JOB DESCRIPTION

Senior Administrator Research

ROLE TITLE Senior Administrator Research

SECTION/DIVISION: Research Division, Research & Enterprise

REPORTS TO: Team Leader Research Administration

DIRECT REPORTS (FTE): Nil

INDIRECT REPORTS (FTE): Nil

PRIMARY PURPOSE OF Provide proactive coordination, research administration and support to one or
THE ROLE: more research client portfolios (normally a group of academic departments or
units). Working in partnership with the Research and Enterprise Managers and
Advisers, the role provides effective and efficient pre-award and post-award
administrative support for research grants and supports the Research and
Enterprise Division, researchers and the University meet obligations to research
sponsors and collaborators.

The role is a key administrative conduit for external funders and is part of a team
flexibly providing administrative services across the Division and the University. A
strong customer service focus is critical to success in this role.

ACCOUNTABILITIES: Provide proactive coordination and research administration support for grant
proposal and grant management activities to researchers in one or more
research client portfolios. Anticipate the needs and deadlines of stakeholders
and liaise closely with Research and Enterprise Managers and Advisers in order to
support planning and prioritising matters.

Respond and attend to enquiries in a professional and timely manner, providing

accurate information and interpretation of funder’s administrative requirements
and guidelines. Refer more complex matters as appropriate.

Be a key operational point of contact for external funders and the research client
portfolio. Troubleshoot and initiate action to facilitate resolution and problem
solving regarding interpretation and clarification of funder rules and guidelines.

Exercise discretion and maintain confidentiality regarding the University’s

research contracts and associated activities.

Support and administer grant proposals or applications including activities such

as interpreting funding body guidelines regarding administrative requirements for
submission; register applications for funding rounds and, as internal closing dates
approach, liaise with Managers and Advisers regarding status of applications;
collating and coordinating information for external grant applications;
coordinating ethical approval and other compliance or statutory processes;
ensure appropriate approvals have been granted; review proposal for
completeness (non-technical), accuracy and compliance with funder format
requirements; coordinate feedback to applicants/researchers, assist with
submission including funder portal data entry; and ensure proposals are
submitted to funding agency via their preferred mechanism by due date.

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Provide post award grant management administration activities such as conduct
a quality check of awards or results notifications; using designated systems to
establish the administration infrastructure for the grant and contract
management processes; identify special terms and conditions that require
monitoring; monitor critical deadlines, compliance, ethics, statutory and reporting
obligations; coordinate and support consultation processes; collate and
coordinate information for reports; where required, co-ordinate the non-
technical elements of reports to funders and other relevant parties (e.g.
milestone/progress reports); submit to reports to funding bodies via their
preferred mechanism; process project variation requests in accordance with
guidelines; assist in the administration associated with intellectual property
requirements.

Collaborate with other research support services such as finance advisory

services, local client portfolio embedded administration staff and other
stakeholders to support the effective coordination and delivery of research
administration activities.

Accurately enter and maintain up-to-date records and information throughout

the grant lifecycle. Effectively utilise records management systems and databases
to enable accurate reporting and analysis of the University's performance.

Provide coordination and administration support for internal grant processes

including preparing summary information for committees.

Understand and comply with privacy requirements and legislative obligations

ensuring confidentiality, privacy and integrity of information is not compromised.

Provide general administrative support which may include diary management;

document drafting; gather, collate, prepare and/or produce information,
materials and documents; receive, sort, distribute and if applicable upload, digital
and non-digital correspondence and documents; maintain an effective and
compliant record management system (filing, retrieving, archiving, retention);
identify and log building and office equipment (e.g. photocopier) maintenance
requests; organise courier and University Print services; meeting coordination
and support; use University systems to update databases, extract data, provide
reports, and other relevant data.

Maintain an awareness of the research funding landscape, the various external

funders or sponsors and the broad activities of the client portfolio. Develop and
maintain a strong understanding and knowledge of external funder’s
administrative rules and guidelines.

Actively contribute to reviewing and improving work processes, procedures and

the customer experience.

Undertake product testing, identify and communicate areas for refinement, and
assist with the development of internal processes and procedures, and training
activities for the implementation of new funding portals and funders’ systems.

Develop and maintain strong collaborative working relationships with external

funders, Research & Enterprise colleagues, Academic client portfolio research
managers and researchers, locally embedded administration staff, Finance
Advisory staff and support service divisions to deliver a seamless suite of services
that provide an outstanding customer experience.

Perform first aid and/or fire warden duties (if required).

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KEY RELATIONSHIPS: Internal
Research and Enterprise colleagues
Academic research staff and research managers
Shared Services staff e.g. administrator client services
Finance Advisory staff
Academic Committees staff
Research Committee
Office of Maori Development staff

External
External agencies such as funding bodies, DHBs.

QUALIFICATIONS & Essential

EXPERIENCE: Recognised qualification appropriate to the role.
3+ years’ experience working in a busy and/or complex administration role where
high levels of customer service delivery are expected.

Preferred
Tertiary qualification.
Experience of working within the tertiary sector.
Experience in the administration of research programmes or schemes.

TECHNICAL SKILLS AND Essential:

KNOWLEDGE: Proficiency in the Microsoft suite of programmes; well-developed keyboard and
word-processing skills.

Preferred:
Experience and understanding of university related information systems.
Knowledge of FileMaker Pro an advantage.
An understanding of the regulations and procedures relating to research funding.
Report proof-reading and editing skills

SPECIAL REQUIREMENTS: Contribute as part of a team to provide suitable coverage during periods of leave
and peak period activities.
May be required to perform duties at different workplaces or locations across the
campus.

DIRECT BUDGET Nil

ACCOUNTABILITY:

HEALTH AND SAFETY: Act and work in a manner compliant with current health and safety at work
legislation and University procedures, frameworks and guidelines. Role model
safe behaviour and practices, share the responsibility to prevent harm and
contribute to a safe campus and work environment, including raising workplace
health and safety concerns for self, students, visitors and other staff.

SUSTAINABILITY: Act in a manner consistent with the University’s sustainability commitments; role-
modelling sustainable practices, with a particular emphasis on minimising the
environmental impact of day-to-day activities.

CAPABILITY FRAMEWORK:ILITY Capability Name Level

Capability Group Capability Name Level

Communicate Effectively Intermediate
Commit to Customer Service Intermediate
ENGAGE
Work Collaboratively Foundational
Influence and Negotiate Intermediate

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 Deliver Results Foundational
Plan and Prioritise Foundational
ENABLE
Think and Solve Problems Intermediate
Demonstrate Accountability Foundational
Display Resilience and Courage Intermediate
Act with Integrity Intermediate
PERSONAL ATTRIBUTES
Manage Self Intermediate
Value Diversity Intermediate
Te Reo Foundational
LANGUAGE AND CULTURE
Tikanga Māori Foundational