Senior Research Administrator

Job Description

To serve as a key member of the Plasma Science and Fusion Center fiscal/research administration team (5 professional staff, 4 support staff). This role provides critical support to our researchers conducting groundbreaking research across a wide range of fields such as plasma science, plasma fusion physics, data science and engineering, magnetics and nuclear magnetic imaging, cryogenics, and geothermal engineering.  The PSFC has annual research volume of $45 million.

The Senior Research Administrator  serves as an advisor and primary point of contact on complex pre- and post-award sponsored program activities and provides “cradle to grave” contract/grant/gift/fund policy and financial management for faculty and principal investigators (PI’s).

The Senior Research Administrator will provide training, guidance and support on all pre- and post-award activities for an assigned portfolio of PI’s and their research groups, and provide backup for others on the research administration team when needed. The Senior Research Administrator will monitor the financial performance of active grants, contracts and other funding sources, and provide regular updates to a portfolio of PI’s to verify the proper distribution of effort, resources and use of funds. Will provide financial analysis and oversight, and prepare standard and non-standard reports for PI’s, senior administrators, and sponsors. Will continually monitor accounts to ensure compliance with MIT and sponsor policies through the life of the award, including the close-out period at the end of a project. There will also be regular interactions with the Research Administration Services office (RAS), Vice President for Finance Office, and many departments and central offices across MIT.

Principal Duties and Responsibilities

• Plans and conducts financial meetings with Principal Investigators and others as appropriate.
• Counsel principal investigators and other staff on all aspects of research administration; provide monthly projection reports for complex sponsored research accounts, manage effort, salary and other expenses on research accounts. Provide monthly financial projections to PIs as needed and manage assigned research portfolios of several PIs.
• Responsible for complex proposal preparation and award administration; oversee the preparation, review, and submission of complex grant proposals and contracts involving multiple investigators, departments, universities, national labs, and private industry; and handle complex policy, problems and projects related to sponsored projects.
• Analyze and strategically plan for research funding projections and trends, personnel allocations, and other resource management issues. Develop complex financial reports and forecasts that enable PIs to effectively manage research expenditures and revenues.
• Continuously monitor complex research administration items, such as cost sharing and under-recovery. Monitor research and fund overruns; work closely with PI’s and support staff to resolve problematic transactions and clear overruns in an appropriate manner.
• For the assigned portfolio of PI’s, prepare budgets/proposals for donors and oversee the management of gift accounts and donor reporting. Cultivate relationships and communicate with VPF, RAS, SPA, Audit, Recording Secretary and other Institute offices, as well as with outside funding agencies and research administration officials at collaborating institutions.
• Oversee ongoing sponsored research activity to ensure compliance with complex sponsor requirements, agency and award terms and conditions, and MIT policies. Communicate with sponsors as needed.
• Provide reports to PSFC Assistant Director of Research Administration analyzing financial performance and funds available for research personnel and activities.
• Manage the graduate student RA appointment process for the assigned portfolio of PI’s
• Manage the faculty summer session appointment process for the assigned portfolio of PI’s.
• Other duties as assigned.

Qualifications:

• A bachelor’s degree and a minimum of four years’ experience in accounting or finance
• Initiative and the ability to work independently to solve problems with minimal supervision
• A good team player and ability to adhere to tight deadlines
• Strong interpersonal, communication, analysis, and organizational skills
• Ability to learn changing technologies related to grants and contracts management and federal guidelines and regulations
• Advanced knowledge of Excel, and SAP or similar grants accounting applications.
• Deals with confidential information and/or issues using discretion and judgment.
• Master’s degree preferred.
• Experience with grant proposals and management strongly preferred.

Other Important Information:

• This position is not eligible for visa sponsorship.
• Employment is contingent upon the completion of a satisfactory background check.