Roles and Responsibilities in Grant Management

Roles and Responsibilities in Grant Management

For Researchers

Grant Management Roles

We are all research administrators when it comes to managing awards and we all have the responsibility of properly managing these grants. As a team, each of the following players has an important role to play:

  • Principal Investigator and key personnel
  • Dean/Chair/Director and Department/Center Administrative Support Staff
  • Office of Research (College Research Liaison; Pre and Post Award units; Research Compliance; Intellectual Property)
  • Support of NJIT financial and other administrative services
  • Support of Technology resources
  • Support of General Counsel

Communication and shared responsibility are key!

Principal Investigator (PI)

The PI has fiduciary responsibility for the overall management and success of the grant program. The PI is involved in all steps of the grant lifecycle:

  • Identifying funding opportunities
  • Proposal preparation
  • Review and accept terms & conditions in partnership with the Office of Research
  • Manage the administration and science of the award
  • Execute and ensure spending is directly tied to the programmatic objectives 
  • Fulfill and certify effort commitments
  • Award reconciliation and closeout

Dean/Chair/Director and Department/Center Administrative Support Staff

The departmental unit has responsibility to provide leadership and guidance as well as administrative support to the PIs on the financial management of the research awards.

  • Assure work fits the department’s mission
  • Provide general oversight for proposals including budget review
  • Review & approval of PI effort and commitment
  • Verify PI eligibility/availability
  • Verify approval of regulatory compliance protocols
  • Approve cost sharing/matching
  • Verify resources and facilities
  • Manage effort (Commitments are met; Salary is charged correctly-avoid salary cost transfers)
  • Financial Management-execute financial transactions and conduct regular monitoring of spending on awards

Office of Research 

The Office of Research (OR) has several units that provide institutional oversight on the adherence to financial and compliance regulations; and policies and procedures governing the research awards. In addition, the OR ensures that proper internal controls and measures are established to meet requirements by independent and sponsor auditors.

College Research Liaison - The College Liaison helps support the Principal Investigator (PI) during the proposal phase of the award lifecycle.

  • Identify Funding Opportunities
  • Assists with proposal and budget development
  • Coordinate proposal submission within Streamlyne
  • Assists with award maintenance and continuation

Pre-Award Services - The Pre award unit in the central office provides oversight on the final submission of proposals, authorized receipt of awards, and subcontracting processes.

  • Review, sign and submit proposals
  • Liaise with sponsor on award terms/conditions
  • Negotiate, accept and sign agreements for funding
  • Request No Cost Extensions
  • Project Scope changes, budget justifications and other requirements needing sponsor approvals
  • Subaward contract development and execution

Post-Award Management - The Post Award unit in the central office provides oversight on financial management and compliance on funded awards.

  • Maintain award setup and profile in the financial system and conduct timely closeout of awards
  • Review and approve all grant transactions for budget and compliance
  • Report on and invoice for all eligible charges that are recorded in the financial system
  • Manage revenue and sponsor payments
  • Oversee the Effort certification process
  • Prepare research financial data and reports
  • Prepare audit documentation

Research Compliance - The Research Compliance unit in the central office helps to ensure that all research activities undertaken by faculty, staff, and students at NJIT are conducted ethically and in compliance with federal, state, local, and institute regulations and policies. It also serves as a resource for the NJIT research community for regulatory analysis and interpretation, policy development, and training and education.  The research compliance unit provides oversight and responsibility over the following areas:

  • Human Subjects Research (IRB)
  • Recombinant DNA, biohazards, and radioactive material (IBC)
  • Vertebrate Animals Research (IACUC)
  • Research-related Conflict of Interest (COI)
  • Export Controls and Undue Foreign Influence
  • Research Misconduct
  • Responsible Conduct of Research