| A. | 50% | Administration of grant and contract applications and awards for CALS. |
| | 1. | Review and monitor appropriate internal transmittal procedures to ensure that each application and award being processed is in compliance with University and sponsoring agency policies. |
| | 2. | Develop understanding of proposals and programs associated with funded projects. Establish and maintain telephone contact with University and sponsoring agency personnel. |
| | 3. | Review application and award budgets to confirm fiscal accuracy and appropriate cost allocations for direct and indirect costs, fringe benefits, and tuition remission recovery rates. |
| | 4. | Prepare application and award documents for review by supervisor and obtain appropriate approvals. |
| | 5. | Prepare correspondence that will accompany each application and award to the prospective funding agency. |
| | 6. | Monitor budgets and maintain a thorough knowledge of reporting and spending requirements for multiple research projects totaling over $80 million in funding per year. |
| | 7. | Establish and monitor accounting systems (WISDM) for research grants and gift fund expenditures to ensure compliance with established budget guidelines. Continue to develop and maintain a working knowledge of the accounting control systems and processes. |
| | 8. | Provide decision support data for budget projections and strategies for future applications. Perform cost and financial analysis to determine financial position of the Programs. |
| | 9. | Maintain the application and award files in a current status. |
| | 10. | Review and distribute correspondence generated by extramural agencies or the University. |
| | 11. | Advise faculty, staff, and students of proper use of funds. Interpret and apply state, federal, and university regulations to the satisfaction of all involved and establish department procedures for financial processing. |
| | 12. | Discuss and resolve problems on applications and awards with principal investigators or academic administrative personnel. |
| | 13. | Maintain the application file in a current status by identifying rejected and withdrawn applications and transferring them to an inactive file. |
| | 14. | Review all extramural award documents for terms and conditions and discuss with principal investigators or academic administrative personnel as necessary. |
| | 15. | Authorize PIs in electronic research administration systems (i.e., NSF FastLane, NIH ERA Commons). |
| | 16. | Determine appropriate fiscal and management data elements from proposal document for on-line entry into WISPER, the proposal entry and routing portion of PeopleSoft Grants system. |
| | 17. | Facilitate the effort certification process (ECRT) by accurately reflecting key personnel voluntary and paid effort commitments in budgets, justifications, and progress reports ensuring WISPER records accurately reflect these commitments. Effort commitments must be tracked and information provided to other financial personnel to ensure accuracy of reporting and certification deadlines are met. |
| | 18. | Evaluate University matching requirements and confirm documentation of formal commitments by University project personnel and/or third party providers. Create appropriate individual documentation of University matching requirements by application of WISPER and ECRT systems. |
| | 19. | In conjunction with the Assistant Dean for Research and the Research Administrator, review and evaluate requests for Principle Investigator status and Principle Investigator of record changes. |
| | 20. | Maintain the electronic documentation and files related to the Graduate School's correspondence in regard to Intellectual Property and Invention Disclosure notices. |
| | 21. | Review and approve requests for no cost extensions, paying close attention to effort, PI status, cost share, appointment status, and other pertinent related. aspects of the sponsored project. |
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| B. | 20% | Administration of Reporting Requirements for the Wisconsin Agricultural Experiment Station (WAES) Current Research Information System (CRIS); federal agency reporting required by USDA on 500+ active projects. This responsibility is fully managed by and the sole responsibility of the College of Agricultural and Life Sciences and does not route through any other entity at the University of Wisconsin. |
| | 1. | Set up, review, edit, and approve AD-416, AD-417, and Assurance forms in the USDA Current Research Information System (CRIS) for all projects in the College, including those on competitive and formula funding. Assure that compliance with regulatory review panels and campus assurance statements have been met. Coordinate with Financial Program Supervisor and Assistant Experiment Station Directors at School of Human Ecology and School of Veterinary Medicine on projects funded by formula funding and insure required reporting for USDA competitive projects outside the college. |
