University of Michigan Addiction Research Center Administrative Team Roles and Responsibilities
The University of Michigan Addiction Research Center (UMARC)’s administrative team provides administrative support to faculty and research project teams for the Substance Abuse Section and the Health Services and Translation Section. The Center’s portfolio as of 9/30/12 included 30 sponsored projects with total annual direct costs of $6,035,809 and $8,185,092 total costs. Additionally, we reconcile our faculty’s non-sponsored projects (PDFs, start-up accounts, gift accounts, and general funds) in addition to sponsored project activity. Administrative support is provided to the complete, 360 degree aspects of a faculty member’s research life.
1. During Proposal Preparation and Pre-Award activities, we assist faculty members with:
- Budget modeling and drafting of budget justifications.
- Sponsored guidelines – reviewing the administrative terms and conditions of a sponsored submission.
- Review of and compliance with Department, Med School and University guidelines including PAF and sponsored form completion.
- E-mail the department’s submission guidelines to project’s principal investigator with required administrative documents and deadlines.
- Obtaining departmental space approval.
- Collecting of ‘original’ documents: biosketches, resources, etc. This work includes the review of bioskeches and resources for completion and consistency with current sponsored requirements.
- Collate, upload, and validate administrative and final science documents to sponsored websites (e.g. grants.gov electronic forms and foundation websites).
- Liaison with other University of Michigan units (School of Public Health, CSCAR, ISR, Psychology) and other University business offices for project administrative data.
- Preparation of Just-in-Time and other pre-award documents including preparation of Other Support documents, revised documents, or other administrative documents the sponsor may request.
2. Once a project has been awarded, we accomplish the following during Post-Award:
- Review of the project’s terms and conditions.
- Meet with the project’s Principal Investigator and establish project spreadsheets; establish frequency of future meetings, generally no less frequently than quarterly.
- Fulfill project expenditures as requested by project team members, including project expenditure compliance (A-21) as needed, obtaining approvals as required by sponsor, department and university.
- Approve and track human subject expense requests following university guidelines; obtain documentation on HSIP training by project teams.
- For Human Resource activities, we work with faculty and project coordinators to provide classification, posting, and hiring information to the department/health system/ and University; this, while bearing in mind the financial realities of a given project; liaison with Department’s Human Resources for staff performance concerns.
- Review faculty effort A-21 reports and initiate MOUs for joint faculty appointments with the VA.
- Provide project director and key project staff monthly reconciliations. For our large, complex projects these reports include 5 year expenditure trend projections compared to budget. Reconciliation reports are generally completed within three weeks after a month has been closed by Financial Operations and are submitted on a quarterly basis to the department for review.
- Initiate NIH and other sponsored non-competing renewal administrative documents; facilitate the completion, review and submission of these documents bearing in mind sponsor administrative and reporting requirements.
- Work with faculty members to monitor project’s ending balance and assist with the approval process for a no-cost time extension when needed.
- We monitor projects closely in conjunction with the Project Director, so when our projects end, the goal is for projects to be less than $100 over spent at close out.
3. We provide administrative support to the Section including:
- Scheduling of meetings.
- Coordinating regular educational activities (Journal club, Research Seminar, Quarterly Science Mtgs) and scientific and educational conferences, staffing as needed.
- Provide staffing assistance to Section Director and faculty as needed for Section space allocation requests and assignments.
- Providing orientation materials to new students.
- Draft agendas for faculty meetings.
- Reconciling and reporting monthly on non-sponsored accounts (PDFs, startup accounts, gift accounts, general funds).
- Maintain and update the Section’s Website.
- Assist with Curriculum vitae / biosketch maintenance per the Medical School’s and sponsor guidelines.
- Complete special projects as needed (power point presentations, graph production).