Will Helmrath Email & Phone Number

United States

Boston, Ma, Us

- Responsible to a team of junior and senior research administrators, including working on day-to-day research administration responsibilities, training and professional development activities, and workflow and performance management - Manages award life-cycle support to a small portfolio of faculty, including proposal development, award management, budget forecasting and financial analysis. - Provides financial oversight to a service center with the core's financial and administrative team- Serves as the department reviewer for large procurement transactions- Develops departmental systems and procedures guidance with the director of finance- Liaises with central offices on audits, budgets, tuition distribution, sub-recipient monitoring, and effort certification-

Boston, Ma, Us

- Accountable for the financial bottom line of my portfolio; responsible for compliance and audit issues, reporting, projections, and accurate financial analysis. - Serve as information resource on complex fiscal policies and procedures including federal funding regulations, and advises faculty and lab personnel on existing options or alternatives. - Provide daily monitoring of grants and contracts to ensure expenses are paid according to contract and government regulations within budget limit and timelines, notifies PI's about any funding shortfalls, and plan for contingencies. - Prepares budgets for grant & contract proposals, renewals, and periodic reports in accordance with sponsor policies and trends. - Review and produce financial data providing research and data analysis to present for use in planning and decision making;

Knoxville, Tn, Us

Rotating Team Lead (May-June, Oct-Nov 2020)- As team lead oversee workload management for the ERO proposal coordinators and lead special projects, including preparing presentation materials for Dean and Associate Dean for Research meeting with incoming Vice Chancellor for Research and for the FY2022 Budget Planning Meeting with senior college leadership. - Provide technical assistance to 170 tenure-line faculty and 29 research faculty relative to all aspects of proposal support, from analysis of the RFP/solicitation, to the initial stages of proposal planning and editing and budget development, to facilitating internal/external collaborative arrangements, through final submission to sponsor.- Liaise with internal and external constituencies, including the university’s Office of Research and Engagement, college administrators and sponsor officials, to facilitate collaborative research activities, exchange information, and clarify procedures and requirements during the proposal stage.- Coordinate the strategic development of large, multi-investigator and multi-unit/institution proposals.- Develop, enhance, and/or maintain business tools to streamline the proposal development processes (e.g., ERO’s automated budget template and the tenure-line faculty database used to determine eligibility, based on numerous parameters, for certain federal funding opportunities).- Serve as the college-level approver of sponsored project proposals during the Associate Dean for Research and Facilities’ absences.- Participate in ongoing examinations of college research metrics and benchmarking data to facilitate strategic planning and decision-making by college leadership.- Aggregate data to complete the college’s graduate school profile for an online educational services company listing while the college’s data analyst position was open.

Knoxville, Tn, Us

- Provided both proposal development and review services in a hybrid central pre-award office, working directly with principal investigators, their research teams and department administrators to develop proposals, including the technical and budget sections, and review applications for compliance with sponsor and university regulations and guidance prior to authorized official sign-off and submission.- Responsible for proposal development and application review for a wide range of local, state and federal sponsors, including USDA, NIH, NSF, DOD/DARPA, DOE/ARPA-E, Oak Ridge National Laboratory (DOE/UT-Battelle), Tennessee State departments, and non-profit foundations.- Reviewed all incoming Tennessee State interagency and UT-Battelle agreements to ensure acceptability with University regulations and work with the sponsors’ contract officials to negotiate mutually agreeable language (since August 2015).- Initiated the outgoing subaward agreements and amendments, which includes developing and drafting the agreements and amendments for the authorized official to review and sign, working with PIs and their business managers to assess the risk level of the subawardees, and completing FFATA reporting (since June 2016).- Created Microsoft Excel budget workbook tool that utilizes Visual Basic for Application (VBA) macros to enhance detailed project budget development and that automatically transforms the detailed budget into the University of Tennessee’s General Ledger summary budget pages format and into RR and NSF budget layouts. This tool reduced the need for multiple, separate spreadsheets and aided in the posting of budgets into the GL and is utilized by all OSP coordinators and has been adopted by the UT College of Education, Health and Human Sciences.- Provided guidance and training to OSP staff regarding NIH and DOD application processes and required document content and format, as necessary.

Sponsored research award and process management, specializing in complex project set-up and reporting

Boston, Ma, Us

- Responsible for pre- and post-award management of over $60 million in active research funding from a wide range of sponsors, including, but not limited to: DARPA, FDA, NIH, ARO and NSF- Provide project management guidance to Institute Director, project staff; represent Institute at sponsor meetings, present project financial information to sponsored and serve as first point of contact for project agreement questions- Oversee and coordinate processes for a variety of research agreements, including: consulting agreements, vendor services agreements, research collaborations, industry sponsored research agreements, data use agreements, billing agreements with partner institutions- Liaise with internal and external offices/collaborators: Office for Technology Development, Office for Sponsored Programs, Office of General Counsel, Wyss Finance team, Academic Affairs, Boston Children’s Hospital, Beth Israel Deaconess Medical Center - Serve as Primary Effort Coordinator for Institute’s effort/salary certification process in web-based reporting tool (since July 2013)- Mentor and train Sponsored Research Administrators

Boston, Ma, Us

- Responsible for post-award management of a complex financial portfolio for Institute Director and project staff, comprised of $50 million (total costs) in funding from DOD/DARPA and NIH- Review sponsor’s terms and conditions, including reviewing general and sponsor-specific Federal Acquisition Regulations, and ensure compliance by project staff- Analyze financial spending of each award on monthly basis and provide reports to key project personnel, prepare financial reports for sponsors- Hire, train and supervise a Grants/Financial Analyst- Mentored two Interns.

Boston, Ma, Us

- Provided assistance to sponsored projects staff with proposal preparation and post-award duties, including preparing account summaries and journals/backup documentation- Managed the hard-copy monthly and annual salary certification process and achieved 100% on-time return and compliance rate each month - Served as the initial reviewer of all sponsored projects non-personnel expenses to ensure the allowability, allocability and reasonability of expenses - With Associate Director for Sponsored Projects, organized cost transfer documentation and effort certifications for internal audit review

Boston, Ma, Us

- In addition to Staff Assistant duties described below, serve as first point of contact for new hires into one of Harvard Medical School’s largest basic science departments…- Managed new hire employment paperwork for postdoctoral fellows, graduate students and interns and processed timesheets for interns in Peoplesoft- Worked with Department leadership to coordinate multiple tenure-track faculty recruiting cycles by sourcing and negotiating advertising space in print and online publications, tracking applications and coordinating interview schedules- Coordinated visa applications for international post-doctoral fellows

Boston, Ma, Us

- Coordinated department retreat; performed site visits to potential retreat locations, reviewed pricing and contract terms, made recommendations to faculty committee, and organized event schedule and menu- Organized weekly visiting lecturer seminar series; coordinated invitee list with department faculty, sent invitations and confirmed speaker appearances, arranged hotel accommodations and reviewed speaker expense reports to ensure compliance under Harvard Travel policy- Organized three yearly department symposia; designed event posters and coordinated visiting speaker travel and expense reports - Scheduled weekly intra-department seminar series- Performed other administrative duties as required

Summer Intern in June through August from 2002 to 2006.- Worked with German vendors to trouble-shoot payment issues and analyzed vendor prices as prerequisite to Procurement Department purchases on Federally funded project- Created procedures flowcharts in MS Visio and used constructed an internal website creating centralized hub linking procedures, human resources documents, employee rosters and other documents- Maintained MS Access database of manuals, software and proprietary design drawings

M.S., Research Administration Management

B.A., Psychology, German