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Roles and Responsibilities

Department Administrator

Institutional Commitment
Position Role
Sponsored Program Administration
Financial Management
Effort Reporting
Financial Conflicts of Interest
Human Subjects Protection
Animal Welfare
Environmental Health and Safety
Human Gene Transfer
Patents and Inventions

Institutional Commitment

All members of the University community involved in research will take personal responsibility for their actions in pursuit of individual and organizational excellence. Each individual will uphold the highest standards of ethical and professional conduct in accordance with the Washington University Code of Conduct, sponsoring agency policies and regulations and all other University policies governing research.

Position Role

Department Administrators are administrative staff at the departmental level who coordinate with Principal Investigators, school administration, and central administration personnel to provide financial and administrative support for one or more sponsored projects. Administrative staff report directly to supervisors in the department (e.g., Department Head, business manager division administrator, Principal Investigator etc.). The Department Administrator serves as adviser to the Principal Investigator and Department Head/Chair on research-related fiscal and administrative matters.

Sponsored Program Administration

General Administrative

  • Assists Principal Investigator in obtaining appropriate internal approvals, in accordance with Federal regulations and University and sponsoring agency policies and procedures, prior to submitting research proposals to sponsoring agency.
  • Provides assistance to Principal Investigator in ensuring proposals meet all applicable Federal regulations and University and sponsoring agency policies and procedures.

Preparation of Scientific Proposal

  • Coordinates with central administration personnel for interpretation of agency guidelines to facilitate Principal Investigator preparation of the scientific proposal in accordance with Federal regulations and University and sponsoring agency policies and procedures.
  • Acts as agent for department chair to help verify that policies and procedures are followed during proposal preparation.

Proposal Budget

  • Provides assistance to Principal Investigator in preparing categorized budget and justification in accordance with all applicable Federal regulations and University and sponsoring agency policies and procedures.

Preparation of Scientific Protocol

  • Provides administrative support to Principal Investigator in preparing protocols associated with compliance (e.g., human subjects and/or animals in research, etc.) necessary to support the research.
  • Assists the department chair in providing oversight for all research protocols.

Award Acceptance (Terms and Conditions)

  • Reviews award terms and conditions and assists Principal Investigator in complying with and implementing terms and conditions.
  • Reviews award for accuracy and terms and conditions.
  • At the direction of the Principal Investigator, recomputes the categorized budget based on the actual award and the specific needs of the project.

Conduct of Research

  • Assists the Principal Investigator in coordinating financial, personnel, and related non-scientific aspects of the research program in accordance with Federal regulations and University and sponsoring agency policies and procedures.
  • Acts as agent for department chair in ensuring that research is conducted according to policies and procedures.
  • Promotes the ethical conduct of research by reporting any suspicions of misconduct in research, as described in Washington University's Research Integrity Policy and Code of Conduct.

Facilities and Administrative Cost Rate

  • Coordinates with Principal Investigators, school administration, and central administration personnel to verify the correct facilities and administrative (F&A) cost rate to any sponsored project budget in accordance with agency guidelines.

Space Management

  • Oversees renovation of research space and maintains and updates Space System data.

Equipment Management

  • Coordinates with Principal Investigator in obtaining, maintaining, and safeguarding property used to conduct research according to Federal regulations and University and sponsoring agency policies and procedures.
  • Maintains and updates Asset System data.

Service Centers

  • Coordinates with school administration and central administration personnel to provide fiscal and administrative assistance to the Principal Investigator in developing, monitoring, and administering service center rates.
  • Coordinates with school administration and central administration personnel to advise Principal Investigator on all applicable Federal regulations and University and sponsoring agency policies and procedures.

Reporting

  • Provides administrative support to the Principal Investigator, as directed, for the timely completion and submission of all technical and/or progress reports.

Project Closure and Reporting

  • Assists the Principal Investigator in the accurate and timely submission of final closeout documents to the sponsoring agency, as specified by agency policies and procedures.

