Assistant Research Administrator
Location: Santa Cruz
Job ID: 42640
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Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.
INITIAL REVIEW DATE (IRD)
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.
The IRD for this job is: 10-12-2022
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.
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, and its diverse curricula facilitate creative thinking and prepare 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.
Under the general supervision of the Research Administration Manager or other delegated supervisor, the Assistant 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 will have direct management responsibility of a diverse portfolio of at least $500,000 to ~$3,000,000 in annual spending across a mix of startup funds, and low to moderate complexity contracts and grants for industry, private non-profit and government sponsors. Sponsors may include single investigator National Institutes of Health (NIH), National Science Foundation (NSF) or Department of Defense (DOD) grants where analysis of financial information or reports requires review of a variety of factors (e.g. budgets, salaries, expenses, etc). They also receive assignments on a project basis to fully analyze problems, gather data and information, and recommend solutions. They complete and review transactions for signature by manager or other authorized institutional officials. The incumbent will also provide team support to larger portfolios managed by more senior members of the team.
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 financial journals (transfer of expense, transfer of funds, liquidation of liens) and prepare required documentation; execute intake of award documents from central systems including budgets and budget justifications; draft new financial reports and make updates to existing financial reports for new awards and award increments for review by the Research Administrators or manager administering those awards; process retroactive payroll transfer of expense and documents transactions accordingly.
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. Provide 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.
Salary Information: Salary Range: $32.28 - $37.36/hour. Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: Full benefits
• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day
Employee Classification: This is a Career appointment
Job End Date: None
Work Location: UC Santa Cruz Main Campus
Union Representation: Non-Represented
Job Code Classification: 006205 (RSCH ADM 2)
Travel: Never or Rarely
• Provides post-award financial administration, management, support and reporting for start-up and research funds in accordance with organization policy and agency requirements.
• Under general supervision, organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments and privately funded projects or start-up funds for faculty research programs.
• Analyzes transactions, expenditures, identifies and resolves discrepancies
• Review award notices, guidelines and budgets with PI, Supervisor and others as necessary to assure that funds will be spent within budget and in compliance with awarding agency and campus policies
• Coordinate setup of new awards and non-competitive renewals including verifying accuracy of funding information and budget appropriations, allocation of budget to sub-projects as applicable, subcontract setup & request for carryover funds from sponsor.
• Initiate and maintain 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.)
• Monitor sponsor payment of fixed price funds, and coordinate with Extramural Funds for sponsor invoicing.
• Research and investigate unusual charges in the payroll and general ledgers. Ensure that funds are reconciled, consistent with university policies.
• Generate final financial reports required by the sponsoring agency. Coordinate the closeout of projects, cost transfers, equipment management, invention statements, subcontract closeouts, final progress reports, grant transfers and relinquishments, as appropriate.
• Determine budget deviations and potential problems, providing resolution in a timely fashion.
• Research, interpret, clarify and apply all applicable divisional, UC, and sponsor policies and regulations; attend trainings, town halls, and webinars to stay current on policy updates.
• Supports the above for larger portfolios managed by senior team members
• Prepares, reviews, processes, documents and reconciles financial transactions including:
• Retroactive transfers of payroll expense
• Cost transfer of non-personnel expense journals
• Transfer of funds journals
• Encumbrance liquidation
• Provides projections, analyzes spending and recommends adjustments and to provide comprehensive, periodic reporting to stakeholders.
• Provides guidance and counsel on basic research administration matters, including compliance regulations to principal investigators and research program staff. Informs and coaches faculty and staff on standard operating procedures, divisional or university policies and processes; ensures that these policies are sensibly applied. Escalates complicated questions to senior team member or supervisor.
• Updates internal award database. Assists in support of audits as directed by senior staff. Special projects as assigned.
• Troubleshoot system and process roadblocks to solve contract, grant and account-related problems with general supervision, and to function as a team member, sharing information and knowledge with PI/program, Research Administration team and/or finance team. Escalates challenges to senior team member or supervisor.
• Bachelor's degree in related area and / or equivalent experience / training.
• Knowledge of applicable federal, state, local sponsor and institutional regulations, policies and guidelines.
• 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 with a high level of accuracy.
• Ability to multi-task and exercise flexibility to reprioritize work.
• Proficiency working with computer and information management systems.
• Ability to maintain independent judgement.
• Excellent interpersonal skills with a focus on customer service.
• Ability to learn and develop understanding of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines.
• Strong written communication skills.
• Strong oral communication skills.
• Strong organizational skills.
• Ability to perform moderately complex financial analysis and reporting.
• Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.
• Ability to maintain current knowledge of compliance regulations in all areas of research administration.
SPECIAL CONDITIONS OF EMPLOYMENT
• Selected candidate will be required to pass a pre-employment criminal history background check.
• The University of California has implemented a https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19 covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• 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 https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=PEN&division=&title=1.&part=4.&chapter=2.&article=2.5.
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.
HOW TO APPLY
Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html tutorial for detailed instructions on our applicant process.
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.
APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
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To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
The University of California 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. 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.
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