Research Administration Concierge (Journey)

Job description

Requisition Number:


Position Number:


Position Classification Title:

University Program Specialist

Functional Title:

Research Administration Concierge (Journey)

Position Type:


University Information:

UNC Greensboro, located in the Piedmont Triad region of North Carolina, is 1 of only 57 doctoral institutions recognized by the Carnegie Foundation for both higher research activity and community engagement. Founded in 1891 and one of the original three UNC System institutions, UNC Greensboro is one of the most diverse universities in the state with 20,000+ students, and 3,000+ faculty and staff members representing 90+ nationalities. With 17 Division I athletic teams, 85 undergraduate degrees in over 125 areas of study, as well as 74 master’s and 32 doctoral programs, UNC Greensboro is consistently recognized nationally among the top universities for academic excellence and value, with noted strengths in health and wellness, visual and performing arts, nursing, education, and more. For additional information, please visit and follow UNCG on Facebook, Twitter, and Instagram.

Primary Purpose of the Organizational Unit:

The Office of Sponsored Programs is a full-service operation, facilitating faculty and staff interaction with private, local, state, and federal agencies that provide funds for research, service, or creative endeavors while assuring institutional compliance with state and federal guidelines governing such activity. OSP serves as the central office for pre-award research activities, providing final institutional review and approval of all proposals. The nature of this work is fast-paced and deadline-driven. OSP assists faculty, staff, and unit/departmental pre-award research administrators with concept development and program design; locating potential sponsors; obtaining and deciphering agency guidelines and forms; editing proposal drafts, including budgets and project narratives; assuring institutional compliance with sponsor, state, and federal rules for research; copying, packaging, and delivering proposals and contracts to potential sponsors (in both paper and electronic formats); and some non-financial post-award activities such as negotiating, issuing sub-agreements, and project extensions, etc. This office is also responsible for maintenance of institutional records regarding this activity and for reporting the same to UNC system office.

Position Summary:

Re-Post, Previous Applicants Need Not Re-Apply, Still Under Consideration.

A Research Administration Concierge will be charged with bridging the gap from pre-award activities to post-award administration and management. The Concierge position will focus on non-financial aspects, including protocol development, compliance approvals, human resources (e.g. staff and post-doc hires), Graduate School (e.g. graduate hires), identification of necessary trainings for study coordinators, acquisition of space/equipment, payment of study participants, and other needs as they arise. This is a new position within the Office of Sponsored Programs, and the successful candidate will establish processes, refine duties, and define practices in coordination with OSP leadership.

The Research Administration Concierge position will serve as an expert resource to assist faculty throughout the award life cycle, with highest involvement during the first 3-6 months of a new award before transitioning the Principal Investigator to working with a dedicated study coordinator or program manager. The goal of this position is to ensure continued programmatic correctness and compliance with various regulatory requirements including State, University, and OSP policies and procedures.

Minimum Qualifications:


Preferred Qualifications:

  • Master’s Degree and experience with the administration of federally funded projects.
  • Project management skills.
  • Ability to manage simultaneous priorities.
  • Demonstrated ability to manage workload, priorities, and deadlines to achieve project timelines.
  • Familiarity with clinical trials.
  • Knowledge of IRB protocols and IACUC rules and regulations.
  • Familiarity with employment regulations and human resource practices, human subjects policies, animal care policies, procurement procedures, and patent/copyright procedures. A willingness to connect with experts in each of these knowledge domains.
  • Demonstrated ability to understand, interpret, and communicate policies and procedures.
  • Demonstrated proficiency in Microsoft Word, Adobe, Excel, and web-based tools.
  • Ability to work well independently.
  • Customer-service focused.
  • Extreme attention to detail.

Alternate Option:

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Special Instructions to Applicants:

Applicants must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. The application must be completed in full detail for your qualifications to be considered.

Applicants are required to upload the following documents with their electronic application:

  • Resume
  • Cover Letter
  • List of References

Applicants are required to upload a list of references of at least three (3) professional references that includes:

  • Name
  • Company Name
  • Type of reference (Professional, Supervisor, Colleague, Academic or Personal). One (1) of those references will need to be a current or previous supervisor.
  • Email Address
  • Contact Phone Number

Applications are not successfully submitted until an online confirmation number has been received at the end of the application process.

Recruitment Range:


Org #-Department:

Sponsored Programs - 11502

Work Hours of Position:

M-F 8 A.M. - 5 P.M.

Number of Months per Year:


Job Family:

Administrative & Managerial

Career Banded Title:

University Program Specialist

Open Date:


Close Date:






Salary Grade Equivalency:


Key Responsibility:

Award Transition

Essential Tasks:

  • Reduce the administrative burden on funded PI’s and ease the transition from pre-award submission to post-award management.
  • Work closely with Principal Investigators (PIs) in establishing a post-award process ensuring compliance with established University policies and research protocols. This may include assisting PIs with the development of processes for effort tracking, expenditure and budget tracking, project milestone monitoring and reporting timelines, among other activities, that will enable the funded project to complete goals and objectives on-time and within budget.

