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#103844 Research Administrator 3

Extended Deadline: Tue 8/11/2020

This position will remain open until filled.

UCSD Layoff from Career Appointment: Apply by 03/4/2020 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 03/13/2020. Eligible Special Selection clients should contact their Disability Counselor for assistance.

We currently have two Research Administrator openings:

  • 1 Research Administrator 2 ($48,900 - $65,000) Non-Exempt
  • 1 Research Administrator 3 ($53,600 - $73,272) Exempt

The title and pay level of this position will be based on candidate qualifications and experience.

DESCRIPTION

The Marine Physical Laboratory Division (MPL) Division at SIO is seeking 2 Research Administrators to provide analytical and financial support in proposal processing, contract and grant administration, and budget development, including pre-award proposal initiatives, management of complex funds post-award, and closeout activities for federal, state, local and private sponsors. Involves activities associated with forecasting, planning, and managing of research portfolios by performing some or all of the following: coordinating, identifying, developing and/or presenting proposals, contracts and other agreements; reviewing proposals to ensure institutional compliance; negotiating, administering and monitoring contract and grant awards, including compliance with regulations, terms and conditions; financial management and reporting; and sub award/subcontract issuance and administration.

This position typically works on complex proposals such as grants and contracts which require task budgets, option years, phases, multiple investigators and multiple sub-awards. Works on proposals and awards of diverse scope where analysis of data requires the thorough understanding of complex regulations. Guides less experienced staff. Advise PIs and staff on applicable overhead rates, UC and agency rules, regulations, required language for budget justifications, cost-sharing rules, fees, and funding trends. Responsible for a high degree of accuracy in compiling budget data, spending projections, and faculty compensation plans for the proposal submittals. Requires compiling information from multi-faceted research groups and from other UCSD/SIO departments and external organizations including other universities, government laboratories, and industry.

Follow through on proposal applications, agency reporting requirements, no-cost extensions, re-budgets, continuations, and renewals. Must be able to interact professionally and confidently with a variety of faculty and research professionals and to incorporate assertive methods of connecting with agency and university resource offices on behalf of the researcher and/or management. The position will also be responsible for the oversight of complex awards; the processing and billing of outside purchase orders for services; and the billing of complex awards. Responsibilities include: preparing monthly financial statements; reviewing appropriateness of expenditures, availability of funds and applicable funding restrictions; preparing allocations and budget adjustment transfers as required; and preparing cost transfer and other financial adjustments for fiscal closing and award close-out.

  • Occasional evenings and weekends may be required.

  • Work location is in Point Loma. This position requires travel to UCSD and SIO campus for occasional meetings. Must have reliable transportation.

REQUIRED QUALIFICATIONS FOR RESEARCH ADMINISTRATOR 2:

  • Bachelor's Degree in related area or an equivalent combination of experience and/or training.

  • Demonstrated knowledge of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines. Knowledge in the area of pre- and post-award contract administration, including travel regulations, to ensure strict compliance with auditing and reporting requirements and translate them into daily departmental practices.

  • Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles. Knowledge of budget planning and analysis, forecasting and projections, purchasing, inventory, and all related functions for pre- and post-award and consortia administration from inception through close-out. Proven ability to read, understand and interpret the general ledger and other accounting documents.

  • Strong math skills including the ability to work with percentages; ability to analyze budgets in relation to shifting expenses for adjustments and ability to project costs.

  • Demonstrated ability to perform moderately complex financial analysis and customized reporting. Ability to collect and analyze cost data, equipment pricing, and foreign and domestic travel pricing for detailed complex multi-year budgets.

  • Proven ability to review accounts in relation to shifting income/expenditure, audit spending trends, analyze statements for balance of funds, provide projections, audit for appropriateness of expenses against agency regulations and make sound recommendations for budget adjustments.

  • Ability to plan, organize, prepare and manage complex budgets for multiple projects, diverse disciplines, and involving multiple Principal Investigators.

  • Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. Experience with advanced Excel spreadsheets and pivot tables, preferably in an Apple environment.

  • Current knowledge of compliance regulations in all areas of research administration. Demonstrated knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.

  • Proven ability to interpret government regulations and contractual arrangements, such as Expanded Authority, cooperative agreements, and flow-through subcontract and purchase orders. Demonstrated ability to review, decipher, and examine governmental and contractual language in detail and assess carefully terms and conditions that govern the award.

