Staff duo helps internal awards run smoothly in time of transition

Jen Arbuthnot and Gabe Nehrbass   | Office of Research

Only six months into her role, Jen Arbuthnot is already deeply involved in behind-the-scenes work that helps KU faculty and staff build sustainable research programs at KU.

“She is a very fast learner and has taken on these responsibilities much more quickly than anticipated,” said Nancy Biles, associate director for research administration.

Among other duties, Arbuthnot, who is a grant coordinator in research administration, manages many of the internal award programs that support research, scholarship and creative activity at KU. These include the New Faculty Research Development Awards, the KU Research Grant Opportunity (KU Research GO) program and the KU Racial Equity Research, Scholarship & Creative Activity Awards. Joining the office in a newly created role just as the 2023-24 awards cycle launched presented a steep and urgent learning curve for Arbuthnot. Fortunately, a colleague who previously helped manage the programs, Gabe Nehrbass, stepped in to help. Together, they have navigated complex processes and communications with thoughtfulness and grace.

“Gabe’s motto through the transition to Jen handling these competitions has been, ‘Let’s make this work in the most economical way for Jen and for the KU faculty that we are trying to support,’” said Carol Burdsal, director of research development.

The internal awards process involves many moving parts. Arbuthnot responds to faculty questions about eligibility, allowable costs, review criteria and other topics. After proposals are submitted, she assigns submissions to the appropriate review panel, notifies reviewers of their assignments and deadlines, and schedules panel discussions. Following review and award decisions, she sends feedback to all applicants and provides required reporting instructions to recipients. This year’s internal award competitions attracted 135 proposals.

“Jen is very adaptable, which is an essential quality when managing this time-sensitive process and wrangling the schedules of very busy reviewers,” Biles said. “She also has a strong commitment to making sure the process is fair and transparent.”

Keeping these workflows organized is no small feat. Nehrbass, administrative associate senior in research development, helped train Arbuthnot and has assisted whenever questions arise.

“Gabe has unselfishly given time and effort to train, work side by side, and mentor Jen through Research GO and two rounds of the New Faculty Research Development Awards,” Burdsal said. “His experience and willingness to jump in and help make him an invaluable employee in the Office of Research.”