Position summary:

Reporting to the Director of Research Operations, the Research Administrative Manager works closely with the Director and other Research Administrative Managers, , to ensure smooth functioning of the Research Division and plays a key role in performing and managing the day-to-day administrative and operational functions of the Division.  Primary responsibilities may include assisting with US government grant submissions and reporting, monitoring of the Guttmacher Institutional Review Board process, allocation of staff time and other staffing issues, project and budget management, and oversight of contract development and disbursement of payments. The Research Administrative Manager also supports the Directors of Research and Vice President for Research in successfully managing the Division’s administrative and operational needs. 



Assist in U.S. government grant submissions and reporting:

  • Support the Director of Research Operations in preparing and submitting grant proposals to NIH and other U.S. government agencies with minimal supervision and oversight;
  • Work with proposal team to develop budgets, and convert budgets into the grant submission format;
  • Ensure familiarity and compliance with government funding certifications, assurances, and registrations;
  • Monitor schedules for grant reporting and assist with documents related to funder-requested information, progress reports and proposals.


Provide budgeting, project management and allocation support:

  • Work closely with Research Division staff to ensure appropriate budgeting and management of projects;
  • Communicate with colleagues in Development and Finance to help monitor expenditure of funds and comply with necessary reporting regulations;
  • Facilitate and coordinate proactive communication about projects and workplan activities within the Research Division and between Research and other Divisions;
  • Work with Directors to address competing demands on time for research staff, with the goal of ensuring quality and successful completion of work.


Monitor and oversee Guttmacher IRB process and reviews:

  • With support of the Director of Research Operations and Research administrative staff, coordinate and execute all aspects of the IRB;
  • Provide substantive input and support to research project staff in development and revision of IRB materials;
  • Oversee IRB review scheduling, determination of exemptions, IRB roster updates, and additional needs;
  • Ensure organizational compliance with IRB-related registrations and U.S. government human subjects rules and regulations.


Support divisional-level management:

  • Dssist directors with allocation of staff time and resources, including ascertaining project staffing needs and providing assistance with recruitment efforts; 
  • Ensure coordination between Research administrative team and other research/institute staff to onboard new staff;
  • Support Data Manager and Research administrative staff to ensure progress in Division archiving efforts, and develop divisional knowledge management initiatives;
  • Work with Directors and Research administrative staff in responding to inquiries regarding internships and other opportunities for collaborating with the Research Division;
  • Supervise Research administrative staff as assigned;


Monitor Research division contracts:

  • With the support of Research administrative staff, track all contracts/agreements in the research Division;
  • Assist project staff in developing new contracts that reflect current regulatory practices;
  • Monitor schedule of payments on all contracts;
  • Ensure that appropriate invoicing and financial reporting is provided by subcontracted partner organizations/consultants;
  • Assist Finance staff, as needed, to prepare for audits related to work arrangements with partners/consultants.
  • Perform other reasonably related job responsibilities as assigned by supervisor.



The ideal candidate will have demonstrated experience in research administration/coordination, be skilled at working collaboratively within, and across Divisions, have excellent verbal and written communication skills and have accuracy and efficiency in all aspects of work. Interest in sexual and reproductive health issues a plus.

  • Two to five years’ relevant work experience in research administration/coordination;
  • Experience with U.S. federal government grant submissions process (e.g. NIH) and related reporting;
  • Experience with developing and monitoring budgets and financial reporting and/or experience with basic accounting in a not-for-profit organization;
  • Experience administering partner contracts and related documentation;Experience with research ethics administration/human subjects protection/Institutional Review Boards;
  • Basic understanding of/exposure to research terminology as it relates to the administrative aspects of the work;
  • Ability to professionally communicate, both verbally and in writing, with internal colleagues at varying levels, as well as external partners;
  • Experience scheduling and coordinating multiple teams’ complex work projects/schedules;
  • Ability to plan ahead and proactively, in partnership with the Research administration team, anticipate needs and problems;  
  • Accuracy and efficiency in all aspects of work; attention to detail;
  • Demonstrated organizational and administrative skills;
  • Ability to work independently with minimal supervision;
  • Experience using a project management software;
  • Excellent computer skills; proficient in Microsoft Office;
  • Demonstrated ability to manage confidential materials and issues;
  • Bachelor’s degree in related field (management, gender studies); Master’s degree in related field (public policy, public administration) a plus.


Salary and benefits 

Salary starting at $76,000 to mid $80k’s and will commensurate with experience.  Excellent benefits that include medical, dental, vision and life insurance; vacation, personal and sick time, paid parental leave; tuition reimbursement; commuting subsidy; and 401(k) with employer match. The Guttmacher Institute strives to provide the training and support staff need to be successful in their positions and to grow professionally.