1067 Research Administration Specialist


TITLE Research Administration Specialist




IMMEDIATE SUPERVISOR Director of Research Administration

MAJOR ADMINISTRATOR Vice President for Research and Economic Development and International Programs


The Research Administration Specialist assists the Director of Research Administration in ensuring that the University is in compliance with applicable laws and federal regulations relating to external funding of University research, instruction, and public service programs. The Research Administration Specialist assists the Director of Research Administration by processing, review, negotiation, and acceptance of sponsored project activities and ensures proper stewardship of awarded funds in compliance with sponsor, federal, state, and University regulations.


Education: A high school diploma is required; a Bachelor’s degree is preferred. 

Experience: With a high school diploma, at least three years of experience in research administration, administration of sponsored programs, and/or writing grant proposals is required; with a Bachelor’s degree, one year of experience in research administration, administration of sponsored programs, and/or writing grant proposals is required.  Knowledge of governmental and granting agency regulations pertaining to grants and contracts and experience in reviewing proposals, budgets, grants, and contracts for adherence to state and federal regulations and University policy is required.

Skills: Demonstrated knowledge and application of standard budgeting procedures is required.  Knowledge of the electronic grants process (including a demonstrated proficiency in the use of Microsoft Word, PowerPoint, and Excel) are required.  Knowledge and understanding of research ethics and confidentiality principles and practices as defined by the Office of Research Integrity is required.  The ability to make sound decisions by applying policies and procedures and using available resources is required.   Must have the ability to establish and maintain effective working relationships with supervisors, co-workers, granting agencies, and the public.  The ability to communicate effectively verbally and in writing with a variety of constituents is required.  Must have the ability to analyze information and research a variety of sources to identify and resolve problems or issues.  The ability to work independently and with limited supervision is required.  The ability to manage multiple projects under tight deadlines is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.


1. Under the direction of the Director of Research Administration, helps to assure the proper application of policies and regulations regarding the submission of external grant proposals, compliance protocols, and acceptance of external grants and contracts by processing and reviewing all submissions from faculty, staff, and students in accordance with University policy and procedure and communicating the same to all parties, both within the University and outside the University. 

2. Assists the Director of Research Administration in ensuring the University’s compliance with all applicable laws and regulations by assisting in the development, implementation, and updating of University policies and procedures with regards to grants and research compliance.

3. Under the direction of the Director of Research Administration provides essential training and guidance regarding externally funded research laws and regulations to University faculty, staff, students, and any group whose activities are subject to the same.

4. Helps to assure that the University’s research practices are in compliance with federal and state regulations by monitoring and evaluating grant and contract activities as directed by the Director of Research Administration.

5. Facilitates research within the University by coordinating protocol application review by the Internal Review Board (IRB), Internal Animal Care and Use Committee (IACUC), and the Biosafety committees and educating investigators in regard to research compliance and intellectual property.

6.  Assists in the preparation and analysis of regularly scheduled and special requested reports regarding externally funded grant and research activities.

7. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

8. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development classes, and attending training and/or courses as required by the Director of Research Administration.

9. Contributes to the overall success of the Office of Research Administration by performing all other duties as assigned.


The Research Administration Specialist is supervised by the Director of Research Administration and may supervise graduate assistants and student employees.




Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 2 - 900 Points: Entry-level professional knowledge of the principles, concepts, practices, and methods of non-technical administrative and managerial functions. Knowledge permits the employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in areas including communications, social sciences, art and design, education, and related functions while gaining in familiarity with the University's policies and goals, business practices and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project to complete stages of a multi-phase project. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in an unspecified field or a specific background in a non-technical area. Knowledge requirements may also include a limited amount of related work experience.

Factor 2: Supervisory Responsibility

Level 2 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.

Factor 3: Interactions with Others

Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 2 - 250 Points: The employee carries out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Managerial Responsibility

Level 2 - 400 Points: Work involves services including collecting, processing, and disseminating information and providing advice to others. Work activities may be complex and likely affect the accuracy, reliability, or acceptability of further processes or services to the extent that others rely on the advice given in order to make decisions. Work activities typically affect the efficiency of the department but have relatively minor effects on operations within the cost center. Individuals in jobs at this level are often responsible for actively documenting, monitoring, and controlling expenditures. Incumbents may recommend minor expenditures, but have no substantive authority over budgets.