Secretarial justifications for federal funding



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tarix07.11.2018
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Secretarial justifications for federal funding

Examples:




Case 1: this project included a good deal of responsibilities that went above and beyond those typically assigned to secretarial positions. This project was funded at nearly $300,000 per year and involved multiple departments on campus thus requiring a good deal of coordination between several different investigators and their graduate students. Please note that bookkeeping responsibilities were not included in the justification since they’re considered a function that falls within the standard secretarial job description.

Secretarial justification:

“Due to the cross-disciplinary nature of this project, support is requested at 25% in each year for an administrative assistant. The support staff will be responsible for project-related entry and inter-departmental coordination for the project’s website including graphics, presentations, publications, and progress updates. Staff support is also required for literature searches, coordination and scheduling of regular inter-departmental technical and staff meetings, and maintenance of bibliographic database.”


Case 2: Similar to Case 1, this project involved a large interdisciplinary effort. Funding is somewhat higher at nearly $400,000 per year and represents additional funding to an on-going multi-million dollar project. The complexity of the project is the rationale for the budgeting of secretarial expenses. In addition, the higher the award amount, generally the more it becomes acceptable to allow for some routine secretarial activities to be assigned to the project due to the dictates of sheer volume of work, but they cannot be the central focus of the support.
Secretarial justification:
“We need to designate 25% administrative support under this project to manage this complex project that incorporates the research efforts of two PI’s, six associated faculty, and three associated researchers across six different laboratories. This collaboration has become divided into subgroups for hardware and software and meetings for these subgroups must be scheduled individually and collectively. While the equipment has already been purchased, the complexity of tracking and integrating software enhancements is imperative to the success of the project and administrative support is required to track subsequent updates. The administrative support is required to collect data from the six associated research groups and two subgroups to coordinate the data for reporting purposes and to prepare the materials for use at meetings both on campus and in outreach projects associated with this project. Administrative support is required to edit reports and convert them for posting on the web.”
Case 3: This project involved over 1,000 human subjects, collection of human subject samples, processing and subsequent entry of human subject data. The overall award amount, over $400,000, is materially high enough for this PI’s department to be considered a large complex project. However, it’s the sheer volume of human subject participation and subsequent data coordination that represents the principal rationale for charging secretarial expenses to this grant.
“Office support is needed to assist in the coordination of research related activities, interface with a large number of participants/subjects, correspondence between staff, sponsor, and participants/subjects. Support is also needed to assist the staff with the extensive data collection/entry and cataloging. Scheduling activities (meetings/teleconferences) of staff, subjects, investigators and Advisory Committee.”
Case 4: If the project is large, complex and award amounts exceed $500,000 per year, the rationale for justifying a secretary becomes much more obvious due to volume alone. But again, the position must be justified and still contain a good deal of responsibilities that go above and beyond those ordinarily provided by a departmental secretary. The following scenario involves total budgeting in excess of $500,000 per year.
Secretarial justification:
“We are requesting a 50% secretary for this research project. The project contains four Co-PI’s across four different laboratories involving thirteen technical researchers. The complexity of the software integration on this research project requires scheduling many people meeting in various subgroups. In addition there is a need for maintaining appropriate administrative data for the project, travel arrangement, assisting in the many expected publications, etc. The administrative support person will be used only for this research project.”
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