Research Administration Specialist (Pre-Award Focus), Ross and Carol Nese College of Nursing

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POSITION SPECIFICS

Join the Ross and Carol Nese College of Nursing as a Research Administration Specialist to help advance the College's research mission by ensuring high quality, compliance, and timely proposal development.

While the primary focus of this position is pre-award administration, the Research Administration Specialist will also provide comprehensive administrative support across post-award.

This role also provides integrated backup and operational support across research administration functions.

Responsibilities include but are not limited to:

Pre-Award Administration:

• Serve as the primary point of contact for all preaward activities.

• Coordinate preparation of grant and contract proposals (e.g., budgets, justifications, biosketches)

• Review sponsor guidelines, funding announcements, and compliance requirements.

• Manage proposal timelines and ensure timely submission.

• Prepare and route proposals through institutional and federal sponsor submission systems (e.g., Cayuse, Research.gov, Grants.gov, NIH ASSIST).

• Support faculty with complex proposal submissions (e.g., multisite, collaborative, limited submissions).

• Maintain proposal records, tracking, and internal reporting.

• Provide training and guidance to faculty and staff on proposal development.

Research Administration Support:

• Assist with contract and subaward negotiations coordination.

• Provide occasional support for award setup and sponsor communication.

• Participate in process improvement and development of research administration tools.

The Research Administration Specialist will also support routing of regulatory compliance materials, including Institutional Review Board, Institutional Animal Care and Use Committee, and Conflict of Interest reviews.

Additional Key Responsibilities:

Financial and Post-Award Support:

• Perform interim account reconciliation, financial monitoring, and expense compliance review.

• Support student financial processing and reconciliation.

• Ensure operational continuity during staffing gaps.

• Create, submit, and monitor financial requests (e.g., purchasing, reimbursements, vendor setup); resolve workflow issues.

Procurement and Purchase Order Management:

• Manage purchase orders for research supplies and services.

• Coordinate vendor communication, invoice resolution, and documentation.

The above responsibilities will involve collaboration with numerous Penn State units, including the Office of Sponsored Programs, Research Accounting, Office for Research Protections, and the central finance office.

After training, the Research Administration Specialist will work with various software including SIMBA (Penn State's System for Integrated Management, Budgeting and Accounting), SAP Concur, and ServiceNow.

Qualifications:

Applicants must have at least two years of experience in research administration or related areas such as grant management, regulatory compliance, academic administration, project management, or financial/budget administration.

Experience with pre-award and/or post-award administration is preferred.

Additional Required Qualifications:

• Outstanding verbal and written communication and interpersonal skills

• Inclusive and respectful when working with others

• Excellent collaboration skills

• Ability to exercise discretion and judgment while managing confidential materials

• Demonstrated ability to take initiative and manage multiple priorities

• Proficiency with core Microsoft Office applications, particularly Word, Excel, and Outlook

Holding or actively pursuing the Certified Research Administrator (CRA) credential will be considered a plus.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Application Information: Applicants must submit a resume and cover letter with their application.

Additional Information:

The Ross and Carol Nese College of Nursing is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

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Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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