Senior Research Administrator

Description

The Senior Research Grants and Contracts Manager at the New England College of Optometry (NECO) supports faculty and investigators through the entire research funding lifecycle—from identifying funding opportunities and proposal development to post-award financial compliance and institutional reporting. This role provides regulatory expertise, professional guidance, and administrative support to the Director of Research, Principal Investigators (PIs), and institutional leadership to encourage and support successful applications for external funding, ensure that awards are used for authorized and allowable purposes, and maintain compliance with sponsor terms, federal and state regulations, and NECO policies.

Working independently and collaboratively, this position manages pre-proposal, proposal development, and post-award activities for a diverse portfolio of federal and non-federal sponsored projects and subawards, including industry-sponsored agreements and cross-institutional initiatives.

Key Responsibilities include:

A. Pre-Proposal and Proposal Development (approximately 30% FTE)

• Proactively identify, cultivate, and disseminate a wide range of funding opportunities (federal, state, foundation, industry) tailored to faculty and research groups, demonstrating an entrepreneurial approach that expands research funding and ensures the position delivers substantial return on investment.
• Assist PIs with proposal preparation and submission, including federal sponsors (e.g., NIH):
  • Develop and track modular and  detailed budgets (personnel, fringe, subawards, participant costs, F&A, etc.) and budgets justifications, in collaboration with the Investigators, HR and the Business Office.
  • Assist in the preparation of administrative documents (e.g., biosketches, other support, institutional letters) and ensuring compliance with sponsor and NECO requirements.
  • Maintain submission tracking spreadsheets and document checklists.
  • Manage subrecipient documentation and compliance (Uniform Guidance 2 CFR 200), including review of SOWs, budgets, and letters of support.
• Support contract and budget preparation for industry-sponsored, foundation, and other non-federal awards.
• Negotiate industry-sponsored agreements (e.g., indemnification, IP, publication rights).
• Assist in preparing invoices, reimbursement requests, effort reporting, and financial documentation in collaboration with the Business Office.
• Coordinate and submit prior approval requests (e.g., no-cost extensions, budget revisions, changes in scope/PI).
• Create T35 trainee appointments in eRA Commons.
• Monitor and communicate federal policy updates and their implications to PIs and leadership.

B. Grant Administration and Compliance (approximately 30% FTE)

• Serve as primary administrative point of contact for sponsor communication.
• Track and communicate upcoming reporting deadlines; assist with federal and non-federal reporting requirements (e.g., JITs, RPPRs, closeouts).
• Maintain active institutional registrations and assurances (e.g., PHS Commons, SAM.gov, FWA, IRB, OLAW, IDC rate, iEdison).
• Advise on research compliance, including financial conflict of interest (FCOI), misconduct reporting, effort reporting, IRB/IACUC regulations, and data management best practices.
• Collaborate with faculty, librarians, and administration on data management policies, research metrics, and strategic planning.
• Assist in developing and coordinating educational/training programs on research compliance topics.
• Prepare and submit required institutional research surveys and reports (e.g., NSF HERD, FACILITIES, ASCO).
• Maintain and manage the CITI training program, Research Resources Portal, and other compliance tracking tools.

C. Post-Award Compliance (approximately 25% FTE)

• Coordinate timely and accurate award setup in NECO systems; communicate account information and budgets to relevant stakeholders.
• Prepare and manage subawards and contracts with external partners.
• Collaborate with Investigators, HR and the Business Office to establish and monitor effort allocations, track adjustments, and ensure accurate reporting.
• Provide guidance on compliance with sponsor and institutional policies.
• Contribute to financial projections and forecasts for grant- and contract-related revenues and expenses in collaboration with the Business Office.
• Advise on invoicing for industry-sponsored research and clinical trials, including milestone tracking.
• Participate in required sponsored program reporting and annual institutional audits.
• Manage biannual effort reporting and FCOI submissions.
• Coordinate activities related to changes in indirect cost rates.

D. Training and Professional Development (approximately 15% FTE)

• Stay current on evolving grant regulations and best practices in higher education research administration.
• Development of research policies, SOPs, and best practices.
• Attend relevant professional development trainings and workshops.

Qualifications:

Required

• Bachelor’s degree; Master’s degree preferred.
• Minimum 3 years of research grants administration experience in higher education, 5 years or more preferred–including direct experience with management of electronic administration systems (i.e., eRA Commons, ASSIST, Research.gov, ClinicalTrials.gov, PMS) and NIH-funded applications.
• Comprehensive knowledge of government and private research sponsors, applicable grant/contract regulations, procurement, budgeting, and financial management.
• Familiarity with basic accounting principles (e.g., journal entries, revenue recognition, federal drawdowns).
• In-depth understanding of research compliance requirements, applicable laws, and regulations.
• Proficiency in Microsoft Office, with advanced skills in Excel.
• Strong writing, editing, analytical, and oral communication skills; ability to translate complex contracting concepts into clear, accessible language.
• Exceptional time management, organizational skills, and attention to detail.
• Ability to work effectively in a small academic environment with flexibility, resilience, and adaptability to changing priorities.

Preferred

• Familiarity with grant databases and the biomedical/medical research environment.
• Certified Research Administrator (CRA) credential.
• Experience with indirect cost recovery, facility and administrative cost rates, as well as fringe rates and effort reporting.
• Membership in NCURA (National Council of University Research Administrators) or SRA International (Society of Research Administrators International).

NECO is committed to creating a diverse environment and is proud to be an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, or veteran status.

New England College of Optometry offers a robust benefits program including:

• 3 plan options for BCBS medical coverage (employer subsidized at 75% or greater)
• Mental Health and Wellness benefits
• BCBS Dental
• Discounted vision services 
• 13 paid holidays and generous paid time off for sick, vacation, and personal days
• Employer-paid life insurance, and short-term and long-term disability,
• Voluntary Insurance: life, critical illness, hospital indemnity, accident,
• Voluntary Benefits: employee discounts and pet insurance,
• 9% employer contribution to a 403(b) retirement plan after 1 year of service with no vesting schedule or match requirement,
• Qualified Public Service Loan Forgiveness Employer.