MIT’s Grant and Contract Administration support function is organized to support research through one primary point of contact. Each department, laboratory or center at the Institute is assigned a Grant/Contract Administrator. This person could have the title of Assistant Contract Administrator (ACA), Contract Administrator (CA), a Senior CA, CA Manager or Assistant Director, Grant and Contract Administration, and is responsible for providing services to the department for the entire life-cycle of the project, including proposal review and submission, award negotiation and setup, award management, and award closeout. The CA is supported by other experts such as contract negotiators and subaward administrators, as described below. OSP assigns an Agency Liaison for each major sponsor, who provides research support to MIT.
Agency Liaisons have specific skills and expertise in how the agency or sponsor conducts business, and are responsible for signing all transactions for that agency. There are seventeen staff members who provide single point of contact and Liaison support for MIT, plus three Assistant Contract Administrators, making this a twenty-person team.
The Post Award Operations (POPS) team, is also part of the Grant and Contract Team. POPS handles most data entry into our grant and contract systems for all aspects of post award administration, for example, account set up and maintenance and feeds to SAP. There are three staff members on the POPS team. This team is led by Amy Holden.
The Subawards team is charged with issuing subawards to other institutions under MIT’s sponsored agreements, managing all subaward reporting and compliance work, responding to audits, managing sub organizational risk and associated duties. MIT subcontracts out about 10% of the funds it receives on an annual basis. This is a four-person team led by Victoria Grafflin.
The Non-Federal Agreements team consists of Contract Specialists with expertise in negotiating complex non-federally sponsored research agreements, for example, master research agreements with industry, research consortia, and complex agreements with industry.
The Cost Analysis group is a three-person team responsible for negotiating MIT’s F&A (or overhead) and Employee Benefit (EB) rates with the Office of Naval Research, MIT’s cognizant government agency. This team is the point of contact for all audits of MIT’s sponsored programs, and also provides cost analysis for the senior administration regarding the financial impact of new facilities and policy changes on MIT’s rates. This is a three-person team led by John Donahue, Director of Cost Analysis.
MIT’s Conflict of Interest (COI) Officer is Rupinder Grewal. Our Export Control (EC) Officer is Janet Johnston. Both lead compliance programs for the campus, including reviewing proposals where we may need to develop management plans or technology control plans. Both lead wide-reaching training efforts to educate the campus on compliance risks. The COI Officer reviews all COI in research disclosures, and the EC Officer also reviews international shipping for compliance with ITAR and EAR regulations. They are assisted by a compliance administrator, making this a three-person team.
MIT is home of Coeus, and its successor, the Kuali Coeus, a cradle-to-grave, enterprise wide grants management system. Coeus was developed by MIT in 1995. MIT deployed Kuali Coeus (KC) in 2015, as a result of the partnership between the Kuali Foundation and Coeus Consortium. It is based on the Coeus functionality developed at MIT. The OSP Systems team (OS) is responsible for developing and maintaining OSP systems and reporting in support of MIT’s research administration ecosystem. This is a five-person team. Leadership of this team is under transition.
The Communications and Office Administration team provides administrative support for the office, maintains websites for OSP and the Vice President for Research Office and leads OSP’s communication strategy.