KEYS TO SUCCESSNCURA Region IV

Spring MeetingApril 27 – 30, 2014

© 2014 National Council of University Research Administrators

National Council of University Research Administrators

Embracing Chaos, Change, Customer

Service, and Compliance

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

Patrick Medina, Associate Director, University of Wisconsin – Madison

Bonniejean Zitske, Managing Officer,University of Wisconsin – Madison

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

• Deadline driven, pressure packed, highly regulated and constantly changing

• Governmental, institutional, departmental• Major impact on resources (human & fiscal)

• Impacts our processes and procedures• Creates silos • Opportunities

Research Administrative Environment

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

• Impact on you and the team – feelings of chaos• Personal stress and anxiety

• Increased responsibilities• Siege mentality (us versus them)• Quality of service is questioned• Non-compliance• More “critical conversations” • Can create silos within silos

Research Administrative Environment: Human Impact

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

Silos Within Silos

Director

Post-award Specialist

Sponsored Projects Office

IACUC

eRA

Managers

IRB

Administrative support

Legal Department

Investigator and Study

staff

Departmental Administration

Pre-award Specialist

Finance

Centers and Programs

Development

Corporate Relations

Facilities

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

• Research administrators are leaders by default• Service must be investigator focused• Being professional will help you weather the storm

• Speak the truth• Don’t take it personally

• Balance requires integrated teams within the research community – integration begins at home• *Communication & dialog are crucial*

Achieving Balance: Embracing the Truth

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

• Everyone is responsible for building an integrated team• Promote a shared purpose, which aligns with the core

values of the institution• Promotes big picture thinking and gives meaning and

understanding• Establish a cross functional dialog, promoting the free

flow of knowledge and meaning• Better decisions, buy-in, breaks down silos

Achieving Balance: Communication & Dialog Within and Across Departments

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

• Leadership: Building an integrated team• Encourage open, honest and respectful dialog and debate• Give everyone a voice• Listen• Be honest• Be visible • Stay positive• Bring perspective – share your story (challenges)• Share the opportunities for growth

Achieving Balance: Communication & Dialog within and Across Departments

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

Achieving Balance & Controlling the Chaos: The Flexible & Integrated Team

• Understands roles and responsibilities• Team trusts in each other - express feelings/ideas• Team empowered: Takes part in decision making• Helps set goals and develop strategies• Manages change, service demands & compliance

enforcement through continuous creative communication and dialog

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

• Team engages in extensive discussions, and everyone gets a chance to contribute

• Debate is considered critical to constructive problem solving and removing obstacles – it’s not personal

• Mistakes are opportunities for growth & development

Achieving Balance & Controlling the Chaos: The Flexible & Integrated Team

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

• Creates an atmosphere of respect • Generates a continuing dialog of compliance • Creates an awareness that compliance is not just an after

thought• Once there is a culture of compliance people will do it on

their own• Researchers will view us as part of the research team

rather than outsiders

Bridging the Service/Compliance Gap: Become a member of the Research Team

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

• Be professional• You don’t have to know all the answers, just

where to find them• Give the right service the first time/every time• Pursue professional development opportunities• Look the part/talk the part

Bridging the Service/Compliance Gap: Become a member of the Research Team

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

• Be Proactive• Orientation for new research team members• Communication network• Create and nurture relationships• If it seems like paperwork, I’ll do it

Bridging the Service/Compliance Gap: Become a member of the Research Team

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

• Be Positive• Just say, “You’re right”• Provide knowledge • Educating without teaching or preaching• How often do you talk with your faculty about

compliance?

Bridging the Service/Compliance Gap: Become a member of the Research Team

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

• Be Accessible• Be available / Communicate clearly• MBWA - Management by Walking Around• Provide service in a timely manner

Bridging the Service/Compliance Gap: Become a member of the Research Team

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

• Considerations• Do you have some responsibility• Know what you are talking about• Know who you are talking to• Know your authority• Have a plan – what do you want?

• “The conversation” - Humility and confidence• Share the facts/story, not your opinion• Ask questions to understand what they did (listen)• Go back to the facts (don’t get mad)• Follow-up plan

Bridged Gap: “Compliance Conversation”

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

• The challenges of the environment require an integrated flexible research community

• Integration requires breaking down formal organizational and informal individual barriers through continuous communication and dialog

• It requires a commitment to the institution, to the team and to each other

Balancing Change, Customer Service & Compliance

NCURA Region IV Spring MeetingApril 27 – 30, 2014

@ 2014 National Council of University Research Administrators

Questions or comments?