Financial Management

Management of Project Funds

  • Oversees day-to-day financial administration of project funds as delegated by the Chair/Program Director, Dean, and/or Principal Investigator.
  • Reviews and approves FIS/on-line financial transactions on sponsored projects to verify that costs are reasonable and transactions represent an appropriate allocation of costs in accordance with Federal regulations and University and sponsoring agency policies and procedures.
  • Processes financial transactions and reviews and analyzes sponsored projects financial reports.
  • Reviews accuracy of personnel sourced on a grant with the Principal Investigator to identify who has been paid and provide monthly percentage of personnel effort reported on research projects.
  • Reviews financial charges and coordinates with school administration and central administration personnel to determine allowability and allocability to the sponsored project.
  • Advises Principal Investigator on financial and administrative matters, and serves as liaison between the Principal Investigator and central administrative and/or compliance offices.

Cost Sharing

  • Assists Principal Investigator, school administration and central administration personnel in verifying that that appropriate cost-sharing obligation has been met and is in compliance with all applicable Federal regulations and University and sponsoring agency policies and procedures.
  • Processes and reviews cost sharing/matching transactions.
  • Obtains Department Chair and/or Dean’s Office approval for all cost sharing obligations.
  • Documents cost sharing/matching funds sources.

Cost Transfer

  • Assists the Principal Investigator in reviewing allowable and allocable research project charges and processes, reviews and approves cost transfer transactions.

Financial Project Closeout and Reporting

  • Provides Principal Investigator information necessary to determine that all appropriate, applicable, and complete project expenses have been promptly posted to the fund in accordance with University and sponsoring agency policies and procedures.
  • Initiates and proposes resolution of any cost overruns.
  • Coordinates with the Principal Investigator and Sponsored Projects Accounting, as necessary, to complete and submit appropriate final closeout or transfer forms.

Effort Reporting

  • Assists the Principal Investigator in reviewing and adjusting (as necessary) personnel activity reports (PARs) for appropriate personnel within deadlines according to Federal and State regulations and University policies and procedures.

Financial Conflicts of Interest

  • Takes appropriate steps to avoid conflicts of interest or the appearance of conflicts between financial or other personal interests and the goals and policies of the University.
  • Discloses any financial conflicts of interest to relevant supervisor.
  • Remains appraised of current University policies and procedures with regard to the requirements of the various research administration offices.

Human Subjects Protection

General Administrative

  • Provides administrative support to the Principal Investigator in certifying that all key personnel involved in the human subjects portion of the research have completed the required education for the protection of human subjects, in accordance with sponsoring agencies and University policy.
  • Assists Principal Investigator in monitoring that a current approved human studies protocol is maintained for the duration of a sponsored project.
  • Verifies that current approvals are sent to the appropriate funding agency.

Preparation of Scientific Proposal

  • Coordinates with Principal Investigator to verify accurate Human Studies Committee approval information on the Proposal Transmittal Form during submissions and when corresponding with sponsoring agencies.
  • Coordinates with the Principal Investigator to ensure that any use of human subjects is disclosed and described in the scientific proposal.

Proposal Budget

  • Coordinates with the Principal Investigator to verify that funding is available for sponsored research.
  • Processes payments to research subjects in accordance with the research protocol and consent form and with Principal Investigator approval.

Protocol Preparation and Review

  • Provides administrative support to the Principal Investigator in preparing and submitting initial proposal and ongoing reports to the Human Studies Committee.
  • Assists the Principal Investigator in maintaining a current approved human studies protocol for the duration of a sponsored project.

Preparation of Informed Consent

  • Provides administrative assistance to the Principal Investigator, as needed, to prepare the Informed Consent document.

Award Acceptance (Terms and Conditions)

  • Assists the Principal Investigator in verifying that protocol complies with the terms and conditions of the award and Human Studies Committee protocol approval is in place prior to the start of research.

Conduct of Human Subjects Research

  • Documents accurate human studies approval information.

Serious Adverse Events

  • Assists the Principal Investigator in reporting serious adverse events, particularly any that may affect participant safety.

Reporting

  • Assists Principal Investigator in providing the Human Studies Committee with all required reports for the duration of the sponsored research.

