SPONSORED RESEARCH ADMINISTRATION

(SRA)

SRA ORGANIZATIONAL CHART

ADMINISTRATIVE SUPPORT RESPONSIBILITIES

Processing/Approving– Proposals– No Cost/Cost Extensions– Budget Revisions– Awarding Agency Coordination

• Monitoring– Deliverables – Close Out

• Subcontracts– Consultant Contract– Subcontracthttp://www.njit.edu/sponsoredresearch/

ADMINISTRATIVE SUPPORT RESPONSIBILITIES

• Managing Research Centers– Overseeing Budgets– Budget Revisions– Coordination of Time and Effort– Deliverables on the different Awards

• Desk Audits– Internal Coordination – Preparation of requested information

• Reporting – Special Federal Reports such as ARRA– Coordination with PI for Technical Reports

ADMINISTRATIVE SUPPORT RESPONSIBILITIES

• Courtesy Appointments Requests– Reviewing for Approval– Coordination with Homeland Security – Processing

• Unrestricted Funds (Gifts)– Internal Coordination with University Advancement – Reviewing and Setting up

• Preparation of Internal Reports (Research Validation)– Promotion and Tenure– Distinguish Professors– Department Requests

ADMINISTRATIVE SUPPORT RESPONSIBILITIES

• Pre-Award– Reviewing for Approval– Seeking approval from Upper Management – Processing

• Government Relations – Contracts/ renewals– Payment to Firms– Yearly reporting

• Research and Integrity– Yearly Reporting

ADMINISTRATIVE SUPPORT RESPONSIBILITIES

• Policies and procedures– Establishing policies an procedures– Seeking approval from Upper Management

• Updating Institutional Information– Registering different federal and state web

sites

TYPE OF AWARDS (list)

• Testing Agreements• Material Transfer Agreements• Sponsored Research • Grants• Contracts• Cooperative Agreements• MOA or MOU• Facility Use• Non Disclosure• Subcontract

DIFFERENCE IN AWARDS

• Contracts– Firm Fixed Price– Cost Reimbursement

• Grants– State– Federal– Private

• Gifts (University Advancement)

DELIVERABLES

• What are they?– Reports (Monthly/Quarterly/Final)– Test Reports – Demonstrations– Working Models – Prototypes

FINANCIAL• Spending of Funds

– Appropriately– As budgeted – Within the time period

• Personnel– Faculty AY & Summer– Post Docs– Students & Tuition– Fringe Benefit rate changes

FINANCIAL (cont’d)EXPENDITURES

• Supplies– Timeliness

• Equipment– Timeliness

• Travel Guidelines Travel/Conferences Related to the Project– Air Travel– Reimbursement

ML

Proposals and AwardsFiscal Year

Number of Proposals

Number of New Awards

Total Amount Proposals

Number of Active Awards

Total Amount Awards

Percentage Proposal vs.

Awards

Percentage New Awards vs. Active

Awards

FY13 352 64 159,982,045$ 306 32,743,772$ 18% 21%FY12 306 51 141,669,223$ 309 34,816,276$ 17% 17%FY11 335 100 137,788,197$ 279 32,857,188$ 30% 36%FY10 430 101 275,799,837$ 272 77,518,836$ 23% 37%FY09 393 81 174,857,317$ 227 30,238,734$ 21% 36%

Frank MossAssistant Director, Pre

Award1- Primarily Responsible for the Pre-Award Process• Budget Development, Scope of Work, Compliance with • RFPs, Letters of Intent, Representations and

Certifications, Resource for PIs, Proposal Formats, Timely Submissions

• Facilitate Award Set Up, Contract Execution and Processing 2- Agency Liaison for Pending Proposals, Grants and

Contracts• Preliminary Proposals, Re-submissions, Budget Revisions, • Institutional Award Transfers, PI Changes, Registrations• Initiate Sub-Awards, Updates, Additional Funding of Awards,

Interface - Point of Contact with Agency Program Staff3- Secondary Support to Director and Post-Award

Administration

SRA

Mike LiskaAssistant Director Post Award

1- Post Award • Deliverables• Budget Revisions & No Cost Extensions• Close Out

2- Operational Duties• Duties of the Director in her absence• Maintain templates, manual, info sheets, Website• Special Projects – i.e. Picatinny

3- Other Duties• SRA files and equipment• Document review & signature application• Train & provide guidance to all SRA personnel

SRA

Lynn FaillaProject Manager

1- NJ-Health Information Technology Center (NJ-HITEC) • Financial & Administrative Activities for program at Newark and

satellite offices• Subcontracts, Consulting, Field Agent, and Federally Qualified

Health Center (FQHC) Agreements• Sustainability Income 2- Special Projects – e.g., Picatinny Arsenal• Proposal preparation• Award management• Final reports to close project

3- Engineering Research Center (ERC)• Financial Activities for program• Proposal preparation• Reports to National Science Foundation and to Rutgers

SRA

Felicia MargoliesProject Manager

1- Van Allen Probes – RBSPICE (Lanzerotti, $13.6M)• Programmatic, Contractual, Financial Activities • Proposals, Budget Revisions, Subcontracts• Reports – EVM, 533M, 533Q, Small Business

2- Center for Solar Terrestrial Research, BBSO ($22.3M)• Proposals, Budgets, Subcontracts, Consultants • Financial Management, Labor Distributions• Reports – Match, Indirect Costs, ARRA

3- Physics and Other Special Projects (Picatinny)• Proposal Preparation, Budget Revisions • Monitoring and Forecasting Expenses• Reports – Reviewing Monthly and Final

SRA

Mukesh GadhiaProject Manager

1- CEE Dept./NRDP Center/CBK- School of Architecture• Proposal preparation• Financial Review and Projections, PAF review• NJDOT coordination

2- Subcontracts / Consulting Agreements• Issue agreements in conjunction with PI needs• Seek help in legal matters• Conformity with prime sponsor guidelines

3- Awards Management• Verify award documents against proposals • Work with Grants & Contracts set up indexes• Budget revision / Time extensions

SRA

Sonia V. HendersonAdministrative Assistant

1- Self Service Banner •Budget Queries•Requisitions •Approve Invoices for Vendor Payments 2- Record Keeping

• Personnel Action Forms• Time & Effort Certification• Government Agency Invoices, Kaufman Zita Group

3- Files• Proposal & Grant Folders• Office Files, Consultant, Subcontracts, Lab Invoices• Courtesy Appointments

SRA