Research Administrator 2 (or 3)

Payroll Title: RSCH ADM 2 (or 3)

Job Code: RSCH ADM 2 (006205) RSCH ADM 3 (006206)

Job Open Date: 4/10/2023

Application Review Begins: 4/25/2023

Department Code (Name): RESD

Percentage of Time: 100

Union Code (Name): 99

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt RSCH ADM 2 (006205), Exempt RSCH ADM 3 (006206)

Salary Grade: 20 (RSCH ADM 2), 21 (RSCH ADM 3)

Hiring/Budgeted Salary or Hourly Range: Research Administrator 2: $30.56-$31.90/hour; Research Administrator 3: $69,500-$78,450 annually

Full Salary Range: Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and application of fair, equitable and consistent pay practices at the University. The full hourly rate for the Research Administrator 2 is $30.56-$53.45/hour. The full annual salary range for the Research Administrator 3 position is $69,500-$123,500/yr.

Work Location: Cheadle Hall, Remote

Working Days and Hours: Monday-Friday, 8am-5pm (40 hrs)

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement

The Office of Research (OR) enhances the mission of the university by supporting research with these activities: fostering and enabling research development; disseminating information on extramural funding opportunities; soliciting and accepting contracts and grants in support of research; administering Organized Research Units (ORUs); and coordinating and supporting various research compliance committees.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties

Research Administrator 2 (Intermediate):

This role supports pre- and post- award administration for a department, unit or college, or a combination of these. This includes agency proposal and budget preparation and post-award responsibilities for project setup, monitoring, reporting, and non-financial award actions. This position will provide support to one or more units in support of the Financial Management Modernization (FMM) project and Oracle Financials Cloud (OFC) implementation.

Research Administrator 3 (Experienced):

Will be expected to do all of the above with more in-depth knowledge and experience in the field, more independence and authority to act, and handling more complex situations independently.

Preferred Qualifications

• Bachelor's Degree in related area and/or equivalent experience/ training
• 1-3 years Thorough knowledge of financial processes, policies, and procedure (Research Administrator 2).
• 4-6 years Thorough knowledge of financial processes, policies, and procedure (Research Administrator 3).

Special Conditions of Employment

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions/Percentage of Time/Duties

40% Pre-Award

Research Administrator 2: Acts as liaison between the Office of Research, campus research departments, other campuses and institutions and various private, state and federal granting agencies for the PIs. Responsible for all aspects of proposal preparation, including assurance that all parts of proposals meet unit, University and agency requirements. With an understanding of cost accounting standards and Uniform Guidance (UG) OMB A-21, prepares detailed budgets and all required University and agency forms. Analyzes budget information ensuring compliance with university staff and academic personnel, graduate division, accounting, purchasing and contract and grant policies and procedures as well as agency requirements. Advises PIs on non-technical issues addressed in proposals. Determines appropriate proposal format, submission logistics, and procedures for proposals involving multiple PIs, multiple universities, international collaborators, and subcontracts. Coordinates the acceptance, compliance, audit-ability and reporting requirements with ant subcontractors and Office of Research. Schedules preparation and submission timelines to ensure the Office of Research and agency deadlines are met. Initiates status checks on pending proposals and continuation, renewal and new awards. Implements and maintains computerized budget preparation, proposal forms and logs. Updates the PIs' Current & Pending support for proposal. Communicates with funding agencies as necessary and prepares revised budgets or provides additional information as requested. Tracks proposal status following submission process. Uses various online electronic systems (FASTLANE, Grants.Gov, etc.) to submit proposals as required by the agency. Responsible for compliance with grant reporting obligations. Advises PIs on University & agency policies regarding financial matters such as allowability of travel, equipment, & consultants. Drafts request letters as necessary. Monitors requests & ensures that all needed approvals are obtained. Advises PIs and other admin staff on reporting requirements. Creates and maintains electronic files for all awards, from proposal submission to closing of the award.

