Associate Research Administrator

Northwestern University

Evanston, IL

ID: 7210178
Posted: January 24, 2024
Application Deadline: Open Until Filled

Job Description

Job Summary:

Provides administrative assistance and intermediate problem solving in support of Weinberg College’s research programs and mission. Support for a small-sized unit may include the preparation &/or submission of routine research proposals, grants &/or contracts according to standard practice &/or general instruction. Manages overall day-to-day research administration activities for the Department of Earth and Planetary Sciences May also assist with &/or complete proposal submissions for other units as needed, prepare information used in grant budgets, review financial transactions, &/or effort reporting activities.

This Associate Research Administrator position in the Weinberg College of Arts and Sciences is a full-time (100%) position. This position offers a hybrid work schedule with significant flexibility for remote work.

The Associate Research Administrator/ Research Administrator position is a multi-level position. Dependent on the minimum qualifications, this position could be offered at either level.

Specific Responsibilities:


· Typically administers entire research projects such as:

o Single Principal Investigator (PI) basic proposals, grants &/or contracts

o May assist with components of multi-PI or multi-unit proposals, grants &/or contracts

o Sponsors include: NASA, NSF, DOE, DOD and Foundations


· Completes pre-award administration of grant &/or contract activities.

· Reviews solicitation & determines necessary components.

· Organizes proposal, renewal and resubmission applications.

· Prepare grant budgets and documents

· Completes entire application for smaller, less-complicated, simple, standard proposals.


· Completes post-award administration of research grants &/or contracts.

· Reviews account establishment and award documents.

· Reviews expenditures with Business Office.

· Tracks formal re-budgeting.

· Provides data needed for the preparation of interim and final financial and technical progress reports.

· Facilitates in account close out activities.

· Monitors projects for under spending and overspending with Business Office.

· Communicates with PI, other unit and project personnel, OSR, ASRSP and/or sponsor accordingly.


· Reviews transactions and reports issues.


· Resolves standard & routine compliance problems & issues involving associated NU policies & practices; local, state, federal, agency & sponsor rules, regulations & requirements regarding grant &/or contract administration.

· Becomes familiar with Federal and institutional regulations

· Alerts supervisor to potential higher risk compliance issues

· Attends required Research Administration trainings and courses to advance systems and business process knowledge.


Performs other duties as assigned.

Minimum Qualifications:

· Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.

· 1 year financial or administrative support experience in a research environment or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

· Organization, time management, detail oriented

· Multi-tasking, communication

· Familiarity with Excel

Preferred Qualifications:

· Excellent written and verbal communication