RESEARCH ADMINISTRATION AND BUDGET DIRECTOR

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UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer Prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President

DEPARTMENT OVERVIEW

Research & Innovation (R&I) employs more than 100 staff and manages an annual budget of >$150M with an additional >$100M in royalty streams. Leading the research pillar of the University of California (UC), R&I is actively engaged with the 10 UC campuses, three UC-managed Department of Energy national laboratories, UC Agriculture and Natural Resources, and UC Health. R&I oversees multicampus research centers and institutes; operates and maintains some systemwide facilities; and manages intellectual property and royalties. R&I also works closely with federal agency leaders, state agency leaders, the Governor's Office, other institutions of higher education, industry, communities, and other partners.

POSITION SUMMARY

The Research Administration and Budget Director (Director) reports directly to the Vice President for Research & Innovation (VPRI) with a dotted line to the Executive Director for Research & Innovation (EDRI). R&I employs more than 100 staff and manages an annual budget of >$150M with an additional >$100M in royalty streams. Leading the research pillar of the University of California (UC), R&I is actively engaged with the 10 UC campuses, three UC-managed Department of Energy national laboratories, UC Agriculture and Natural Resources, UC Health, and the Academic Senate. R&I oversees multicampus research centers and institutes; operates and maintains some systemwide facilities; and manages intellectual property and royalties. R&I also works closely with federal agency leaders, state agency leaders, the Governor's Office, other institutions of higher education, industry, communities, and other partners. Thus, this position provides comprehensive, synchronized budget management with an understanding of research environments and grant administration; executes innovative and efficient approaches to research administration; serves as an advisor, collaborator, and problem solver to R&I staff; and participates as a principal member of the VPRI's cabinet.

The Director is responsible for providing judicious budget and financial leadership for R&I, including: managing the annual budget process based on R&I strategic directions; establishing and monitoring fiscal controls and compliance over different types of revenue streams and allocations; performing budget and financial research, analysis, and reporting; participating in short- and long-term financial planning; and advising leadership via executive-level reporting and presentations. In addition, this position oversees personnel forecasting and works closely with the EDRI to complete staffing actions. The Director serves as R&I's primary liaison with the systemwide UC Office of the Chief Financial Officer (CFO), local UCOP Budget Office of the Chief Operations Officer (COO), centralized Business Resource Center (BRC) of the COO, and UCLA Accounting (which provides accounts payable and budget support for UCOP), as well as financial staff across other UC units. They also collaborate with local UCOP Human Resources (HR), Information Technology Systems (ITS), and other UCOP units. Utilizing UCOP's existing and evolving financial and HR systems, this position works closely with the VPRI, EDRI, and R&I department leadership to oversee day-to-day financial operations and expenditure controls, including: managing charts of accounts; reconciling the general ledger; conducting financial forecasting; managing the fiscal close process; and tracking financial balances, bond funds, contracts, grants, endowments, gift donations, credit cards, independent contractor agreements, and interlocation fund transfers.

The Director also serves as the University's research administration officer and assists the VPRI in financing research initiatives; enhancing the resource pool and investment in the research enterprise; coordinating with the R&I departments, especially in program stewardship; and seeking approaches to streamline bureaucracy. Additionally, this position is responsible for identifying and assessing compliance, strategic, reputational, financial, and other risks and recommending risk mitigation plans in the areas of research finance, sponsored research administration, and environmental health and safety related costs at off-campus research sites. The Director applies skills as a seasoned, experienced professional with a full understanding of industry practices and research grant administration in higher education environments. They adhere to UC policies and procedures; resolve a wide range of issues in imaginative and practical ways; work on problems of diverse scope where data analyses require an understanding of identifiable factors; and demonstrate sound judgment in selecting methods and techniques for obtaining solutions.

