SPONSORED RESEARCH ADMINISTRATION (SRA)

SRA ORGANIZATIONAL CHART

ADMINISTRATIVE SUPPORT RESPONSIBILITIES

• •

Processing/Approving

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Proposals No Cost/Cost Extensions Budget Revisions Awarding Agency Coordination Monitoring

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Deliverables Close Out Subcontracts

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Consultant Contract Subcontract http://www.njit.edu/sponsoredresearch/

ADMINISTRATIVE SUPPORT RESPONSIBILITIES

• • •

Managing Research Centers

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Overseeing Budgets Budget Revisions Coordination of Time and Effort Deliverables on the different Awards Desk Audits

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Internal Coordination Preparation of requested information Reporting

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Special Federal Reports such as ARRA Coordination with PI for Technical Reports

ADMINISTRATIVE SUPPORT RESPONSIBILITIES

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Courtesy Appointments Requests

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Reviewing for Approval Coordination with Homeland Security Processing Unrestricted Funds (Gifts)

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Internal Coordination with University Advancement Reviewing and Setting up Preparation of Internal Reports (Research Validation)

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Promotion and Tenure Distinguish Professors Department Requests

ADMINISTRATIVE SUPPORT RESPONSIBILITIES

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Pre-Award

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Reviewing for Approval Seeking approval from Upper Management Processing Government Relations

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Contracts/ renewals Payment to Firms Yearly reporting Research and Integrity

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Yearly Reporting

ADMINISTRATIVE SUPPORT RESPONSIBILITIES

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Policies and procedures

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Establishing policies an procedures Seeking approval from Upper Management Updating Institutional Information

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Registering different federal and state web sites

TYPE OF AWARDS (list)

• • Testing Agreements • Material Transfer Agreements

Sponsored Research

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Grants Contracts

• Cooperative Agreements • MOA or MOU • Facility Use • Non Disclosure • Subcontract

DIFFERENCE IN AWARDS

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Contracts

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Firm Fixed Price

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Cost Reimbursement Grants

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State Federal Private Gifts (University Advancement)

DELIVERABLES

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What are they?

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Reports (Monthly/Quarterly/Final)

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Test Reports

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Demonstrations

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Working Models

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Prototypes

FINANCIAL

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Spending of Funds

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Appropriately As budgeted Within the time period Personnel

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Faculty AY & Summer

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Post Docs

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Students & Tuition

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Fringe Benefit rate changes

FINANCIAL (cont ’d) EXPENDITURES

• • •

Supplies

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Timeliness Equipment

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Timeliness Travel Guidelines Travel/Conferences Related to the Project

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Air Travel Reimbursement

ML

Proposals and Awards

Fiscal Year Number of Proposals Number of New Awards Total Amount Number of Proposals Active Awards Total Amount Awards Percentage Proposal vs. Awards Percentage New Awards vs. Active Awards

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

SRA

Frank Moss Assistant Director, Pre Award

1 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 Staff 3 Secondary Support to Director and Post-Award Administration

SRA Mike Liska Assistant 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 Failla Project 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 Margolies Project 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 Gadhia Project 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. Henderson Administrative 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