  • Ability to apply programmatic knowledge regarding research objectives of projects/programs in order to analyze data, evaluate next-step procedures, weigh consequences in financial modeling, and advise PIs of the best solutions to the problems or issues at hand.

  • Strong management, problem-solving, and decision-making skills. Ability to work independently, take ownership of work performance, follow through on assignments, identify problems and recommend course of action for resolution, and acknowledge those tasks/items/problems that need to be handled by self and those that need management's attention.

  • Proven ability to manage a high volume of transactions. Strong organizational skills, with the ability to prioritize job functions to meet multiple deadlines, ensure smooth work flow and handle multiple tasks simultaneously.

  • Demonstrated ability to maintain confidentiality regarding financial, payroll, and personnel information.

  • Excellent interpersonal communication skills and a customer service focus. Ability to interact constructively with faculty, staff, and students in person and over the phone, exercising tact and diplomacy with emphasis on flexibility and professionalism.

  • Effective written and verbal communication to correspond with all levels of administration using correct rules of grammar, punctuation, and proper formats; demonstrated ability to proofread own work.

  • Proven ability to work within a team framework participating in group discussion regarding systems, procedures, and goals of the unit.

REQUIRED QUALIFICATIONS FOR RESEARCH ADMINISTRATOR 3:

  • Bachelor's Degree in related area or an equivalent combination of experience and/or training. Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.

  • Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles. Ability to review and apply Cost Accounting Standards (CAS) to all contract and grant expenditures.

  • Proven knowledge of general accounting practices, procedures, and theory of accounts. Ability to read, understand, and interpret the general ledger and other accounting documents. Knowledge of financial accounting and bookkeeping principles, purchasing, inventory, travel, and all related functions.

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

  • Current knowledge of compliance regulations in all areas of research administration. Knowledge of federal rules, regulations, and guidelines (OMB A-21, 133, 110) to ensure strict compliance with auditing and reporting requirements and ability to translate them into daily departmental practices and procedures.

  • Proven ability to perform complex financial analysis and customized reporting. Ability to analyze and prepare budgets, to identify spending patterns and to project future expenditures to include projecting salary, benefits, fees, and indirect costs with knowledge of payroll and personnel regulations impacting such costs.

  • Demonstrated experience and skill in analyzing spending patterns of PIs, identifying their needs and incorporating information in budget requests, reports, and projections.

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

  • Demonstrated experience in interpreting and applying complex rules, regulations, and systems, and designing/developing enhancements to routine operations.

  • Strong skill in preparation and analysis of contractual proposal documents, including budget data, support details, and other data as required by the granting/contracting agencies. Knowledge of proposal formats and requirements of federal, state and private agencies including submission deadlines. Ability to interpret government regulations.

  • Proficiency using a computer and related software such as Filemaker Pro, Word, and Adobe. Intermediate to advanced level skills in Excel. Proven competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.

  • Superb analytical ability working with extensive and detailed information in an accurate manner within established deadlines and procedures. Advanced proofreading skills and ability to analyze content and implication to proposed budget.

  • Excellent communication skills. Strong customer service focus across broad and diverse subject areas. Ability to interact effectively and constructively with a wide range of changing personalities in person, over the phone, and via email exercising tact, diplomacy, and confidentiality.

  • Strong organization skills. Ability to manage a significant volume of transactions and prioritize work with conflicting and changing priorities and deadlines. Ability to maintain independent judgment, identify problems, and successfully coordinate solutions.

SPECIAL CONDITIONS

  • A background check requirement; offer of employment is contingent upon candidate clearing the background check process.

  • Must be able to obtain and maintain NIWC/federal clearance to access the Naval Base Point Loma.

  • Must be US Citizen or have permanent residency status in US.

  • Confidentiality is a condition of employment due to access to sensitive materials found in proposals and budget.


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, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UCSD
Payroll Title:
RSCH ADM 3
Department:
MARINE PHYSICAL LABORATORY
Hiring Salary Range
$48,900.00 - $73,272.00/Year
Worksite:
Rosecrans Street
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
2
Work Schedule:
Days, 8 hrs/day, Mon - Fri