BMI Extramural Projects Specialist

Job description

Job Description

BMI Extramural Projects Specialist-1702360

Required Qualifications: Bachelor's degree or higher in related field plus three (3) years of full time administrative experience specifically related to research projects involving external sponsors. Minimum of 2 years full-time professional work experience in Academic and/or Research institution. Experience managing applications to and projects funded by NIH and/or NSF. Produced project and activity reports. Experience developing/Managing accurate and compliant multicenter project budgets including subcontracts. General knowledge of and experience working under federal funding/compliance regulations. Demonstrated ability to accurately and completely meet strict deadlines within often short time frames, and to manage multiple tasks. Experience using electronic on-line business and proposal systems, such as ASSIST, FastLane, eCommons, MyNCBI, Oracle/Report Center, IRBNet, CITI Training. Excellent written and verbal communication skills. Proficiency in Microsoft and Google business productivity systems including Word, Excel, Google Drive and Mail; Proficient in use of Chrome browser, Google Scholar and Google Search engines. Demonstrated ability to learn and master new electronic systems quickly and accurately.
Preferred Qualifications: MBA or equivalent business administration degree. BS in health science, engineering, computer science, and/or biomedical informatics. MS in health science, engineering, computer science, and/or biomedical informatics. Led successful proposal submission and award of multicenter federally-funded Program project grants. Successfully completed IRB, IACUC submissions, obtaining Assurance. Negotiated and managed multicenter budgets and subaward compliance. Detailed knowledge of and experience complying with federal funding regulations. Experience training academic personnel in research procedures, ethics, and/or compliance. Demonstrated ability to work successfully with faculty and administration at all levels. Successfully executed MTA, CDA, NDA and/or Intellectual Property disclosures. Completed and submitted interim, progress, final project and financial reports. Submitted and tracked proposal on electronic funder sites including eCommons and/or FastLane. Monitored budgets, expenditures, effort of funded projects Brief Description of Duteis: The Biomedical Informatics (BMI) Extramural Projects Specialist will manage all business elements of BMI-based extramural funding activity, enabling the BMI Department (including BMI’s Cancer Center collaborations) to be primary hubs of large program project grants and effective Core Services provider. 1) This position is responsible for grants and contracts, from proposal development through award management. Create complex research consortium budgets compliant with University and Research Foundation (RF) requirements as well as with sponsors including NIH, NSF, DARPA, DoE, NASA, AFSOR. Oversee expenditures and reporting for main and all collaborating organizations. This position will provide management of BMI Core Services operations including rate development, accounting and customer service including Core unit referrals, charge estimates and billing. Working independently under limited supervision, incumbents facilitate the operation of complex projects and programs through administrative coordination activities. Requires analytical and problem solving skills, independent judgment, collaboration and initiative to accomplish goals. May include supervisory responsibilities. Incumbent is expected to adhere to strict deadlines and evolving regulatory policies and procedures. This position requires continual self-education on business systems and other on-line tracking and administration, Research Foundation for SUNY policy and procedures, sponsor guidelines and federal regulations, and includes training faculty, student and administrative department members including those seeking funding, funded researchers and their teams. This position will support BMI Department members and their collaborators (and in conjunction with the Office of the Vice President for Research) to seek and apply for extramural as well as intramural funding. Provide support for administrative and business aspects of proposals. Assist department members, including graduate students seeking fellowships, with administrative and business sections of grant proposals, creating checklists of application requirements and related rules using funder and institutional guidelines; developing compliant budgets and preparing justification. Identify, generate and obtain all required documentation and where possible, create a reference library of frequently-used sections.
Grants and Contracts:
  • Identify/monitor opportunities and provide expertise in funder/institution policies and procedures.
  • Synthesize funder priorities and interests and correlate to Department capabilities and expertise.
  • Evaluate interests and expertise of Department researchers and their current internal and external collaborators; Identify and connect with new potential collaborators.
  • Evaluate resources that could be used for new projects – within SBU, at other institutions. Recommend, plan new resources that fill existing gaps in order to facilitate Department objectives.
  • Continuously update knowledge of changing policies, procedures, rules and regulations for funders including NIH, NSF, DARPA, DoE, DoD.
Project/Proposal Development:
  • Work with lead investigator(s) to organize and manage team members from multiple institutions that will develop project specifications, establish clear aims and objectives, tasks and milestones.
  • Develop complex multicenter budgets, negotiate sub-investigator and other resource costs.
  • Ensure that proposals adhere to all Institution and Funder/Program requirements, including required elements of proposal and on-time internal and collaborator approval routing. Ensure all opportunities exploited for maximum return (funding, discoveries, publications, synergistic staffing and activities).
  • Review and edit all materials; Ensure compliance with Institution, Funder, other regulations and requirements.
  • Complete internal approvals/submission process in timely manner, working with collaborating departments and institutions, deans’ offices and OVPR staff. Track all elements of proposal and ensure all deadlines are met. Ensure institutional officials have ample time to preview materials, ensure that all appropriate changes are made as a result of those previews.
  • Working closely with PIs, upload electronic grant applications according to specific funder guidelines; managing process to final submission. Verify that all proposal elements meet requirements, are functionally effective, and are properly uploaded to application system. Make corrections as needed per Funder procedures and within Funder deadlines.
  • Ensure departmental and project compliance with institutional and sponsor requirements. Provide training, track documentation and report on performance.
  • Interpret and apply Institutional and Funder policies, mechanisms and workflow for application preparation, approval, submission and postaward administration.
  • Develop new procedures and training as needed to ensure compliant and successful effort.
  • Interpret and apply Institutional and Funder labor and human resources policies and procedures to assure timely assembly of project teams and dissemination of research results, tech transfer, materials transfers, CDAs, and related activity.
  • Interpret and apply Institutional and Funder regulatory compliance requirements (such as RCR, FCOI, IRB, IACUC, Export Control, Tech Transfer, Stem Cell research); where needed, assist with preparation, submission and monitoring of compliance materials, such as IRB review and approval. Develop and provide training where needed (ex: Departmental Interactive RCR).
  • Assist with preparation and submission of IRB, IACUC or other required approvals, monitoring and renewing as needed.
  • Conduct “Post mortem” assessment on deferred funding decisions; Recommend and implement corrective actions as needed.
  • Engage team to determine if resubmitting.
  • Work with team to revise in manner responsive to Funder feedback. Direct and manage resubmission in accordance with duties described above.
  • Incumbent will track and report regularly to the Chair and the Administrator, tracking progress, salary offset and indirect cost awards. The BMI Extramural Projects Specialist will also lead annual and final report submission activities on behalf of the PI, and periodic reports to University officials on request and in cooperation with the Chair and the Administrator.
  • Work closely with RF personnel to set up grant and contract accounts. Ensure that all startup requirements are met promptly, including budget revision/approval if needed, subcontracts; work with Department staff for new position posting/advertising as well as candidate selection and onboarding;
  • Meet with new Principal Investigators and their staff upon the establishment of a new sponsor funded award to familiarize them with the Research Foundation business system, policy and post award expenditure procedures.
  • Verify that subaward organizations understand and comply with contractual obligations.
  • Monitor main and subaward expenditures and compliance (including but not limited to: Employee Appointment/Change Fellowships/Fellow Health Insurance, Faculty Summer Appointments, Graduate Student tuition payments, Faculty Salary Offsets, Participant Stipends, Internal Campus Recharges, Purchase Requisitions through campus electronic requisitioning system (Wolfmart), Equipment Insurance, Travel Advance/Reimbursements, Independent Contractors, international travel and export control, Encumbrance /Expenditure cost verification and cash advance reconciliation).
  • Analyze awards for potential budget modifications and recommend to PI. Prepare, submit and track modification requests.
  • Checklist all sections, with guideline-based rules and other applicable specifications, for annual, interim, final reports and other sponsor deliverables; Oversee preparation of all and upload business sections of same; ensure that reports are submitted complete and on time.
  • Participate in internal control development by researching and co-authoring specific policies and procedures, updated periodically.
  • Report regularly to Department Administrator and to Chair.
BMI Core Services: Incumbent will serve as primary administrator for BMI Core Services and work closely with SB Medicine’s Office of Scientific Affairs and the Stony Brook Cancer Center. The BMI Extramural Projects Specialist will ensure the successful conduct of the financial affairs of BMI Core Services through effective use of resources and proper reimbursement where applicable.
  • Identify and market services to potential internal and external customers of BMI Core Services. Write promotional material for website. Ensure that iLab/OSA interfaces are complete and up to date, modifying as needed. Monitor similar or competing organizations and propose upgrades.
  • Serve as primary point of contact for BMI Core Services, receiving initial inquiries, assessing customer needs and working with leaders of specific services to develop project specs, provide fee estimates, track resource utilization and bill customers. Provide follow-up and assistance for complaints and unpaid accounts.
  • Prepare semi-annual review of Core service activity, semi-annual IFR account reporting with projections and periodic rate re-assessment, reviewing charges vs actual costs. Reports and filings will be in compliance with SBU Accounting Office and OSA requirements and procedures.
  • Other duties: As assigned.
Special Notes: The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
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About Stony Brook:

