Research Administrator 2 – 119538
University of California, San Diego
This is a UC San Diego Internal Recruitment open to UCSD and UCSD Health System Staff Only
The Sponsored Projects Office (SPO) within the Department of Medicine is a fast-paced and dynamic office at UC San Diego. As a Department, we manage over $150 million in sponsored research dollars and submit over 100 applications annually. Many federal, state and nonprofit agencies fund the highly varied research we manage and our projects often involve a high degree of complexity. Our projects support comprehensive and cutting edge clinical and basic research that help us to understand human health, and to do this work we partner with collaborators across campus and the world. Our SPO team is therefore continually learning; we must stay apprised of many types of funding and compliance regulations while maintaining relationships with numerous individuals and offices both on and off campus.
The Division of Gastroenterology/Hepatology (GI/HEP) SPO unit is a high-performing and collaborative team that manages over $20 million dollars of sponsored research, fellowships, and training opportunities for GI/HEP. We strive to provide holistic research administration support to our faculty and junior investigators.
Our team members generally either focus on pre- or post- award responsibilities, depending on team members’ skills and experiences and the needs of our division. Each GI/HEP team member keeps up-to-date with applicable topics in their respective focus areas and shares their expertise with the team, helping us to support each other and our GI/HEP researchers’ multifaceted and important work. The dedication of our researchers and team was recognized the past two years as U.S. News and World Report ranked the Division of Gastroenterology/Hepatology #1 in the country for our research.
The Division of Gastroenterology/Hepatology (GI/HEP) SPO is looking to hire a Research Administrator to join our team. Under the Assistant Director for GI/HIP, the Research Administrator will use contracts and grants concepts to manage post-award administration for a select group of GI/HEP researchers (see below for more details on the standard pre- and post- award duties within our team).
Pre-Award * independently develop/oversee research proposals, awards, and transactions* initiate and submit progress reports and closeout reports with researchers/applicable offices* initiate and maintain collaborator agreements like subawards* research and confirm sponsor guidelines/allowability-related questions* support correspondence with the sponsor on any prior approval requests
Post-Award* work with researchers to assign personnel effort appropriately* review expenditures to ensure expenditures comply with applicable policies/guidelines* prepare financial expenditure reports* track and initiate invoicing* prepare financial projections* prepare progress report financial information* prepare financial closeout report information to sponsors* initiate close-out of old or ended awards
Under general supervision, develops and / or oversees research proposals, awards and / or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional and research sponsor policies. Works on proposals of moderate scope such as single investigator NSF proposals where analysis of financial information or reports requires review of a variety of factors (e.g. budgets, salaries, expenses, etc.). Receives assignments on project basis and fully analyzes problems, gathers data and information, and recommends solutions. May be eligible for delegated signature authority. Completes and approves transactions for signature by manager or other authorized institutional official.
Six years of related experience, education/training, OR an Bachelor’s degree in related area plus two years of related experience/training.
Knowledge of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines. Knowledge of federal, state, and private agency contract and grant regulations and requirements from proposal preparation through close out; including but not limited to cost accounting standards.
Maintains current knowledge of compliance regulations in all areas of research administration. Knowledge of University policies and procedures regarding purchasing, returned goods, travel, disbursement, inventory, and ability to work collaboratively with contacts involved in these processes.
Demonstrated knowledge of policies and procedures relating to contract and grants; and accounting. Ability to independently interpret, analyze, and implement appropriate policies in a given situation.
Demonstrated organizational skills. Skill in prioritizing a high volume workload to ensure priorities and other deadlines are met. Demonstrated ability to work in pressure situations to meet deadlines and accommodate interruptions. Ability to maintain flexibility to redirect efforts when priorities change.
Collaborative and Customer Service Approach. Incumbent will establish and maintain cooperative working relationships with the GI/HEP SPO team, GI/HEP researchers, university research administration offices, and the campus community.
Knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
Ability to manage a high volume of transactions.
Ability to perform moderately complex financial analysis and customized reporting. Demonstrated experience analyzing expenditures, recognizing trends in order to support budget adjustments.
Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. Demonstrated experience with UCSD on-line and web based accounting systems (IFIS, FinancialLink, etc.). Demonstrated experience with UCSD Personnel Payroll System (PPS) policies and procedures. Demonstrated skill in using a variety of computer systems, including database, spreadsheet, word-processing, and Internet systems.
Ability to maintain independent judgment; strong organization; communication skills; and a customer service focus. Demonstrated ability to maintain a professional attitude during interaction and collaboration with a wide range of personalities. Excellent communication skills.
Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles. Demonstrated experience with principles and practices of fund accounting, cost analysis and audit procedures.
Demonstrated experience designing financial management tools to administer awards. Demonstrated experience in budget preparation using automated spreadsheet systems.
Proven ability to analyze financial issues, recognize potential impact, identify creative and alternative solutions; make and implement recommendations. Demonstrated problem-solving and negotiation skills with ability to exercise discretion.
Demonstrated experience in developing, producing and completing reports for various funding agencies; projecting multi-year expenditures and outcomes as they relate to individual projects, and the department as a whole; ability to apply programmatic knowledge to coordinate financial aspects of award administration.
Strong Organization Skills. It is important the incumbent has the experience/ability to organize information and deadlines in a fast-paced, dynamic work environment.
Strong Communication Skills. Our team members have the ability to communicate effectively and diplomatically with multiple stakeholders, including staff, faculty and community members within and outside of UC San Diego. This also includes the ability to translate technical research administration guidelines into lay/understandable language for a variety of stakeholders.
Adaptable, Continual Learner. Incumbent will stay current on compliance regulations in applicable areas of research administration, particularly as policies and procedures frequently change. Additionally, the candidate should be able to adapt to new UC San Diego/UC research administration systems as they evolve.
Experience Researching Policies/Procedures. Incumbent must have experience in the research administration guidelines of Federal, nonprofit, and state sponsors supporting research and educational activities, preferably in a university environment (e.g. OMB circulars, uniform guidance) AND/OR applicable experience researching, analyzing, interpreting, and evaluating financial policies and issues.
Financial and Budgeting Experience. Incumbent will regularly utilize financial and budgetary spreadsheets and reports. Incumbent must be skilled in the use of spreadsheet and database software for budgeting, financial analysis, fiscal management and financial reports.
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