Research Administration Apprenticeship Program (RAAP)

Carnegie Mellon is an R1 research institution with an approximately $500M research operation. Research administration at Carnegie Mellon University plays a crucial role in facilitating and supporting the institution's robust research enterprise. It encompasses a comprehensive array of services and functions designed to streamline the process of securing funding, managing grants, and ensuring compliance with regulatory requirements. CMU's dedicated research administrators work closely with faculty, staff, and external partners to navigate complex funding landscapes, develop competitive proposals, and oversee the efficient execution of research projects. By providing strategic guidance, administrative support, and operational expertise, CMU's research administration team empowers researchers to focus on advancing knowledge and innovation across diverse fields, reinforcing the university's reputation as a leader in cutting-edge research and discovery.

The Research Administration Apprenticeship Program (RAAP) is a newly developed program that provides an opportunity for incoming cohorts, Research Administration Apprentices, to gain knowledge in the ever-growing field of research administration. By rotating the cohort through the participating departments, this program will create a pool of candidates for open positions who are trained in general research administration – with the goal of helping newly hired employees make an immediate impact within their respective hiring departments.

This rotation program will provide basic training in research administration for a cohort of apprentices in a 12-month rotation across campus units. The rotation includes time spent within the College of Engineering, the Mellon College of Science, the School of Computer Science, and Finance. Following the rotation period, members of the cohort will be eligible to apply and be considered for open positions within participating schools/units.

Training during this rotation includes a combination of hands-on learning, online webinars, and instructional programs offered by CMU and external research administration professional societies. This is an exciting opportunity for those who thrive in a challenging and dynamic work environment where excellence, integrity, and passion are recognized.

Core Responsibilities:

During the rotational program, apprentices will gain knowledge of both departmental and central administration processes related to pre-and post-award administration. This includes training in customer service, finance, accounting, and general administrative support.

Throughout the program, apprentices will assist with the following tasks & responsibilities:

Departmental Pre-Award Administration:

• Read and understand sponsor solicitations.
• Develop proposal budgets and prepare government or sponsor forms, while contributing administrative content.
• Compile and proofread non-technical components of research proposal packages.
• Maintain data in the university’s proposal tracking system.

Departmental Post-Award Administration:

• Read research agreements and understand how the terms affect the project management process.
• Provide financial reporting to faculty on various research grants; conduct variance analyses, research the causes of variances between planned and actual expenses, and work with other areas of the university on a regular basis to solve financial issues.
• Establish accounts in the financial system, re-budget funds and monitor or modify awards and expenditures.
• Interpret regulations and guidelines for program funding (both university and agency). Provide monitoring of grants and contracts to ensure expenses are being paid according to contracts.
• Provide faculty members with various options and scenarios that can be used in a proposal's planning or during the execution of the work.

Central Administration:

• Set up awards within Oracle Grants Accounting in compliance with sponsor guidelines, University policies, CAS, and GAAP, including but not limited to entering award installments, linking awards to projects and tasks, managing award funding, and other financial attributes consistent with sponsor award documents.
• Review and monitor subcontractor invoicing.
• Gain an understanding of audit control structures/processes and the benefit to the university research enterprise.
• Gain an understanding of the indirect cost rate; reconcile F&A recovery in compliance with sponsor/University regulations.

Flexibility, excellence, and passion are vital qualities within Carnegie Mellon University. Inclusion, collaboration, and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who is able to effectively interact with a varied population of internal and external partners at a prominent level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

Successful candidates for the program should demonstrate:

• A proficient understanding of finance and accounting principles
• Dedication to providing excellent customer service in an administrative setting
• Excellent oral, written, and verbal communication skills
• Excellent analytical and problem-solving skills
• Excellent time management and organizational skills
• Strong working knowledge of Microsoft and Google Office productivity software, with an emphasis on spreadsheet applications (i.e. Excel, Google Sheets)
• Strong attention to detail
• Ability to work well independently, but also seek assistance when needed
• Willingness and ability to understand and interpret university and government policies and procedures

Qualifications:

• Education: Bachelor’s degree required
• Experience:
  • 1 to 3 years of internship or professional work experience
    • Previous experience in higher education, business, finance, or accounting preferred
    • Prior research administration experience is not required

Requirements:

• Successful background check

Additional Information:

• This is a 12-month fixed-term rotation program with an anticipated program start date in January 2025.
• These opportunities are full-time (37.5 hours/week), exempt positions based in Pittsburgh, PA.
• Work Posture: Currently operating on a hybrid schedule with an on-campus/in-office presence of 3 days a week, 2 days remote (within the greater Pittsburgh region).
• Sponsorship: Applicants must be legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employment visa for this opportunity.

Application Instructions/Requirements:

• All applicants must submit a cover letter; applications submitted without a cover letter will not be considered.
  • In your cover letter please outline your interest in the program and describe how your background and experience relate to this opportunity.

Applications will be accepted through October 31, 2024.

To ensure full consideration, we encourage all interested candidates to submit their application materials by this deadline.

Joining the CMU team opens the door to an array of exceptional benefits available to eligible employees.

Those employees who are benefits eligible have the opportunity to experience the full spectrum of advantages from comprehensive medical, prescription, dental, and vision insurance to an enticing retirement savings program offering a generous employer contribution. You can also unlock your potential with tuition benefits and take well-deserved breaks with ample paid time off and observed holidays. Finally, rest easy knowing you are covered by life and accidental death and disability insurance.

Other perks include a free Pittsburgh Regional Transit bus pass, our Family Concierge Team to help navigate childcare needs, fitness center access, and so much more!

For a comprehensive overview of the benefits that may be awaiting you, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond just credentials, we consider the role and responsibilities, your invaluable work experience, and the knowledge gained through education and training. We acknowledge and appreciate your unique skills and the diverse perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

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More Information:

• Please visit “Why Carnegie Mellon” to learn more about becoming part of an institution inspiring innovations that change the world.
• Click here to view a listing of employee benefits
• Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.
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