Long Island’s premier academic medical center, Stony Brook Medicine represents Stony Brook University’s entire medical enterprise and integrates all of Stony Brook’s health-related initiatives: education, research and patient care. It encompasses Stony Brook University Hospital, Stony Brook Children’s Hospital, the six Health Sciences schools — Dental Medicine, Health Technology and Management, Pharmaceutical Sciences, Medicine, Nursing and Social Welfare — as well as the major centers and institutes, programs and more than 50 community-based healthcare settings throughout Suffolk County. With 603 beds, Stony Brook University Hospital serves as Suffolk County’s only tertiary care center and Regional Trauma Center. Stony Brook Children’s, with more than 180 pediatric specialists in 30 specialties, offers the most advanced pediatric specialty care in the region.

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Official Job Title: Project Staff Associate
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Biomedical Informatics-The Research Foundation for The State University of New York at Stony Brook
Schedule: Full-time Day Shift 8:30-5Biomedical Informatics-The Research Foundation for The State University of New York at Stony Brook
Posting Start Date: Feb 1, 2018
Posting End Date: Feb 15, 2018, 11:59:00 PM
Salary: $75,000-$85,000 / Annual @ 1.0 FTE CWE
Salary Grade: E99





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Job No:
Posted: 3/13/2018
Application Due: 3/18/2018
Work Type: