Associate Research Administrator

  • Full Time
  • Doha, Qatar
  • Applications have closed

Northwestern University

Job Summary

The Associate Research Administrator provides administrative assistance and routine problem solving in support of unit’s research programs and mission. The Associate Research Administrator may assist with and/or complete proposal submissions, prepare information used in grant budgets, process and project financial transactions, and/or effort reporting activities. These activities should be in keeping with standard practice. The Associate Research Administrator serves as the backup Authorized Research Office Representative (AROR) with QNRF. Works as a team member of the Research Office. Additionally, coordinates IRB documentation in compliance with QNRF, NU, and Ministry of Public Health (MoPH) regulations, conducts regular searches of funding databases to seek additional funding opportunities, maintains the Research Office SharePoint page, and other related tasks.

Please note: Supervisor provides objectives, deadlines and specific instructions only for new, difficult, and/or unusual work. Work is reviewed upon completion and only occasionally to verify technical accuracy and compliance with practice, policy, and procedures. EE informs supervisor of ongoing progress and/or potentially controversial matters.

EE uses an advanced knowledge of skills, methods and practices and some innovation, analysis, and reasoning to choose appropriate alternatives from among pre-defined policies and procedures to complete work that includes successive steps and involves some non-routine problems and/or decisions.

Typically Administers Entire Research Projects Such As

  • Single Principal Investigator (PI) basic proposals, grants and/or contracts.
  • May assist with components of multi-PI or multi-unit proposals, grants and/or contracts.
  • QNRF NPRP—approximately $200K/yr. over 3 yrs.
  • QNRF UREP—approximately $30K/yr. for 1 yr.
  • Foundation grants
  • Fellowships


Specific Responsibilities :

  • Completes pre-award administration of grant and/or contract activities.
  • Reviews solicitation and determines necessary components.
  • Organizes proposal, renewal and resubmission applications, including preparing proposals and obtaining approvals, completing NU OSR electronic forms, monitoring and communicating deadlines, and reviewing proposals for completeness.
  • Completes NU OSR electronic forms and records, including formatting and uploading files to electronic platforms.
  • Inputs all proposal budgets into the QNRF QGrants system, and helps ensure accuracy and completeness of proposals; serves as backup AROR, vetting proposal submissions in the absence of the Research Manager.
  • Completes entire application for smaller, less-complicated, simple, standard proposals.


  • Completes post-award administration of research grants and/or contracts.
  • Completes day-to-day financial transactional activities for grants and/or contracts (obtaining approvals as necessary), including reviewing account establishment, reviewing expenditures, processing purchase orders and cost transfers, reconciling budget statements, tracking expenses via spreadsheets, tracking formal re-budgeting, and monitoring project balances and end dates.
  • Submits QGrants financial Change Requests (CRs) and ensures CRs are submitted in a timely fashion. Prepares interim and final financial progress reports and ensures reports are submitted in a timely fashion. Helps maintain completeness and accuracy of all NU-Q documentation in QGrants.
  • Monitors project under spending and overspending, including financial compliance with university and sponsor guidelines. Provides appropriate, timely notifications to the Research Manager when non-compliance is identified.
  • Processes account close out activities.
  • Communicates with PI, other unit and project personnel, OSR, ASRSP and/or sponsor accordingly.
  • Assists Research Manager with audit activities, including preparing documentation and responses.


  • Resolves standard and routine compliance problems and issues involving associated NU policies and practices; local, state, federal, agency and sponsor rules, regulations and requirements regarding grant and/or contract administration.
  • Becomes familiar with regulations involving research safety, animal subjects and human subjects.
  • Coordinates IRB documentation in compliance with university, sponsor, and Ministry of Public Health guidelines.
  • Alerts supervisor to potential higher risk compliance issues including research safety, animal subjects and human subjects.

Identifying Funding Sources

  • Conducts regular searches of funding databases to identify and disseminate funding announcements to faculty members.

Departmental Work

  • Completes day-to-day financial transactional activities for department (obtaining approvals as necessary), including monitoring non-sponsored budgets, updating spreadsheets, ensuring timely payment of invoices, processing travel reimbursements, reconciling accounts, and requesting expense transfers, as needed.
  • Provides financial data, analysis and/or reports for inclusion within grant, contract and/or department budget.
  • Maintains and regularly updates the Research Office SharePoint page.
  • Supports Research Manager in planning and executing departmental events, such as the monthly Research Colloquia.
  • Regularly runs Cognos canned reports of the Unit’s research activities.
  • Other tasks, as assigned.

Minimum Qualifications

  • Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor’s or higher degree.
  • 1-year financial or administrative support experience in a research environment or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities)

  • Excellent attention to detail, creative problem-solver, solution-oriented.
  • Deadline-oriented, organized, and able to work under pressure.
  • Excellent computer skills, including proficiency in Microsoft Office software, including Word, Excel, PowerPoint, and Outlook, and other database and CRM software.
  • Excellent written and verbal communication skills in English.
  • Ability to work independently and in a team environment.
  • Ability to interact professionally with faculty, staff, and graduate students.
  • Strong communication, interpersonal, and organizational skills.

Preferred Qualifications

  • 5 years financial or administrative support experience in a research environment or other relevant experience, or prior experience working with sponsored research projects.
  • Knowledge of NU’s financial systems and accounting procedures.
  • Knowledge of the QNRF Grant Programs and the QGrants system.

Preferred Competencies: (Skills, knowledge, and abilities)

  • Proficiency in spoken and written Modern Standard Arabic.
  • Public speaking and presentation skills.
  • Ability to work under pressure and prioritize.
  • Experience with internet searches and database applications
  • Website and IntraNet building knowledge and experience, including SharePoint.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply.