Research projects involve various levels of logistical complexity, from strategic planning, risk management, team coordination and process and workflow documentation. These tasks can become time-consuming and overwhelming without dedicated support.
Research project managers help streamline these processes. They keep projects on track, ensure compliance and improve communication across teams — allowing researchers to focus on their core work. By managing the operational side, project managers play a vital role in driving research forward efficiently and effectively.
What does a research project manager do?
A research project manager’s role can vary depending on the project, but it often includes:
- Assisting in the determination of project scope and monitoring progress
- Monitoring grant compliance
- Creation of documents for objectives, timelines, team rosters, communications, reporting, etc.
- Day-to-day project oversight and communications
- Support logistical planning for events, the data collection process and workflow organization
- Support development and submission of IRB forms and necessary compliance forms
How is a project manager different from departmental administrative staff?
While there is sometimes some overlap between the role of a project manager and positions like administrative assistants, business managers, communications managers or other staff your department may have, there are some key differences.
| Project topic / activity | Roles of project manager/coordinator | Roles of departmental administrative staff |
|---|---|---|
| Contract for services with a subcontractor | Communication support Helps the PI monitor the progress of subcontractor Deliverables, SOW Hold regular meetings to make sure Sub meets requirements | OSP takes lead on contract negotiation and setting up subawards Communicates with departmental staff |
| Travel purchasing and authorizations | Supports the team by making a preferred travel schedule Identifies preferred hotels and airlines Ensures the team has filled out all necessary paperwork for travel | Have P-Cards Purchase the hotel arrangements, rental cars, airline tickets, etc. |
| Budgets | Support PI by monitoring high level budget categories Keeps PI on track with spending, on target with grant timeline Sets up meetings with departmental admin staff to check on budget progress | Monitors departmental FDCCs, and facilitates transfers as necessary |
| Hiring for positions on a grant | Supports PI with writing job ad position Helps with scheduling interviews, reviewing the applications Help research potential options for graduate research assistants | Will hire for department specific positions and based on departmental needs Interfaces with HR and does all official routing for HR and Pageup; getting a PCN if required |
| Equipment | Works with PI for the list of needed materials and sends it to departmental staff Advises if there are compliance issues Helps PI with sole source forms to prepare for purchases before sending through departmental staff | Timing of ordering things on a grant Makes sure they order prior to the last 6 months of the grant |
| Communication with OSP | Makes sure PI ccs them on relevant reporting Makes sure that OSP receives the report | Budget adjustments, any financial compliance Research administrator receives the late notices for reporting from OSP |
| Grant compliance | Encourages PIs to contact their departmental staff and OSP before doing financial changes, etc. | Financial compliance is handled by the research administrator and OSP |
| Event support – room reservations, catering | If the event is grant-based, the PM will take the lead on logistics, but will rely on the departmental staff for any purchases | Purchases food on a P-Card |
| IRB | PM helps PI develop and submit forms to IRB |