applications for research or training support and maintains liaison with Research and Project Administration, federal agencies, and others.
- Manages the relationships and represents the Research program when interacting with various regulatory agencies, national, and international colleagues.
- Externally e.g., NIH, NSF, DoD etc. Internally with ORPA RA and ORACS account representatives.
- Supervises Grant Management Specialist II and through a division of labor, will, in combination successfully achieve the following:
- Manages all grant procedures in accordance with ORPA and ORACS guidelines.
- Ensures that all granting procedures are followed per established guidelines
- Maintains certifications as necessary.
- Directs and manages Grant Management Specialist II on pre/post-award processes.
- Ensures grants are implemented, monitored, and closed out in accordance with sponsor guidelines.
- Interprets University and sponsor policies to develop guidelines and procedures to ensure compliance.
- Assists faculty with grant applications especially overseeing the more complex grants and subawards.
- Prepares budgets and justifications.
- Prepares supporting materials and outlines grant submission information, requirements, and deadlines.
- Monitors and allocates effort on grants and recommends appropriate action in accordance with direction from the Principal Investigators.
- Monitors expenditures to ensure compliance with University and sponsor policies and regulations. Works directly with the Department Accounting II staff member to ensure accurate account reporting/reconciling and with Accounting II staff member meets month with PIs to review all accounts.
- In partnership with the AD of Research Operations, develops and monitors operating, research program, core, start-up, endowment, gift, and capital budgets for the Research program and faculty.
- Plans and administers multi-program research program budgets, training grant budgets and contracts.
- Works with faculty to monitor usage of operating and grant budgets.
- Serves as liaison to ORPA and ORACS on matters related to pre- and post-award grant administration.
- In coordination with the AD of Research Operations, Department Accountant II, department PIs, ensures fiscal control and oversees all budgets for research activities and institutional accounts related to the Research program.
- Develops, implements, and manages best practice fiscal/administrative procedures in the Research program. Reports the financial status of the research to the AD of Research Operations.
- In partnership with the AD of Research Operations & the Department Coordinator, plans and directs administrative and programmatic support for research activities to effectively manage available resources, such as staffing, space, supplies, computers and office equipment especially with a focus on building the ne Institute for Immunological Sciences.
- Acts as an expert resource to key committees and task forces created to further institutional and program goals.
- Provides guidance and advice to the AD of Research Operations and the Department Chair on administrative and fiscal activities, especially in terms of strategic planning and problem resolution.
- Initiates and participates in meetings, conducts feasibility studies, and confers with regulatory agencies and University administration including interacting, when appropriate, the VP of Research.
Other duties as assigned
MINIMUM EDUCATION & EXPERIENCE
- Bachelor's degree Required
- 5 years of relevant experience required
- Or equivalent combination of education and experience Required
KNOWLEDGE, SKILLS AND ABILITIES
- Substantial knowledge and understanding of federal regulations affecting medical research. (All major sponsors) Required
- Comprehensive skills and training in medical research, including financial management, personnel administration, program planning, or development and implementation, Required
- Substantial skills in pre and post award management and the ability to lead grant specialist(s) and to work in concert with the accounting team to ensure all accounts are updated and accurate. Required
- Strong ability to build relationships with all PIs that promotes collaboration and cooperation. Required
- Strong interpersonal, presentation, organizational, and communication skills, including written communication, required
- CPLP - Certified Professional in Learning and Performance within 1 year required
LICENSES AND CERTIFICATIONS
- CLASP certified within 1 year required.
- Continuous Learning for Administrators of Sponsored Programs Required
- CPLP - Certified Professional in Learning and Performance within 1 year required
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