Job Details

Simmons University
  • Position Number: 3474093
  • Location: Boston, MA
  • Position Type: Sponsored Programs, Grants, and Contracts

Research Administrator/IRB Analyst (Partial Remote Eligible)

Main Campus - Boston, MA

About Simmons:

Located in Boston's historic Fenway area, Simmons has a strong tradition of empowering women and challenging traditional gender roles. Simmons University was one of the first higher education institutions to prepare women to become leaders and has evolved to become a university offering a women's undergraduate program and graduate programs open to all.

You're joining our community at an especially exciting time as one of our strategic goals is to become the most inclusive campus in New England. You'll find that people who work here are truly committed to our mission of preparing students to become champions of social justice and leaders in their professions and their communities. This commitment and pride make for a dynamic workplace.

Job Summary:

The Research Administrator/IRB Analyst supports sponsored programs work as part of the scholarship and research team within the Center for Faculty Excellence. The primary responsibilities of this role are to support the daily operation of sponsored programs and the Institutional Review Board. The Research Administrator/IRB Analyst gathers and maintains current knowledge on the programs, policies, and directions of federal, state, professional associations, and corporate and foundation granting agencies and will have opportunities to help improve internal policies and procedures, develop and maintain strong collaborative relationships with faculty, and overall help improve success in securing external funding.


Under the guidance of the Associate Director of Research and Sponsored Programs, The Research Administrator/IRB Analyst supports faculty and staff in the preparation of proposals for external funding. The role also maintains tools that support the University's Sponsored Programs project and program management, providing high quality customer service, and maintaining effective communication with University offices for problem solving.

The Research Administrator/IRB Analyst assists faculty and staff in the preparation and submission of proposals for external funding of research projects, public service projects, program development and scholarly activities:
  • Supports faculty to meet proposal submission requirements;
  • Facilitates the preparation of detailed budgets for proposal submissions that comply with Simmons and sponsor policies. Works with payroll to ensure accuracy and currency of information;
  • Prepares and circulates internal proposal approval forms;
  • Develops competitive, compliant proposal packages including administrative items (e.g., certifications); draft boilerplate documentation (e.g., letters of support, standard facilities and resources documents, budget justifications); identifies data required for proposal submissions;
  • Works with sub-awardees and vendors to complete all requisite paperwork in a timely fashion, adhering to their internal proposal review timelines.
  • Serves as back-up administrator for Simmons University for all electronic research administration systems, for example, NSF FastLane/, NIH eRA Commons, etc.;
  • Communicates with vendors, sub-recipients and sub awardees for problem solving;
  • Recommends changes to streamline processes;
  • Models a high standard of professional behavior;
  • Alerts Operation Directors and Grant Accountant to potential award concerns with sponsors regarding award management matters.

As Simmons University's Human Protections Administrator, provides administrative support for the Simmons University Institutional Review Board by:
  • Working closely with the committee co-chairs;
  • Identifying and distributing IRB educational materials, create and update training materials for committee members and OSP, and documenting researcher compliance;
  • Ensuring that the University has filed all IRB registration documents, in a timely manner, with The Office of Human Research Protections, US Department of Health and Human Services;
  • Maintaining the IRB database and files as well as create, update, and propose changes to all submission forms and correspondence;
  • Receiving protocols, serve as the IRB Analyst by providing an initial review of all protocols and determining level of review, coordinating the distribution of the protocols to reviewers, and managing/generating all correspondence with committee members and faculty and student investigators, coordinate IAA agreements with external IRBs, provide training and support to faculty and students on submission and protocol development (The IRB serves both on ground and online students.);
  • Scheduling meetings and preparing meeting minutes;
  • Acts as administrator for the CITI Training programs related to the use of human subjects in research;
  • Updates and maintains IRB website and Cayuse database;
  • Manages IRB budget for training and educational materials, as well as the IRB database subscription.

Provides administrative support for the Fund for Research Committee by:
  • Working closely with the committee chair to prepare for and follow up on five proposal competitions annually (Faculty Fund for Research-2; Graduate Student Research Fund-1), rolling deadlines for the Faculty Development Fund and the Graduate Student Travel Fund;
  • Maintaining a database of proposals and awards as well as maintain electronic copy files;
  • Monitoring awardee spending via monthly financial reports;
  • Generating all correspondence;
  • Scheduling review meetings and preparing meeting minutes;
  • Maintains website, updates application and reporting forms in InfoReady;
  • Reviews all expense reports for Faculty Development Fund and Student Travel Fund and any reimbursement expense reports for the Fund for Research and President's Fund for Faculty Excellence;
  • Oversees the design and maintenance of procedures for administering all internal awards, and organizing events to recognize these awardees.

Participate in Sponsored Programs education programming by:
  • Assisting in planning and developing seminars, workshops and materials related to them;
  • Seeking out educational opportunities to stay current with changes in the field;
  • Training faculty and students on Pivot and InfoReady and creating training materials;
  • Attend workshops and trainings with InfoReady and Cayuse;

  • 2 years of experience doing similar work and Bachelor's degree in related field. Graduate Degree in related field can substitute for experience
  • Strong ability to manage multiple projects simultaneously;
  • Ability to provide timely administrative support in a growth-oriented organization;
  • Ability to maintain confidentiality with sensitive information as required;
  • Strong organizational skills and ability to work in quick-paced, demanding environment;
  • Ability to communicate effectively with diverse groups and collaborate with staff around a variety of projects;
  • Strong oral and written communication skills;
  • Strong computer and analytical skills;
  • Knowledge of research administration and IRB regulations preferred.

This position is eligible for partial remote work.

Required Application Materials:
  • Resume
  • Cover Letter

Salary Grade

Instructions to Applicants: Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the Application Materials box on page 2 ("My Experience") of this application. Documents can be uploaded individually or as a combined document (e.g. PDF).

Simmons University is committed to inclusive excellence in all aspects of an individual's community experience. As a university committed to diversity, equity, and inclusion, Simmons encourages applications from all under-represented groups. Simmons is committed to creating, developing, promoting, and enhancing inclusive hiring practices-at all levels, for all positions-ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body, and curriculum.

To apply, visit

Located in Bostons historic Fenway area, Simmons College is a small, private, non-sectarian College which has educated students for enriching careers and purposeful lives since 1899. Working at Simmons means joining a collaborative, diverse and mission-driven community of educators and professionals.

We prepare students to be leaders for themselves, their communities and the world. Our faculty and staff members lead by example - sharing a commitment to excellence and putting the students first.

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