Research Administrator 3: Will be expected to do all of the above with more in-depth knowledge and experience in the field, more independence and authority to act, and handling more complex situations independently.

40% Post-award

Research Administrator 2: Acts as the liaison between PIs, EMF Accounting, granting agencies, and University at large, when necessary. Advises PIs on options regarding requests for advance spending (RAS). Prepares critical and time sensitive Release of Funds (RAS) documentation, as needed, and contacts agencies for details on the status of awards. Ensures that the university has all necessary information from the agency to make decisions regarding the RAS. Monitors the financial progress of projects & alerts the MSO and PIs to any concerns or potential problems related to the administration of research funds. Sets up financial portion of new awards in departmental system and reviews budget and award synopsis for accuracy and completeness. Assists PIs with complicated payroll analysis including calculating costs of anticipated salary and benefit expenses for employees. Audits personnel data and works with the appropriate department staff to reconcile discrepancies. Works with PIs in determining whether funds need to be rebudgeted between sub categories and ensures all rebudgeting is in compliance with specific agency terms and conditions. Identifies and evaluates high risk issues and under general supervision, implements corrective actions and solutions. Advises and assists PIs with actions that require agency approval, such as budget revisions, no cost extensions, changes in approved work scope or personnel. Works with PI on all subaward payments to ensure proper use of funds and processes for payment. If applicable, ensures campus cost share requirements have been met. Analyzes balances of matching funds and inter-mural research projects and ensures that all expenditures are appropriate and the funds are expended by the appropriate end date. Manages the timely closeout of awards.

Research Administrator 3: Will be expected to do all of the above with more in-depth knowledge and experience in the field, more independence and authority to act, and handling more complex situations independently. In addition: Approves funding checks for subcontracts, procurement, travel, and payroll transactions ensuring there is sufficient funding and that charge is allowable and allocable under University policy, agency guidelines and Uniform Guidance. Recommends and implements quality customer service standards and procedures to affect various constituencies, including researchers, students, staff and central campus colleagues. Researches, develops, and proposes solutions to complex problems that arise during the administration of awards. Provides guidance to PIs and other department administrators on complex research administration matters. Oversees federal effort reporting requirements for individuals compensated by, or have contributed time to, a federally sponsored project. Provides training and oversight to PIs in regard to certification of effort reports using the ERS (Effort Reporting System).

15% Reporting & Tracking

Research Administrator 2: Utilizes GUS to produce monthly financial statements including audit reports, outstanding liens, and personnel projections, including the analysis and research of purchasing activity. Pulls data from various campus systems, works closely with agencies to complete all necessary financial reports. Runs monthly GUS agency reports list and hotlist for Business Officer, sends out reminders to PI's of upcoming report due dates. Uses NSF Fastlane to submit NSF award progress and final reports.

Research Administrator 3: Will be expected to do all of the above with more in-depth knowledge and experience in the field, more independence and authority to act, and handling more complex situations independently. In addition: Shares responsibility for maintaining appropriate tracking of Contract and Grant and agency reporting needs. Analyzes text, reporting, budget preparation, and form needs. Analyzes long-term reporting and compliance needs for extramural awards and ensures set-up and established tracking meets specific agency/reporting requirements. Analyzes fiscal and reporting needs in areas of budget, contract/grant accounting, personnel, payroll, travel, recharge, purchasing, etc., and assists in design of systems to address department, campus, and agencies' requirements. As it relates to Annual Reports, compiles data and edits text, when necessary verifies that all information is up to date. Also prepares various statistical reports for the Director and MSO to aid in long-range planning for the unit. Updates submitted reports in GUS. Assists with the coordination and preparation of Annual Reports and other statistical reports. Compiles data, as necessary.

5% Miscellaneous:

Research Administrator 2: Works with MSO and Business and Financial Services to set up revenue contracts. Other duties as assigned.

Research Administrator 3: Will be expected to do all of the above with more in-depth knowledge and experience in the field, more independence and authority to act, and handling more complex situations independently.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations

* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

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For more information:

University of California's Affirmative Action Policy

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