Research Administrator

NO VISA SPONSORSHIP IS AVAILABLE FOR THIS POSITION.

HOW TO APPLY

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 11-27-2023

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Originally founded in 1997, the Baskin School of Engineering is the first professional school at UC Santa Cruz. Over the past 20 years, Baskin Engineering has become a unique 21st century school of engineering and technology, characterized by evolutionary growth fueled by on-going research opportunities that open new areas of intellectual inquiry. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society. Its diverse curricula facilitates creative thinking and prepares students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.

We champion new ideas and uphold the UCSC Principles of Community.

JOB SUMMARY

Under minimal supervision and general guidance, the Lead Research Administrator functions as part of a team that provides administrative and financial management services to the Baskin School of Engineering (BSOE) faculty and research programs/centers. The incumbent manages a high volume and high complexity of transactions with management responsibility over at least $57,0500,000 in sponsored funds across a diverse portfolio of moderate to highly complex contracts and grants for industry, private non-profit and government sponsors, plus an additional $43,000,000+ in non-sponsored startup and discretionary funds where analysis of financial information or reports requires review of a variety of factors (e.g. budgets, salaries, expenses, etc). They fully analyze problems, gather data and information, and implement solutions. They prepare and complete as well as approve transactions prepared by others and may supervise, train and coach junior team members.

The incumbent oversees, approves and reviews transactions across the portfolio and maintains contract and grant records in compliance with institutional and sponsor policies. They prepare and update financial reports using Excel and institutional reporting tools; prepare and approve financial journals (transfer of expense, transfer of funds, liquidation of liens) and prepare and review required documentation prepared by others; execute intake of award documents from central systems including budgets and budget justifications; draft new financial reports and update existing financial reports for new awards and award increments; and process and approve retroactive payroll transfer of expense and document transactions accordingly. May delegate reporting and transactional tasks to junior team members to prepare for their approval.

The incumbent will provide guidance and advice to research program faculty and staff to achieve short-term goals in support of the division/department mission and consistent with longer-term strategic financial and programmatic goals. They inform and coach faculty and research staff on standard operating procedures, divisional/departmental or university policies and processes; ensures that these policies are sensibly applied. Provides decision support analysis and guidance for short- and long-term planning.

The incumbent is expected to provide high-level customer service as part of a dynamic, responsive team. Post-award financial management and reporting are critical functions of this position, as well as minimizing risk and assuring compliance with applicable University and sponsor/donor policies and federal/state regulations.

At this time, Baskin Engineering is reviewing in office, full remote, and hybrid work options. Based upon the department and selected candidate's needs an appropriate option will be made available. For fully remote or hybrid work options a telecommuting contract will be required to ensure compliance with ongoing service level agreements to our Campus clients.

NO VISA SPONSORSHIP AVAILABLE FOR THIS POSITION.

APPOINTMENT INFORMATION

Budgeted Salary: $82,300 - $109,615/year. Salary commensurate with skills, qualifications and experience.

Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed

• Percentage of Time: 100%, 40 Hours per Week

• Days of the Week: Mon-Fri

• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: Remote

Union Representation: Non-Represented

Job Code Classification: 006207 (RSCH ADM 4)

Travel: Never or Rarely

JOB DUTIES

45% - Administration of Research Funds

• Leads the organization in planning, establishment and monitoring of complex extramural awards, startup funds, gifts, endowments and privately funded projects for faculty research portfolios with broad impact.

• Provides highly complex projections, analysis and recommendations as part of comprehensive, periodic reporting to stakeholders. Independently gathers information as needed to perform financial analysis of transactions, expenditures, etc; identifies and resolves discrepancies

• Reviews award notices, guidelines and budgets with PI and others as necessary to assure that funds will be spent within budget and in compliance with awarding agency and campus policies

• Coordinates setup of new awards and non-competitive renewals including verifying accuracy of funding information and budget appropriations, allocation of budget to sub-projects if any, subcontract setup & request for carryover funds from sponsor.

• Initiates and maintains ongoing, timely and effective communication with all relevant stakeholders throughout the entire post-award process (e.g. agencies, investigators, lab and/or program staff, division administration, Office of Sponsored Projects, Extramural Funds, other campus service units, etc.). Assists in the completion and submission of internal forms in collaboration with the Office of Sponsored Projects.

• Monitors sponsor payment of fixed price funds, and coordinates with Extramural Funds for sponsor invoicing.

• Provides payroll information for appropriate distribution of salary in the payroll system and obtains confirmation of effort on awards. Oversees payroll transactions and processes transfers as necessary for Academic and staff appointments.

• Researches and investigates unusual charges in the payroll and general ledgers. Ensures that funds are reconciled, consistent with university policies.

• Generates final financial reports required by the sponsoring agency. Coordinates the closeout of projects, cost transfers, equipment management, invention statements, subcontract closeouts, final progress reports, grant transfers and relinquishments, as appropriate.

• Determines budget deviations and potential problems, providing resolution in a timely fashion.

• Researches, interprets, clarifies and applies all applicable divisional, UC, and sponsor policies and regulations; attends trainings, town halls, and webinars to stay current on policy updates.

• Monitors indirect costs and tracks cost sharing commitments.

20% - Compliance

• Provides guidance and counsel on a wide variety of highly complex research administration matters to principal investigators, senior divisional/departmental administrators and less experienced department staff, including compliance regulations, standard operating procedures, divisional or university policies and processes; ensures that these policies are sensibly applied.

• Researches and resolves unclear areas of the policy and disseminates information to the appropriate faculty and staff.

15% - General Research Administration

• Applies professional knowledge / experience to prepare, review, process, document, reconcile and approve financial transactions including: Retroactive transfers of payroll expense, cost transfer of non-personnel expense journals, transfer of funds journals, encumbrance liquidation.

10% - Audit / Risk Management

• Ensures complete and accurate collection of research management administration data at all stages of the contract and grant life cycle. Independently oversees award reporting and closeout.

10% - Liaison for Research Administration

• Meets regularly with the Research Administration Manager and other members of the Research Administration team to discuss current issues in research administration.

• Reviews internal business processes. Actively engages in, and leads development of, new processes and change management initiatives.

• Maintains knowledge of workloads in order to provide backup for other team members as needed.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.

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

• Advanced knowledge and understanding of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.

• Ability to manage high volume and complex transactions.

• Ability to perform highly complex financial analysis and customized reporting.

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

• Ability to maintain independent judgment.

• Strong organizational skills.

• Strong oral communication skills.

• Strong customer service skills.

• Strong written communication skills.

• Maintains knowledge of, and ability to interpret and apply, sponsor, institutional and departmental policies.

• Knowledge of current compliance regulations in all areas of research administration.

• Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles.

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

• Understanding of 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.

• Ability to interpret policy for others.

• Demonstrated experience and success in research administration.

PREFERRED QUALIFICATIONS

• Experience working with university fund accounting and knowledge of OMB Uniform Guidance for grants and agreements with institutions of higher education, hospitals, and/or other non-profit organizations.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.

• Ability to work long periods of time at a computer with or without accommodation.

• This is a fully remote position, and the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.

• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.

• Ability to maintain appearance and conduct suitable for working in a professional setting.

• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.

• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.