Project Closure and Reporting

  • Maintains all documentation for the required three-year period beyond the completion of the study.

Animal Welfare

General Administrative

  • Provides administrative support to the Principal Investigator to ensure that all key personnel involved in animal research have completed the required education for the humane treatment of animals, in accordance with Federal regulations and University and sponsoring agency policies and procedures.
  • Assists the Principal Investigator in monitoring that a current approved animal studies protocol is maintained for the duration of a sponsored project.
  • Ensures current approvals are sent to the appropriate funding agency.

Preparation of Scientific Proposal

  • Coordinates with Principal Investigator to verify accurate Animal Studies Committee approval information on the Proposal Transmittal Form during submissions and when corresponding with sponsoring agencies.
  • Coordinates with the Principal Investigator to ensure that the use of animal subjects is disclosed and described in the scientific proposal.

Proposal Budget

  • Coordinates with the Principal Investigator and the Division of Comparative Medicine to include project cost of purchasing and maintaining animals for the research study.

Protocol Preparation and Review

  • Assists Principal Investigator in:
    • Verifying protocol and proposal for funding are identical.
    • Submitting proposed changes to the Animal Studies Committee for approval.
    • Maintaining an approved animal studies protocol for the duration of the sponsored project.

Award Acceptance (Terms and Conditions)

  • Coordinates with the Principal Investigator to verify that the protocol approval is in place prior to acceptance of the award and the start of research.
  • Verifies that the appropriate central administrative office has a copy of the Animal Welfare Assurance memo before finalizing the award or contract.

Conduct of Animal Studies Research

  • Assists the Principal Investigator in maintaining an approved animal studies protocol for the duration of a sponsored project.

Serious Adverse Events

  • Assists the Principal Investigator in reporting serious violations, particularly any that may affect animal safety.

Reporting

  • Assists Principal Investigator in providing Animal Studies Committee with all required reports for the duration of the sponsored research.

Project Closure and Reporting

  • Maintains all documentation for the required three-year period beyond the completion of the study.

Environmental Health and Safety

General Administrative

  • Coordinates with Environmental Health and Safety personnel to promote and adhere to all Federal, State, and local regulations and University polices and procedures applicable to research.
  • Assists Chair in establishing and monitoring safety programs to implement environmental health and safety policies and procedures for safety and compliance in their department/center.
  • Demonstrates accountability for meeting safety and environmental objectives.
  • Supports and complies with all Stop Work decisions.
  • Assists the Principal Investigator in adhering to all Environmental Health and Safety recommendations, policies, and procedures as well as all appropriate Radiation Safety Committee, Institutional Biological and Chemical Safety Committee, and other committee requirements.
  • Provides assistance to the Department Head and Principal Investigator in verifying compliance with regulatory training requirements and in correcting safety audit deficiencies within prescribed time limits.

Preparation of Scientific Proposal

  • Assists Principal Investigator in providing accurate environmental health and safety information on Proposal Transmittal Forms for all proposal submissions and correspondence to sponsoring agencies.

Proposal Budget

  • Assists Principal Investigator in assembling adequate proposal budget for appropriate radioactive, chemical, and medical waste disposal.
  • Provides assistance to Principal Investigator in preparing adequate proposal budget to ensure that proposal complies with all Federal, State, and local regulations and University and sponsoring agency environmental health and safety policies and procedures.

Protocol Preparation and Review

  • Partners with Principal Investigator to identify hazards associated with project activities.
  • Assists Principal Investigator, when requested, in seeking Environmental Health and Safety assistance to develop safe procedures and practices.
  • Partners with Principal Investigator to ensure protocol is promptly submitted to the Institutional Biological and Chemical Safety Committee, Institutional Review Board, Animal Studies Committee, Radiation Safety Committee, etc.
  • Assists Principal Investigator in reviewing protocol for pollution prevention opportunities.

Award Acceptance (Terms and Conditions)

  • Assists Principal Investigator in verifying all required protocol approvals, including terms and conditions, are in place.

Conduct of Research

  • Assists Environmental Health and Safety and the Principal Investigator in implementing research safety policies and procedures.