Key Responsibility:

Serve as Research Liaison

Essential Tasks:

  • Act as a Human Resources (HR) liaison for PIs and research administrative support staff providing support and coordination of services directly related to award requirements such as facilitating the documentation required for employment (new personnel or changes to existing personnel), including onboarding, training, payroll, and any other HR related matters during project start-up.
  • Act as a procurement liaison for PIs and research administrative support staff for the purchase of initial project-related goods and services. Work with PIs, research administrative support staff, and university Procurement Services in drafting bids, sole-source justifications, and other procurement related matters during project start-up.
  • Act as a compliance liaison for PIs during the development and approval of study protocols and approvals. Interface with the Office of Research Integrity in regard to IRB, IACUC, IBC, COI, and Export Control matters during project start-up.
  • Act as an innovation liaison for PIs in regard to preliminary commercialization actions, as needed. Interface with the Innovation Partnership Services Office/Launch UNCG regarding the potential for patents, copyrights, and other commercialization activities.

Key Responsibility:

Outreach and Relationship Development

Essential Tasks:

  • Conduct outreach activities for faculty, with a focus on underrepresented faculty in biomedical disciplines, to promote services offered by the Concierge.
  • Manage and maintain professional and interdepartmental contacts, acting as liaison with the University’s Office of Compliance, Human Resources, Office of Sponsored Programs, Contract and Grant Accounting, Office of Research Integrity, Innovation Partnership Services Office/Launch UNCG, Office of Research and Engagement, and all offices involved in post-award support activities.

Key Responsibility:

Processes Development and Reporting

Essential Tasks:

  • Create a procedures manual and responsibility matrix for concierge duties that is harmonized with the overall Research Role and Responsibility Matrix of the University.
  • Meet regularly with assigned research faculty and PIs in the core science disciplines and other areas as needed.
  • Meet regularly with the UNCG Sponsored Programs Administration Development (SPAD) team.
  • Other duties as assigned.


Professional Knowledge

Competency Description:

Knowledge of program policies, procedures, technology, best practices, and their theoretical bases. Ability to interpret and apply a variety of interrelated policies, procedures, and programs for clients and to address clients’ non-routine issues. Knowledge of new theories, trends, laws, or precedents demonstrated by recommending and implementing improvements or necessary changes to policies, procedures, and/or program(s).

Competency Level:



Program/Project Administration

Competency Description:

Ability to administer and/or manage a program with established guidelines and standards in its entirety or to administer several components of a multi-faceted program. Ability to ensure program/project accountability. Ability to define scope, goals, tasks, deliverables, timelines, tools, and resources. Ability to assess the needs of the work unit or project. Ability to determine any gaps, and recommend changes in procedures, workflow, and work assignments to improve efficiency and effectiveness in performance of individuals and the work unit as a whole. Ability to develop and monitor program/project databases, schedules, and reports. Ability to ensure accuracy of data and compliance with program standards. Ability to perform professional program administrative duties, including technical decisions. Ability to collaborate in the development and completion of grants and contracts. Ability to administer pre-and post-award agreements. Ability to prepare related reports as required.

Competency Level:




Competency Description:

Ability to advise and collaborate with clients, program participants, and others to resolve difficult issues in assigned program area(s). Ability to identify trends. Ability to recognize the impact of policies, procedures, and laws. Ability to apply knowledge and understanding of program culture, issues, and work relationships to address situations. Ability to share knowledge and critical thinking process. Ability to promote the use of best practices to achieve mutually agreeable outcomes in the resolution of issues. Ability to determine and document a course of action to address complex, ambiguous, or unique operational and/or programmatic issues in assigned area(s).

Competency Level:



Information Analysis and Decision-Making

Competency Description:

Ability to analyze business operations and/or financial statements for overall program administration. Ability to develop initiatives to meet program/project needs and objectives. Ability to assess and resolve unprecedented problems that require research and review of policy and procedures for the program or assigned components. Ability to resolve problems or compliance issues, based on delegated authority.

Competency Level:



Communication and Marketing

Competency Description:

Ability to maintain and enhance professional relationships to increase credibility for building support and reaching consensus when explaining and interpreting program policies and procedures within assigned area(s). Ability to convey sensitive information or decisions to clients. Ability to work toward mutual resolutions that are in the best interests of the organization and across organizational lines. Ability to promote and market assigned area(s) and persuade clients of the needs and beneficial outcomes of the program. Ability to plan and implement marketing strategies and functions. Ability to apply creativity to development of strategies and functions. Ability to take a lead in presentation of products and cultivation of donors. Ability to develop and conduct multiple training programs to meet organizational training needs. Ability to prepare teaching plans, and materials. Ability to identify objectives and provide instructions in a variety of training disciplines which include and encompass all levels of work.

Competency Level:


Physical Effort:

Reading, Writing, Hearing, Talking, Standing, Sitting, Walking, Lifting-0-30 lbs.




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Job No:
Posted: 2/17/2021
Application Due: 2/27/2021
Work Type: Full Time