Grants and Contracts Administration and Finance

Overview

The objective of this office is to provide core business services to research faculty and staff with a focus on grant/contract administration, financial management and analysis while maintaining compliance with federal, state and institutional requirements. The office strives to provide outstanding support and customer service to all faculty and staff.

Major Functions and Responsibilities

• Primary point-of-contact for inquiries and information
• Coordinate with faculty to prepare grant applications (proposal budget, administrative documents and data entry into the approved proposal format)
• Monitor collection and submission of scientific annual reports
• Prepare Just-In-Time requests
• Meet with the faculty and staff regularly to provide financial status, projections and guidance
• Review and approve all costs to project, such as invoices for payment, travel vouchers, cost transfers, etc.
• Ensure proper post-award fiscal management
• Review employee effort allocations and ensure changes are submitted and reflected in the general ledger
• Approve and review expenses to ensure that expenses are allowable, allocable and reasonable
• Assist accounting in the close-out of old grants and avoid over-expenditure
• Facilitate effort reporting
• Maintain financial compliance with our sponsors

Overview

The objective of this office is to facilitate extramural and intramural funding for faculty projects with the highest quality support services, while ensuring compliance with federal, state and institutional policies.

Major Functions and Responsibilities

• Authorized Organizational Representative and Signing Official for grants and contracts (federal, non-federal, state and local government)
• Implement related policies and procedures
• Distribute funding opportunity announcements
• Provide educational training and development

Grants and Contracts Specialist:

• Designated liaison between Children’s National and the sponsor or prime organization
• Official review and submission of grant and contract proposals on behalf of the faculty
• Contract negotiation for terms and conditions (agreements such as grant awards, subcontracts, non-clinical services, vendor and equipment)
• Award acceptance and request account set-up
• Award close-out (non-financial)

Overview

The Agreements Team includes the industry partnerships specialist, a team of contract specialists and a subaward accountant. The Agreements Team drafts and negotiates outbound subaward agreements, outbound consulting agreements for research, confidential disclosure agreements (CDAs/NDAs), material transfer agreements (MTAs), and manages outbound payments to subrecipients.

Major Functions and Responsibilities

Manager:

• Administers and provides oversight of team
• Oversees all subrecipient monitoring activities and provides audit oversight
• Triages incoming subawards and amendments
• Point of contact for escalation, can push subawards and agreements through workflow(s) as needed

Research Contracts Specialist (RCS):

• Drafts, reviews, negotiates and executes research-related Material Transfer Agreements (MTAs)
• Drafts, reviews, negotiates and executes Confidentiality Disclosure and Nondisclosure Agreements (CDAs and NDAs)
• Drafts, reviews, negotiates and executes outbound Independent Consulting Agreements (ICAs)

Subaward Specialist:

• Drafts, negotiates and executes outbound subaward agreements, in addition to modifications and amendments for continuation years
• Drafts, negotiates and executes outbound Billing/Philanthropy Letters and Business Consulting Agreements (BCAs)

Subaward Accountant:

• Performs subrecipient risk assessment prior to subaward issuance
• Sets up PO for subaward payment
• Receives subaward invoices, reviews for expenses for compliance and processes payment
• Conducts subrecipient monitoring

Overview

The Clinical Trials Office provides dedicated clinical research support to clinical investigators providing them with the personnel necessary to conduct and facilitate pediatric human subject research. Services include, but are not limited to:

• Coverage analysis development
• Executing clinical trials agreement
• Patient care costs budget review
• Clinical trials revenue financial management
• Clinical research billing compliance
• PowerTrials management of protocols and subjects
• Implementation of Oncore Clinical Research Management System

Clinical Trials Office liaisons with Clinical Centers, OHPS, Revenue Cycle and other offices bring together operational workflows, strategic planning, policy development, training and education of principal investigators and research coordinators.