Research Administrator 3 - 139135

The Research Administrator (RA) uses skills as a seasoned, experienced research administrator to independently develop and / or oversee research proposals, awards and / or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional research sponsor policies. Works on proposals and awards of diverse scope where analysis of data requires thorough understanding of complex regulations. Completes and approves transactions for signature by manager or other authorized institutional official. Works on complex proposals and awards that may involve multiple investigators and / or multiple sub awards. May guide less experienced staff with procedural questions. Typically works on complex proposals such as grants / contracts that require task budgets, option years, multiple investigators, or multiple sub awards, as well as fellowship and career applications.

Incumbent provides analytical support to Principal Investigators (PIs) in the Division of Biological Sciences in proposal processing, contract and grant administration, and budget development, including pre-award proposals, other pre-award activities such as Just in Time requests, other sponsor pre-award requests such as budget revisions, and annual & closeout scientific reporting for federal, non-federal, state, and industry sponsors. Tasks include developing and routing proposals, contracts and other agreements and reviewing proposals to ensure institutional compliance, monitoring scientific reporting on active awards in a variety of sponsor systems, and collaboration with Post Award Fund Manager. UC San Diego systems include Kuali, UCPath, Cognos/Business Analytics Hub, and Research Core Reports (Tableau). Sponsor systems include eRA Commons, ASSIST, Research.gov, Proposal Central, and a variety of foundation-specific grant systems. Familiarity of federal regulations such as the Uniform Guidance, NIH Grants Policy Statement, and CFAR contract regulations. Expected to maintain currency with federal, institutional, and School policy changes, regulations, and updates.

Type of Proposals and Awards: Highly complex proposals involving one or more of the following: multiple departments; multiple institutions (subawards); institutional cost-sharing; institutional commitment [Limited Submission] proposals; which are responsive to federal and non-federal sponsor proposal requirements (RFP, RFA, PA). These may include program projects or center applications, and contracts; with an extensive variety of agencies that may have significant and unique reporting requirements.

Team environment and communication expectations - continuous process improvement expected through team meetings, policy and procedure review, and process documentation. Expectation to contribute toward these efforts.

Department relationship management- establishing and maintaining professional, collegial relations with Biological Sciences faculty, staff beyond the BioSci SPO team, other institution faculty and staff. Expectation to respond to incoming communications in a timely manner.

Project Management - experience in using milestone dates for successful project management timing and flow using the team dashboard to maintain current project status and project details on a daily basis; leading faculty expectations of project timing, necessary proposal and reporting details, system access, and facilitating support as needed. Server file maintenance to ensure all final proposal documents are kept in the shared repository.

Award onboarding and transition to Post Award: Review of accepted awards, revision of internal budgets to match award amount, transition of award details to the PI and post award fund manager with relevant details such as reporting deadlines and any unique terms and conditions. This includes special handling for incoming fellowship awards, which also require communication and coordination across multiple BioSci and campus units, as needed. Tracking award progress through BAH reports.

Proposal Submissions anticipated: ~ 100-120 annually

Percentage of Proposal Types: 60% or more Federal, Solicited, 5% Unsolicited, 30% Center, Contracts, Cost-sharing, subaward proposals, 5% institutional commitment proposals; extensive variety of sponsors

~A cover letter is required to be included with application materials.

• Bachelor's degree in related area and / or equivalent experience / training. Minimum 2 years' experience in research administration, with proposal submission and related pre-award action experience preferred.

• Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.

• Ability to manage significant volume of transactions.

• Ability to perform complex financial analysis and customized reporting.

• Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.

• Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas.

• Maintains current knowledge of compliance regulations in all areas of research administration.

• Excellent interpersonal skills including tact, diplomacy and flexibility. Ability to work independently and/or in a team framework. Proven ability to work effectively with a diverse population, including faculty, staff, students and the business community.

• Knowledgeable about Federal Acquisition Regulation, Code of Federal Regulations, sponsor-specific policies, intellectual property policy, conflict of interest requirements, publication rights, application of indirect cost rates and other complex concepts in research administration.

• Requires thorough knowledge in OMB circulars such as Uniform Guidance, and principles of cost accounting standards, including allowability, allocability, and reasonableness, state, local, sponsor and institutional regulations, policies, and guidelines.

• Demonstrated ability to work in a fast-paced environment with overlapping deadlines and short lead times and maintain a high level of attention to detail, and ability to work with a high degree of accuracy and follow through.

• Demonstrated proficiency working with computer and information management systems.

• Demonstrated proficiency in utilizing financial reporting tools, queries, and pivot tables.

• Experienced with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements.

• Effective problem-solving skills and ability to utilize innovative strategies to identify and recommend solutions.

• Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.

• Experience working in a university or related environment. Strong ability to interpret and apply university policies and procedures regarding purchasing, return goods, travel, disbursements, inventory, and audits.

• Knowledge of payroll and personnel regulations including impact of salary scales, merits, range adjustments. Knowledge of employee benefit regulations, leave accruals, summer salary policies, and a range of flexible salary options to meet appropriate fund source uses.

• Ability to provide work direction and training to support staff and students, as needed.

• Ability to maintain confidentiality as required.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• Occasional work on weekends and evenings as needed to meet time-sensitive deadlines.

• A cover letter is required to be included with application materials.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace