Payroll Title:
RSCH ADM 3 Department:
INTEGR OCEANOGRAPHY DIV Hiring Pay Scale
$53,600 – $94,200 / YR Worksite:
SIO Appointment Type:
Career Appointment Percent:
100% Union:
Uncovered Total Openings:
1 Work Schedule:
Days, 8 hrs/day, Mon-Fri
#123606 Research Admin 3 or Sr. Research Admin 3
Filing Deadline: Thu 7/13/2023
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UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.
For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy
This position will work a hybrid schedule which includes a combination of working both onsite in La Jolla and remote. This is subject to change due to business needs.
UCSD Layoff from Career Appointment : Apply by 6/19/23 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants : Apply by 6/29/23. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position will be hired at the Research Administrator 3 or Senior Research Administrator 3 level depending on the experience of the selected candidate. Placement within the salary range is determined by internal equity and relevant qualifications. The budgeted salary range will be:
- Research Administrator 3: $53,600 to $82,600
- Senior Research Administrator 3: $82,600 to $94,200
DESCRIPTION
Under direction of Financial Manager, and working with the section C&G team, responsible for preparation and coordination of preaward administration and closeout review for three research divisions at SIO: IOD, MBRD, and CMBB. Provide work direction and training to junior employees, and provide training to staff, students, postdocs, and faculty in proposal preparation and submission actions. Responsibilities include the compilation and processing of contract and grant proposals, business/service contracts, subcontracts, and research agreements in partnership with the Principal Investigator (PI), other SIO and UCSD/SOM researchers and other nonUC research collaborators. Research and analyze regulations, policies and proposal requirements from a variety of Federal, State and private funding agencies, prepare detailed proposal budgets, salary and benefits cost projections, prepare required ancillary proposal documents, coordinate required animal subject, human subject, radiation and biohazard protocols and approvals, obtain all signature approvals. Submit hardcopy and electronic proposals, including but not limited to Grants.gov and Fastlane in time to meet strict agency deadlines. Responsible for analyzing new awards, interpreting and advising PIs and staff on application of University, State, and Federal policies and procedures to ensure compliance with proposal regulations. Responsible for advising PIs and staff on applicable overhead rates, UC and funding agency rules, regulations, required language for budget justifications, cost sharing rules and funding trends for agencies including, but not limited to: NIH, NSF, DOE, EPA, ONR, NRL, NASA, NOAA, USGS, California Parks and Rec, SeaGrant, U.S. Army Corp of Engineers, Moore Foundation, Simons Foundation and Academic Senate. Responsible for coordinating large, complex multiPI, multiInstitution and/or multiagency collaborative proposals. Responsible for preparing requests for rebudgeting, no-cost and cost extensions, FDP relatedness, advance approvals to establish accounts and incur expenses, PI exceptions, SIO GSR support exceptions, off campus indirect costs rate requests and other contract and grant management actions and submit via SIO C&G office to agency. Responsible for performing online journal voucher entries of award allocations, budget adjustments, differential income and other financial journals. Manage external POs and other income producing activities, including invoice control and monitoring timely collection of invoice payments. Process gifts, endowments and transfer of funds requests through UC Foundation or Regents funds. Responsible for research, analysis, preparation and timely submission of financial contract and grant closeout documents to SPF. As needed, perform other administrative functions within the section business office applying knowledge of intra and interdepartmental functions, policies and procedures to ensure that all business office functions are performed in a superior and timely manner.
Post award reporting complexity: Our three departments have very complex reporting requirements for many of our sponsored research awards. For example, our state Parks awards, all require a quarterly invoice with backup for all costs and PI’s justification for supplies, travel, etc. These are all handled in our department vs. SPF. We also have funding from many private foundations, G&M Moore, Simons, that require using their online portal to detail each and every expense, salary, travel, equipment, etc. Our department is responsible for coordinating and uploading the details. Several of these awards are shared with MPL, SOP and CSE but since our department is often times the lead, we must gather additional information for reporting purposes. We also manage several Army Corp awards that require monthly reporting by task and an updated invoice which we must do at the department level and submit to SIO C&G to forward to the agency. We have a few DARPA/PARC awards within MBRD which require reporting by phase and task, adding complexity to managing. We also have a training grant in CMBB and we are the only department at SIO with a training grant. Managing a training grant with official cost sharing is very complex.
- Must be willing to work additional hours as needed to fulfill position responsibilities, particularly during fiscal closing.
The following will apply to the Senior Research Administrator 3 level:
- Considered a subject matter expert
- Has demonstrated proficiency, with minimal supervision
- 50% of the body of work is considered “complex.”
Complex is defined as:
- Multi-project grants
- Classified agencies
- Significant volume of sub awards
- Significant recharges based on billing activities
- Training grants
- International desk
QUALIFICATIONS
- Graduation from college with a major in business administration, economics, statistics, educational administration, political science, or an allied field, and two (2)years of experience in administrative analysis or operations research; or an equivalent combination of education and experience.
- Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
- Demonstrated experience with contract and grant proposal process, preparation of proposal budgets and preparation of ancillary proposal documents including Conflict of Interest forms, RES forms, cover sheets, University certifications, detailed budgets, budget justifications, research support documents, bibliographies, CVs, current and pending support forms, facilities and resources forms, animal use, human subject use, radiation and biohazard use approvals, ship time request forms.
- Advanced knowledge of proposal requirements for a variety of Federal, State, and private funding agencies, including but not limited to research programs, deadlines, required hardcopy formats and electronic submittal modules such as Grants.gov and Fastlane, page limits, specific forms required, etc.
- Advanced knowledge and understanding of funding agency regulations governing allowable costs to contracts and grants, and demonstrated ability to interpret PPM guidelines and UC practices. Specific knowledge of and demonstrated ability to interpret and communicate University, CAS, Uniform Guidance, A110, FDP, FAR and other policies and procedures governing contracts and grants and to solve complex problems and recommend solutions to ensure policy compliance.
- Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.
- Ability to perform complex financial analysis and customized reporting.
- Knowledge of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines. Specific knowledge of and the ability to interpret and communicate policies and procedures governing contracts and grants.
- Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. Demonstrated ability to use standard office software with intermediate to advances skills in Excel and Word.
- Strong, demonstrated ability to independently perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc.
- Demonstrated ability to work as part of a team, to independently and willingly assist in other areas as needed, to accept changing priorities regularly, to perform duties not normally assigned to this position as needed or directed.
- Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
- Knowledge of various indirect cost rates and how they are applied to different funds: contract and grants, service agreements, recharge facilities.
- Demonstrated ability to interpret policies, procedures, and guidelines.
- Maintains current knowledge of compliance regulations in all areas of research administration.
- Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas.
- Ability to manage significant volume of transactions. Ability to work effectively within deadline constraints and with numerous interruptions.
- Strong demonstrated organizational, analytical, and critical thinking skills, with ability to identify problems and formulate innovative solutions. Ability to prioritize job functions to meet multiple deadlines and changing priorities to ensure smooth work-flow.
- Ability to compose documents and reports, and to communicate verbally in English, using correct grammar, spelling and punctuation.
- Ability to interact using tact and diplomacy with diverse personalities including academic, staff, student and volunteer employees and institutions/organizations.
- Ability to maintain confidentiality regarding financial, payroll, and personnel information.
- Demonstrated ability to independently follow tasks through to completion and to take ownership of work performance.
- Demonstrated ability to independently obtain additional information from funding agencies or subcontracting institutions as required by PI- specific submissions and to establish methods and procedures for meeting deadlines and agency requirements.
SPECIAL CONDITIONS
- Offer is contingent upon successful completion of a background check.
- Valid Driver’s License preferred and may be subject to DMV check for driving record and valid driver’s license.
Pay Transparency Act
Annual Full Pay Range: $53,600 – $111,600 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $25.67 – $53.45
Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).
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Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
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