| | 2. | Input data elements in appropriate ESIS programs as a result of the USDA Current Research Information System project in order to track project administrative and financial information to complete the annual AD-421 administrative and AD-419 financial reporting requirements. |
| | 3. | Download annual reporting checklist from USDA Current Research Information System and notify PI and department of reporting requirements and timelines. |
| | 4. | Assist with the review, edit, and approval of AD-421 annual report in the USDA Current Research Information System. |
| | 5. | Receive notices from USDA regarding PIs needing to do final technical Current Research Information System reports for NRI-Competitive, Special, and Other grants. Set up and assist with the review and approval of final technical reports in the Current Research Information System. |
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| C. | 15% | Institutional Review Board Submission, Outside Activity Report Tracking, and Regulatory Compliance. |
| | 1. | With guidance from the Compliance Specialist, track IRB communication and documentation. |
| | 2. | With guidance from the Compliance Specialist, assist with the handling of UW Institutional review boards communications including research approvals, change of protocols and yearly continuing progress reports. |
| | 3. | With guidance from the Compliance Specialist, develop and submit materials required by all institutional committees: Institutional Review Board (IRB); Human Subjects Committee (HSC); Research Animal Resources Center (RARC) and the Office of Biological Safety (OBS). |
| | 4. | With guidance from the Compliance Specialist, manage correspondence with all Institutional Committees. |
| | 5. | With guidance from the Compliance Specialist, act as a point person for researchers, schools, University Administration, and extramural sponsors on questions related to IRB submissions. |
| | 6. | With guidance from the Compliance Specialist, assist Principal Investigators (P.I.) with compliance policies regarding safety and issues associated with use of biological and other hazardous materials in clinical and biological research. |
| | 7. | With guidance from the Compliance Specialist, conduct all necessary file archiving and ensure strict adherence to record retention policies, particularly with respect to anticipating record requests during audits. |
| | 8. | With guidance from the Compliance Specialist, assist faculty and staff with their annual Outside Activity Report submissions. |
| | 9. | With guidance from the Compliance Specialist, update the compliance pages of the CALS Research Division website with relevant information. |
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| D. | 10% | Grant Administration -- Post-Award Activities |
| | 1. | Work with CALS and RSP on negotiation of budget changes with funding agencies/sponsors. Prepare budget revisions, no-cost extensions, and carry over requests as necessary. Consult and advise principal investigators regarding rebudgeting. Develop, review, and analyze budgets, propose alternatives, and expedite processing of accounting/budgeting decisions in a timely manner. |
| | 2. | Ensure principal investigators file necessary technical progress reports, milestone requirements, and final project reports with agencies/sponsors on a timely basis. |
| | 3. | Review critical data and analyze grant budgets for salaries, fringe benefits, supplies and services, equipment, and other fiscal requests. Ensure funding availability. Identify and transfer funds as necessary to cover any funding shortfalls. |
| | 4. | Assist accountant with development of monthly budget vs. expenditure variance reports for all departmental grants, including past and current expenditures. Provide computerized spreadsheets for review by principal investigators, Department Chairs, and Academic Department Manager each month. |
| | 5. | Assist with fiscal year end close-out activities. Resolve problems and pursue adjustments as necessary ensuring close-out activities follow GAAP (Generally Accepted Accounting Principles) and have adhered to applicable OMB rules/regulations. |
| | 6. | Review allowability of expenditures with budgets, agency/sponsor terms and conditions, applicable OMB rules/regulations, and university/state policies/procedures. Work with accountants and financial specialists, CALS, and RSP to problem solve and correct/resolve issues. |
| | 7. | Assist accountants with funding projections regarding spending on projects per guidance from the principal investigator and project staff. |
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| E. | 5% | Special Projects |
| | 1. | Research, develop and compile data for specialized reports as requested by the Directors, Principal Investigators, or Dean's Office. |
| | 2. | Participate in the development and improvement of Project purchasing, reimbursement, and travel policies and procedures. |
| | 3. | Coordinate internal and external research review meetings. |
| | 4. | Other duties as assigned. |
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