Assistant Director, Research Systems, Research Administration

Drexel University

Deadline May 26, 2014
Date Posted March 31, 2014
Type Administrative
Salary Commensurate with experience
Employment Type Full-time

Drexel is ranked one of the best national universities in the category of Best National Universities in Americas Best Colleges for 2012 by U.S. News & World Report for the eighth consecutive year and in the top 100 for the fourth straight time.  Drexel also ranked sixth among national universities in the U.S. News list of "Up-and-Comers," those schools most often cited by university administrators nationwide as making "the most promising and innovative changes in the areas of academics, faculty, student life, campus, or facilities." 


With more than 8,200 employees and over 23,500 students, Drexel is the fifth largest private-sector employer in Philadelphia and has a vibrant community of students, faculty and professional staff, and encourages the richness diversity brings to the workplace.  Like its students, Drexel's employees are known for being passionate, entrepreneurial and innovative.


Job Overview:

The Assistant Director (AD) of Research Systems supports the Office of Research (OR) in research administration activities and financial reporting at Drexel University, the Drexel University College of Medicine, and the Academy of Natural Sciences (collectively referred to as "University") through managing the electronic research initiative. 


Reporting to the Executive Director, Post-Award, the AD is responsible for providing faculty and staff support, training, development, and maintenance of internal electronic research applications, including the comprehensive COEUS System, as well as other electronic applications.  The AD also supports the OR website, sharepoint sites, and legacy database applications. 


The position is responsible for the development of a data warehouse and subsequent reporting tools that will provide University departments with an avenue to improve their ability to manage their grants.



Bachelor's degree in Business, Information Systems, or equivalent combination of education and experience required. Master's degree preferred. Minimum 3-5 years relevant work experience in database management and programming. Requires experience with enterprise financial systems, knowledge of computing resources, database programming and reporting. Supervisory experience is preferred.  Experience at a non-profit or academic research institution is highly desirable.


Familiarity with generally accepted accounting principles; knowledge of computer applications; advanced database and spreadsheet skills; proficiency with automated accounting information systems; demonstrated ability to work under pressure, meet deadlines, and process large amounts of information; ability to prioritize work; ability to communicate effectively with diverse clientele both verbally and in writing; ability to work as a member of a large, complex support team.


Essential Functions:

Direct Office of Research ERA and Reporting functions and manage a team of financial analysts and electronic application specialist on all facets of ERA and financial reporting. Assign, direct, and evaluate staff in the performance of these functions. Establish policy and procedures for the functional unit. Provide on-going training for the department and staff development activities.


Manage the implementation of COEUS application modules that include: Proposal Development, IRB, and Conflict of Interest, Negotiations, Awards, and Institute Proposal across the University. 


Configure, manage, and maintain quality control over COEUS data to ensure appropriate and consistent reporting of all awards.  Oversee help desk hotline to ensure timely responses/resolutions of questions/problems.


Develop training materials and provide education of OR staff and other university personnel about COEUS.


Responsible for the maintenance and technical support of the OR websites as well as the OR Sharepoint sites.


Develop efficient electronic workflows, business processes and validation methods to support all Office of Research business activities.


Manage the preparation and distribution of financial reports to University departments, sponsors, and government agencies in accordance with applicable regulations. Analyze requests for information and develop procedures to improve financial reporting.


Manage spreadsheets and databases for internal and external financial reporting purposes. Maintain appropriate project attributes in the University accounting system to ensure adequate financial reporting capability.


Be familiar with the responsibilities of all functional areas of the Office of Research, and team with other OR staff to work on special projects.


Actively pursue and implement new technologies and initiatives, such as Kuali COEUS, in the area of accounts receivable, cash management, and fiscal reporting.


Liaison with University departments such as General Accounting and Information Resource Technology to improve systems, streamline processes and create efficiencies.


Provide expertise on electronic research administration document workflow, business rule development, and process validation methods.  Identify, define, and resolve issues related to sponsored project financial management in accordance with federal, other government, funding agency, and institutional policies and regulations.


Provide expertise in current regulations and best industry practices. Support the OR with fiscal administration of sponsored and internally funded projects; providing expertise, customer service and support.


Consult with the Executive Director about issues and solutions. Has managerial responsibility for the Electronic Research Administration Technology and Financial Reporting Activities, and COEUS.


Employee Interaction: Interacts with faculty and staff within the University. 


Policy and Procedure Interpretation: Operates within policy, procedures and other guidelines established by the University and ORA.


Physical Work Environment: Position requires use of personal computer and telephone. Must be able to use shuttle transportation and walk reasonable distances to reach other areas within and adjacent to University campuses.


Perform special projects and other responsibilities as required.


Supplemental Posting Information:

Drexel University offers an attractive benefits package including tuition remission, a generous retirement package with matching funds (up to 11%) and an opportunity to join a talented team of professionals directly helping the University achieve its record growth and quality reputation.


Background investigations are required for all new hires as a condition of employment, after the job offer is made.


Employment will be contingent upon the University's acceptance of the results of the background investigation. Drexel University is an Equal Opportunity/Affirmative Action Employer and is proactively committed to diversity and inclusion in all of its policies, practices and services. We are especially interested in qualified candidates who can contribute to the varied diversity and excellence of the academic community, and all of its complements.


To apply for this position, please apply online at: or visit and search for Assistant Director, Research Systems, Research Administration. The requisition number is 6016.


For more information about Drexel University, please visit