Serious Adverse Events

  • Reports noncompliance and unsafe working conditions to the appropriate compliance officer.
  • Coordinates with the Principal Investigator in promptly reporting all on-the-job accidents, illnesses, unlawful environmental releases, and/or potential exposures to the appropriate University office.

Reporting

  • Provides assistance to the Principal Investigator to meet all Federal, State, local, University, and sponsoring agency reporting requirements.

Project Closure and Reporting

  • Provides assistance to the Principal Investigator to meet all Federal, State, local, University, and sponsoring agency reporting requirements.

Human Gene Transfer

General Administrative

  • Assists the Principal Investigator in addressing requirements outlined in Appendix M of the National Institutes of Health (NIH) Guidelines for Research Involving Recombinant DNA Molecules.

Preparation of Scientific Proposal

  • Assists the Principal Investigator in verifying that the proposal complies with the requirements outlined in Appendix M of the NIH Guidelines for Research Involving Recombinant DNA Molecules in the conduct of recombinant DNA research.
  • Assists the Principal Investigator in providing recombinant DNA approval information on the Proposal Transmittal Form for proposal submissions and when corresponding with sponsoring agencies.
  • Assists the Principal Investigator in obtaining local institutional research protocol approvals from the Institutional Biological and Chemical Safety Committee and the Human Studies Committee (Institutional Review Board).
  • Assists the Principal Investigator in submitting relevant information on proposed human gene transfer protocols to the National Institutes of Health/Office of Biotechnology Activities (NIH/OBA) in accordance with Appendix M-I of the NIH Guidelines.

Proposal Budget

  • Assists the Principal Investigator in verifying that adequate funding is available for appropriate radioactive and medical waste disposal resources, facilities, and personnel and in verifying that the protocol complies with all Federal, State, and local regulations and University and sponsoring agency environmental health and safety policies and procedures.

Protocol Preparation and Review

  • Assists Principal Investigator in submitting all required documentation (e.g., scientific abstract, clinical protocol, consent form, etc.) to the NIH-Office of Biotechnology Activities and when required, to the Food and Drug Administration, in accordance with Appendix M of the NIH Guidelines.

Conduct of Research

  • Coordinates with Principal Investigator in submitting required documentation regarding initiation of clinical investigation.

Serious Adverse Events

  • Provides assistance to Principal Investigator in reporting all serious adverse events (SAEs) as required by the NIH and the Food and Drug Administration (FDA).

Reporting

  • Coordinates with Principal Investigator to meet annual reporting requirements.

Project Closure and Reporting

  • Provides assistance to Principal Investigator for required documentation regarding termination of clinical protocol.

Patents and Inventions

General Administrative

  • Provides administrative assistance to the Principal Investigator in disclosing and reporting patent and invention information in accordance with Federal, State and local regulations and University and sponsoring agency policies and procedures.
  • Assists Chairs and Deans with Patent Expense Allocation Authorization Form; verifies that the proper signatures, amounts, and OTM case numbers have been obtained; and forwards to the Dean or appropriate individual for signature.
  • Coordinates with the Principal Investigator in promptly reporting all inventions to the Office of Technology Management to ensure proper patent protection can be obtained.

Preparation of Scientific Proposal

  • Verifies that the Principal Investigator has written confirmation of invention to fulfill University and sponsoring agency requirements.

Proposal Budget

  • Coordinates with Principal Investigator in obtaining appropriate signatures on Patent Expense Allocation Authorization Form. Informs Principal Investigator of options before obtaining appropriate signature on patent Expense Allocation Authorization Form.
  • Verifies the classification of Patent Expense Allocation Authorization Form according to budget type (Provisional/Regular/Foreign).
  • Monitors patent expenses and increases by Office of Technology Management Patent Expense Allocation Authorization Form, as needed.

Award Acceptance (Terms and Conditions)

  • Verifies that Office of Technology contracts with outside counsel do not exceed terms of total budget.

Reporting

  • Monitors funding and notifies Principal Investigator of possible cost overruns, and advises Principal Investigator on resolution.
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