Administrative Associate For Research

Position Title:

Administrative Associate for Research

Position Type:

Regular

Hiring Range:

$25.24 per hour - $29.01 per hour; commensurate with experience

Pay Frequency:

Hourly

Position Purpose

The primary purpose of this position is to provide general support for Research including the Office for Research Compliance and Integrity, Sponsored Projects, and Undergraduate Research.

This position is eligible for a remote or flexible work schedule: hybrid - work from office and home. Remote or flexible work schedule is available for candidates located in remote work approved states including California, Arizona, Illinois, Nevada, Oregon, and Washington.

Essential Duties and Responsibilities

Provide general support for Research programs and offices (35%)

• Maintain University-wide communication and websites for Research, Research Integrity and Compliance, and Sponsored Projects

• Design and maintain websites, web communication, and calendaring using T4 and LiveWhale

• Revise and update all documents for official distribution

• Respond to inquiries and requests regarding all areas of Research

• Maintain a broad knowledge of support services and opportunities for faculty within Research

• Provide support for relevant task forces and special initiatives

• Respond to requests for information and make referrals as appropriate

• Provide support in the generation and dissemination of award, leave and other letters as needed

• Prepare and send out HTML emails to appropriate groups as requested throughout the year.

• Assist with assembling materials for institutional grant applications, as assigned by the AVPR.

Assist with internal grant management and communication to awardees (25%)

• Support electronic management systems for Office of Research Compliance and Integrity and Sponsored Projects Office

• Maintain daily operation of electronic management system

• Provide support services for campus users

• Create and analyze internal grant reports for the Associate Vice Provost for Research along with grant recipients, as needed

• Provide support to the Associate Vice Provost for Research, the Director of Sponsored Projects, and the Director of Research Integrity and Compliance.

• Provide support to the Research Committee, Teaching Awards Committee, and Sabbatical Committee

• Schedule and plan research related events

• Provide support to the Undergraduate Research program (SAURO), including the evaluation committee, selection committee, and the AVPR and faculty associate.

• Provide support for other student/faculty Research Programs that may be developed.

• Manage and set up stipends and internal grants budget strings for student researchers doing faculty-mentored summer research.

• Communicates detailed reports, methodology and implications to faculty and/or grant recipients

Establish and support internal grant processes in electronic grant management system (15%)

• Establish and support electronic internal grant processes system

• Work with other units to synchronize all internal grants

• Create a standardized notification and calendar system alerting those eligible, committees and review

• Streamline notification, review and award process

• Communicate directly with faculty applicants who inquire about the status of their proposal or have questions about the process.

Financial Support (15%)

• Create and set up budgets for all research internal grants

• Submit payment requests and supplier invoice requests

• Maintain files, order supplies, and make travel arrangements

• Provide support in the generation and dissemination of award, leave and other letters as needed

• Maintain budgets and prepare payment requests and quick vouchers

• Track expenses with PeopleSoft/Workday financial reports

• Oversee all creations and approvals of Research internal grants

• Monitor all research internal grant funds and work closely with grant recipients

• Work closely with Associate Vice Provost for Research to reconcile the Research budget

• Create and analyze financial reports in research internal grants and recommend best practices

• Gathers, integrates, and interprets research grant budgets from a variety of sources (University funding, gifts, endowments, etc.).

• On a quarterly basis close out research internal grants that have ended and no extension is requested

• Prepare and send out HTML emails to appropriate groups as requested throughout the year.

• Assist with assembling materials for institutional grant applications, as assigned by the AVPR.

Oversee intellectual property management (10%)

• Maintain invention disclosure and patent process in Faculty180
• Work with Associate Vice Provost and Director of ORCI to establish technology licensing program

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

Knowledge, Skills, and Abilities

• Understanding and supporting the values and ideals of Jesuit education

• Strong interpersonal skills with ability to deal with all levels of faculty, administration, and staff

• Strong organizational skills with ability to handle multiple tasks, attend to details, and ensure accuracy and efficiency

• Strong oral communication skills

• Strong written communication skills

• Strong skills with Microsoft Office, scheduling software, Google Suite, Workday, PeopleSoft (or equivalent) financial system software, and website development tools including T4 and LiveWhale.

• Strong personal initiative and understanding of and commitment to the mission of each unit

• Strong service orientation and skills required

• Anticipates problems and mobilizes the resources needed to resolve problems.

• Maintain confidentiality and use discretion

• Identifies discrepancies or inconsistencies in critical information.

• Work independently and take initiative

• Work collaboratively, be flexible and work as a part of a team

• Maintain a professional, service-oriented approach

• Ability to manage time effectively while also being available during business hours (8am-5pm PST)

• Acts independently and works closely with the Associate Vice Provost for Research to resolve issues that impact the success of Research

Education and/or Experience

• Bachelor's degree preferred (or bachelors' required or equivalent combination of education and experience)

• Minimum 3 years of relevant experience in administrative support roles.

• Experience in higher education setting preferred

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

COVID-19 Statement

The health and safety of the University community is a top priority. The University strongly recommends that all employees are fully vaccinated for COVID-19 as the vaccination and boosters are safe, effective tools that significantly minimize the chances of serious illness and hospitalization. Please contact Human Resources if you have any questions.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.