Responsibilities

• 30% BUDGET AND FINANCE OPERATIONS MANAGEMENT: Manage, plan, and administer budgetary and financial processes for R&I. Responsible for: managing the annual budget process; maintaining R&I charts of accounts, other data management tools, and related business processes; coordinating and implementing budget allocations; reconciling the general ledger, generating financial and personnel forecasting plans, and managing the fiscal close process; tracking financial balances, bond funds, contracts, grants, endowments, gift donations, credit cards, independent contractor agreements, and interlocation fund transfers; and complying with payment card industry data security standards (PCI-DSS). Apply professional concepts to perform moderate to complex financial or resource analyses to understand past performance and determine present and future performance and resource allocations. Coordinate the gathering of budget data and resource requirements during planning stages, such as the annual budget process.
• 30% BUDGET AND FINANCIAL RESEARCH AND ANALYSES: Perform complex financial and resource studies with an understanding of the research context. Independently gather information as needed to perform analyses. Financial and resource analyses could include budgetary analyses, financial analyses, forecasts, projections, reporting of gift donations and credit card income; staff salary or FTE analyses, user fee analyses, graduate student compensation approaches, bond funds, contracts and grants analyses, endowment income, fungibility of funds, working capital, etc. Provide analytical support for complex budget, financial, and resource projects, including programs funded by external sponsors. The Director provides, for UCOP senior leadership, fiscal data collection, analyses, and reporting on budgets and finances for systemwide facilities, such as the UC Natural Reserve System and the UC Observatories.
• 15% BUDGET AND FINANCIAL REPORTS AND RECOMMENDATIONS: Gathers, analyzes, and prepares information and summarizes recommendations for financial and resource plans, including annual resource allocation approaches, trended future requirements, operating forecasts, sources and uses, etc. Participate in short- and long-term financial planning. Generate, modify, and conceive of new financial or other resource reports, strategic planning and modeling, analyzing and forecasting staff/faculty salary budgets, bond funds, contracts, grants, gifts, endowments, or user fees.
• 10% INTERNAL CONTROLS: Use thorough understanding of industry practices in higher education. Adhere to UC policies and procedures to resolve a wide range of complex assignments. Establish and monitor fiscal controls and compliance over revenue streams and allocations. Prepare, review, and approve financial transactions. Document procedures for financial activities. Provide support in the areas of business process analysis and design, system or procedure testing and implementation, documentation, security, workflow, and customer feedback.
• 5% RESEARCH ADMINISTRATION: Oversee sponsored research activities and financial research compliance across R&I and UC units, especially in program stewardship of state research funds. Lead assessment of procedures, interfaces, rules and compliance issues dealing with research administration. Focus on reducing bureaucracy and administrative burden. Work with R&I staff and other UC officials to develop system regulations, rules, organizational structure, information systems and other elements needed to serve the research community effectively in their administrative needs.
• 5% REPORTING AND PERFORMANCE MEASURES: In coordination with the EDRI, oversee and recommend accurate and valid reporting strategies that will maximize the position of the University with the state and federal government. Oversee data collection for report generation and research staffing and expenditure surveys. Coordinate with other UC units on reporting activities. Review performance measures as to the success of programs, return of investment in program development, the cost of sponsored contract services, cost of other research administration, types of research funding success, dollars of sponsored awards, prior year performances, dollars of indirect earnings trends, etc. Develop special strategies and reports as required. Lead in the preparation of the annual UCOP Budget chapter on research for the state.
• 5% RESEARCH FINANCING: When needed, research financing responsibilities include providing input on risks, cost benefit analysis of research investments, and indirect cost negotiation. Duties also include maximizing funds for investment in the research enterprise by identifying new streams of income, identifying areas where savings can be achieved, proposing allocation and incentive plans, assessing risks and quantifying risks in support of the VPRI, etc. Analyze new initiatives, cost sharing strategies or other solutions that will help improve the competitiveness of any large-scale systemwide or statewide proposal that will be in the best interest of the University.
  OTHER DUTIES: Other duties as assigned.

Required Qualifications

• Thorough knowledge and understanding of finance policies, practices, systems, techniques, internal control practices and their impact on protecting University resources.
• Solid grounding in overall principles and practices of budget and financial planning/management and accounting practices, and proven skills in fiscal analysis, planning, preparation, and administration of multimillion dollar budgets with multiple funding sources.
• Strong analytical and critical thinking skills as demonstrated by the ability to independently compile, analyze, and interpret financial data and perform long range planning and forecasting. Ability to develop and use various computing methodologies and techniques to translate large and complex datasets into workable forms.
• Proven problem-solving skills including the ability to research and assess information and financial data, identify problems, generate alternatives, determine appropriate action, and oversee change implementation in resolving issues and improving systems and processes (e.g., financial, operational, marketing).
• Excellent attention to detail and accuracy of financial data and ability to articulate what the data represent in their context (not just accurate numbers on a spreadsheet).
• Strong ability to quickly evaluate complex issues, identify multiple options for resolution, and clearly present the rationale for recommended course(s) of action.
• Expert ability using spreadsheet and database software tools (e.g., Microsoft Office and common desktop/web applications) to gather information for specialized, complex financial analysis, fiscal management, and financial reports.
• Proven ability using spreadsheet and database software tools (e.g., Microsoft Office and common desktop/web applications) to gather information for specialized, complex financial analysis, fiscal management, and financial reports.
• Solid understanding of the research process. Extensive knowledge and application of research administration procedures, interfaces, rules, and compliance issues.
• Strong project management and organizational skills as demonstrated by the ability to prioritize work, set and meet deadlines, and create systems to effectively track projects and other information; flexibility to adjust to R&I's changing needs. A demonstrated ability to manage and develop professionals.
• Excellent written, oral, and listening communication skills to articulate ideas and issues clearly and concisely using proper grammar, vocabulary, and business style with all levels of administrators, staff, faculty, consultants, auditors, and others. Demonstrate strong listening skills.
• Thorough understanding of university administrative and financial systems, including proven skill and ability to extract information from major information systems and organize data for analyses.
• Excellent interpersonal skills as demonstrated by ability to work collaboratively and productively with a diverse population, including UCOP administrators, UC campus faculty and staff, and outside constituents; strong customer service focus to respond positively and proactively to problems.
• Ability to adapt to changing priorities and effectively manage task prioritization.
• Ability to work both independently and collaboratively as part of a team.
• Thorough understanding of university organizational structure, operational functioning, and organizational culture.

Preferred Qualifications

• Demonstrated working knowledge of state and federal regulation and compliance (e.g., FAR, DFAR).

Education

• Minimum of 10 years Graduate level study in educational, public, or business administration, or related field. Ten years in research administration with a working understanding of land-grant university system and state-supported institutions of higher education, to include 10 years of experience in federal research contracting.
• Minimum of 10 years Bachelor's degree in business administration, accounting or allied field, and ten years of progressively responsible experience performing a range of financial functions in a research environment in higher education or federal funding agency, including fiscal planning analysis, budgetary systems and forecasting, and accounting (general accounting / fund accounting / contract and grant accounting) for a university or in a comparable non-profit environment; or equivalent combination of education and experience.

Travel Requirements
10% Occasional travel to campuses or to external meetings or professional conferences

SALARY AND BENEFITS

Job Title
Financial Analyst 5

Job Code
000216

Salary Grade
Grade 25

Payscale:
$150,000 - $170,000

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is December 17, 2024. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

EEO STATEMENT

The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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