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Office of Research Administration Mission, Values, and Responsibilities

The CPH Office of Research Administration (ORA) plays a key role to the College’s success in achieving its research mission by supporting the sponsored projects of the college. We partner with our faculty to provide high-quality pre- and post-award support and research administration expertise to CPH investigators as they seek to secure and manage external funding.

Core Values
  • Principal Investigator (PI) support: We partner with our PIs to provide high-quality research administration for all sponsored projects. We strive to create consistency in how projects are managed while maintaining personalized service.
  • Compliance: Ensure proposal submissions and spending on grant awards are in compliance with all applicable Federal, University and College policies.
  • Service Excellence: Ensuring a positive experience for all who interact with ORA.
  • Integrity. Upholding the highest ethical standards for research compliance.
  • Proactive, Collaborative Partnerships. Problem solving together.
  • Professional Development. Keeping individual expertise up-to-date through ongoing education in the field. Staying current with up-to-date skills and experience through continuous education in the field.
General Responsibilities
  • Develop, maintain, and communicate administrative procedures for externally sponsored projects
  • Assist with faculty onboarding
  • Coordinate internal and external reporting needs, including tracking and maintenance ofcollege-wide research databases
  • Coordinate indirect cost recovery allocations and other financial transactions between the Office of Research Administration and other internal units
  • Keep up to date on research administration through professional development activities

Pre-Award Responsibilities
Support PIs on the submission of proposals, contracts, and continuations to external sponsors as well as facilitate set-up of funded projects.

  • Proposal Submission
    Support faculty, postdoctoral fellows, and students for on-time, error free submissions, in conjunction with Grants Management, including the following tasks: 
    • Request for Proposal (RFP) review, budget development, subaward documentation, administrative forms, and internal approvals
    • Provide detailed submission checklist and responsibilities chart
    • Provide templates, examples, and previously funded proposals
    • Provide extensive support for budget development
    • Manage eRA@TU record (upload all documents and enter budget information)
    • Work with subaward organizations to obtain all required documents
    • Communicate as necessary with program officers regarding sponsor guidelines

         Monitor issues around effort, cost share, space needs, indirect cost recovery, and tuition remission

  • Post-Submission Requests: Support faculty regarding Just-in-Time (JIT) requests from the NIH budget negotiations with sponsor, all sponsor requests for information prior to initiation of an award.
  • After receipt of notice of award
    • Process all documents in support of generating grant account
    • In conjunction with Post-award, schedule new award meeting
    • Initiation of outgoing subawards
  • During the award
    • Progress reports
    • Prior-approval requests
    • NCE requests
  • Financial and university compliance
    • Ensure budgets follow college, university, and sponsor policies
    • Process notices of awards with the University’s Office of Grants Management for accurate setup and compliance with Financial Conflicts of Interest (FCOI)
    • Manage transfer applications and monitor the receipt of carryover funding through Research Accounting Services (RAS)
    • Coordinate with Grants Management (GM) on creation and amendments for outgoing subawards
    • Notify RAS and internal staff of special invoicing or reporting
    • Notify internal staff of cost share, space, and other requests for college support

Post-Award Responsibilities
Provide comprehensive support for research faculty, staff, and students for accurate management of all external projects, start-up accounts, and indirect cost recovery accounts, from inception to close-out.

  • PI support: Provide accurate management of all post-award duties including the following tasks:
    • Quarterly projection runs and analysis of spending rates
    • Ensuring spending compliance with funding agency rules and regulations and university policies
    • Serving as a single point of contact (and liaison) for faculty to communicate with university departments including Human Resources, Research Accounting Services, Payroll Management, Benefits, Accounts Payable, Accounting, the Business Office, Labor and Relations, Purchasing, Kronos, etc.
  • University compliance:
    • Human resources: Ensure university guidelines are followed for all hiring of full time and part time staff, temporary employees, postdocs and visiting research scholars including processing of VISAs (J-1, H-1B, etc.), graduate research assistants, students, interns, and externs
    • Determine work appropriate for staff vs. consultants and execute agreements including independent contractor checklists, identifying scope of work/payments, and ensuring compliance with Risk Management and Legal Counsel rules and regulations
  • Financial compliance Manage set-up of new awards: Monitor PCard set up and approve all transactions, process Electronic Distribution Change Forms (EDCFs) to adjust faculty/staff effort ensuring compliance with federal rules/regulations and liaison with other departments/schools regarding cross college grants and effort
    • Manage continuations: Complete any needed EDCFs to adjust faculty/staff effort, notify other schools/depts. about changes in effort, change Purchase Order (PO) commitments
    • Coordinate with RAS on accounts receivable, as needed
    • Complete quarterly effort reporting to ensure proper allocation of time and track cost share
    • Approve all Marketplace and CONCUR expenditures for research purchases
    • Conduct petty cash audits and monitor for compliance with University/Bursar rules and regulations
    • Process all subaward and consultant invoices ensuring compliance with grant rules and regulations and monitor accounts receivable
    • Manage close outs: Complete any needed EDCFs to remove faculty/staff effort, work with PI and RAS to monitor expenses and collect outstanding invoices, complete any needed staff terminations, communicate with department around facilities issues
    • Monitor 14 and 16 account balances and spending

Local, In Department Responsibilities
The following research-related tasks are currently handled at the Department level. Please contact the appropriate department coordinator for assistance with the following.

  • Kronos timekeeping
  • Travel (scheduling, T&E reports)
  • Duplicating, mailing
  • Software and Computer purchases (including licenses)
  • Place and track supply ordering (TU marketplace and other vendors)- including gift cards
  • Facilities and space requests, such as painting and ordering furniture

Role of the Senior Associate Dean for Research
The Senior Associate Dean for Research is responsible for the creation, development, and implementation of the overall research mission of the College. This includes maintenance of current areas of research strength as well as the identification of future areas of growth. A particular priority is the development and mentoring of pre-tenure faculty. The Associate Dean works closely with theDean of the College of Public Health, other associate deans, department chairs, and individual faculty members to develop and execute these goals. The Associate Dean oversees the daily operations of the Office of Research Administration within the College of Public Health. The Associate Dean for Research serves as the primary liaison to the Office of the Vice President of Research for Temple University to ensure the successful execution of the larger research mission of Temple University.