Lead Research Operations Specialist

2 weeks ago

Boston, Massachusetts, United States Complete Staffing Solutions, Inc. Full time
Position Overview

Lead Research Operations Specialist

Employment Type

Full-time

Position Summary

FULL-TIME. Flexible hybrid schedule available after initial orientation, with in-office presence required 3 days per week and remote work for 2 days per week.

The Lead Research Operations Specialist at Complete Staffing Solutions, Inc. offers regulatory knowledge, professional support, and administrative assistance to the Research Director and Principal Investigators (PIs). This role is essential in promoting and facilitating the pursuit of external research funding while ensuring compliance with grant and contract stipulations, as well as federal and state regulations, and internal policies.

This position operates with a high degree of independence, overseeing pre-proposal, proposal development, and post-award financial compliance for a variety of sponsored research initiatives, including federal and non-federal projects, sub-awards, and cross-institutional collaborations.

Key Responsibilities:

Pre-Proposal and Proposal Development (collaborating closely with the Research Director):

  • Engage with PIs during the initial stages of project ideation to identify suitable funding opportunities aligned with the organization’s research objectives.
  • Assist PIs in compiling necessary components for research proposals aimed at various sponsors, including federal, state, nonprofit, and industry sources. This includes budget preparation, budget justification, certification forms, cover sheets, legal reviews, memoranda of understanding, institutional letters of support, and adherence to guidelines.
  • Support PIs in managing required reporting, including progress reports, Just in Time (JIT) reports, invention statements, and closeout reports, while responding to sponsor inquiries.
  • Facilitate the submission of prior approval requests to sponsors, including No Cost Extensions and budget modifications.
  • Monitor and communicate updates regarding research policies, procedures, and regulations that may affect the research community.

Grant Administration and Management (working closely with the Research Director):

  • Assist PIs with sponsor communications and notify them of upcoming reporting deadlines.
  • Collaborate with the Research Director and library staff on data management, research metrics, and protocols for archiving research materials.
  • Identify potential institutional risks for assessment by the Research Director.
  • Advise faculty on compliance matters, including financial conflict of interest reporting, effort reporting, and data management best practices.
  • Contribute to the development and coordination of training programs on research compliance topics.
  • Work with the Research Director and Administration to develop, review, and update internal research policies.

Post-Award Financial Compliance (collaborating with the Executive Director of Finance):

  • Ensure proper setup of incoming awards within the organization’s systems.
  • Coordinate with Human Resources and the Business Office to update effort allocations for faculty and staff on new awards.
  • Manage the assembly and execution of subawards and subcontracts with external entities.
  • Review expenditures on research grants and contracts to ensure compliance with sponsor and institutional policies.
  • Provide monthly budget summaries and forecasts to PIs to assist in financial planning.
  • Ensure compliance with accounting principles and federal standards for invoicing on industry-sponsored projects.
  • Track project milestones and receivables, and manage project invoicing.
  • Establish billing agreements to be managed by the Senior Accountant for Grants and Contracts.
  • Handle journal entries, revenue recognition, and federal drawdowns.
  • Provide necessary financial data and documentation for annual audits.
  • Act as a financial manager for fund disbursement in the payment management system.
  • Oversee biannual effort reporting and coordinate financial conflict of interest reporting.
  • Manage activities related to applications for changes in indirect cost rates.

Qualifications:

  • Bachelor's degree required; Master's degree preferred.
  • At least 5 years of experience in research grants administration within higher education, including experience with NIH-funded applications.
  • Strong knowledge of government and private agency sponsors, contract/grant regulations, budgeting, and financial management.
  • In-depth understanding of research administration compliance requirements and applicable laws.
  • Demonstrated accounting skills and familiarity with basic accounting principles.
  • Ability to adapt to changing conditions in a dynamic academic environment.
  • Excellent writing, editing, analytical, and oral communication skills, with the ability to simplify complex concepts.
  • Proficiency in Microsoft Office, particularly Excel.
  • Strong time management and organizational skills with meticulous attention to detail.
  • Familiarity with grant databases and the biomedical research field is preferred but not mandatory.
  • Certification as a CRA and membership in NCURA and SRA is desirable.

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