Research Administrator - Santa Barbara, United States - University of California

Description

Payroll Title: Research Administrator 2 CX

Job Code: 004486

Job Open Date: 4/29/24

Application Review Begins: 5/14/24; open until filled

Department Code (Name): GSED (Dean, School of Education)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Hiring/Budgeted Hourly Range:$28.96 to $34.00/hr.

Full Hourly Range: Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for the position is $28.96 to $52.90/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $28.96 to $34.00/hr.

Work Location: Education Building 275 – Rm 4119

Working Days and Hours: Monday-Friday, 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: Hybrid option after probation period ends (six months).

Special Instructions

N/A

Department Profile

The Gevirtz Graduate School of Education at UC Santa Barbara is home to faculty, students, and staff who all care deeply about developing themselves and others as leaders in educational and psychological research, practice, and leadership. We are committed to increasing access to excellent opportunities for the diverse children, families, and citizens of California. Our local and regional partnerships have attracted national and international attention. Visit our website at

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

The Gevirtz Graduate School of Education (GGSE) Research Administrator is responsible for managing successful contract and grant proposal submission and administration as part of a team. Prepares detailed budgets and all necessary University and agency forms and works closely with Principal Investigators to ensure submission deadlines are met. Shares responsibility for the financial administration of research funds in which duties include but are not limited to ensuring that all expenses charged to extramural funds are appropriate and allowable according to all agency and campus policies, and that adequate funds are available; analyzing expenditures and spending patterns; advising faculty, staff, and students of campus policies for employment, purchasing, and travel; disseminating financial reports.

Maintains knowledge of contract and grant policies of the University and funding agencies. Demonstrates flexibility in learning, interpreting, adapting and implementing new policies and procedures. Maintains effective communication and individual working relationships with Principal Investigators, administrative staff, Office of Research, Business & Financial Services, granting agencies, other institutions, and other campus departments.

Required Qualifications

• 1-3 years of experience budgeting and projection work experience.
• Bachelor's Degree in related area and/or equivalent experience and/or training.
• Excellent organizational skills with ability to maintain a high level of accuracy.
• Ability to work under pressure of strict deadlines while using independent judgment.
• Demonstrated professionalism.
• Ability to work independently and as part of a team.
• Excellent communication skills.
• Proficiency in Microsoft Excel.

Preferred Qualifications

• Demonstrated expertise in proposal preparation to numerous agencies, financial reporting and accounting procedures.
• Demonstrated ability to analyze, interpret and provide guidance to faculty and researchers regarding policies and guidelines.
• Familiarity with UC Contracts & Grants policies and procedures and demonstrated ability to learn and adapt to new policies, applications and procedures.
• 1-3 years of experience with audits and other key audit procedures.
• Sponsored Projects Training for Administrators in Research Certificate.

Special Conditions of Employment

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

Job Functions/Percentage of Time/Duties

Contract & Grant Award Administration - 50%

Under the general supervision of the Manager, shares responsibility for the administration of GGSE contracts & grants. Utilizes detailed knowledge of relevant policy and procedure requirements of the University and granting agencies to ensure compliance. Manages and monitors complex awards, balancing workload to achieve results. Acts as a liaison between the Office of Research (OR), Business & Financial Services (BFS) and approximately 50 PIs and numerous federal, state, local and private agencies.

Analyzes award documents, confirming that award information is correct and ensuring that all terms and conditions can be followed. Relays relevant information to PIs and other administrative staff as appropriate. Tracks compliance approvals for pending awards and submits notification of approvals to sponsoring agencies and OR as needed. Obtains updated approvals and submits to sponsoring agencies and OR, as required.

Independently monitors and reviews expenditures for appropriateness and availability of funds. Ensures that appropriate approvals are secured for all expenditures. Reviews reconciliation and projections on accounts on a monthly basis and provides monthly financial reports to PIs along with analysis of spending patterns and projections. Periodically audits and analyzes projections in shadow system for accuracy and researches unreconciled liens from past months.

Researches and plans for changes in benefits, costs, salary increases due to merits or range adjustments and changes in student tuition and fee costs; notifies PIs when budget balances are affected due to these changes. Monitors subcontracts for compliance and spending rates.

Works with and advises PIs to strategically plan and project the use of resources. Monitors the financial progress of projects and alerts the Manager and PIs to any concerns or potential problems related to the administration of research funds. Researches, develops, and proposes solutions to complex problems that arise.

Assimilates new and complex information and works collaboratively to find innovative resolutions.

Advises PIs on University and agency policies regarding financial matters such as allowability of travel, equipment, and consultants on grant funds. Advises and assists PIs with actions that require agency approval, such as budget revisions, no cost extensions, changes in approved work scope or personnel. Drafts request letters as necessary. Monitors requests and ensures that all needed approvals are obtained. Advises PIs on reporting requirements.

Recommends to the Manager and Dean the emergency release of University funds, pending the arrival of a contract or grant on campus. Assists in ensuring that the campus has a firm commitment from the granting agency, that the requested expenses are necessary for the conduct of the project, and that an alternative fund source is available to cover expenses should the award fail to materialize.

Manages corrections resulting from overdraft notices. Researches, proposes, and implements solutions to address overdrafts. Works with the GGSE financial team and BFS to facilitate corrective actions as necessary. Manages the timely close-out of awards. Coordinates with GGSE staff, BFS, PIs, subcontracting institutions, and other campus departments ensuring close-out follows all agency and University policies. Coordinates to ensure that all reporting requirements are met by agency deadlines and following agency guidelines and University policy. Prepares financial reports as appropriate for Manager review prior to submission. Prepares project contribution reports and monitors commitments to ensure that they are met.

Contract & Grant Proposal Preparation – 25%

Acts as a liaison between the Office of Research and approximately 50 Principal Investigators (PIs) and numerous federal, state, local and private agencies.

Responsible for the preparation of research proposals for submission to a variety of granting agencies ensuring adherence to GGSE, University and agency requirements. In the development of contract and/or grant proposals, provides interpretation and analysis of agency policies and regulations.

Responsible for the preparation of detailed budgets and all necessary University and agency forms for new, continuation, supplemental, multi-campus, subcontract and renewal awards. Interprets and advises PIs on logistics, formatting, non-technical issues, inclusion of consultants, subcontracts, human subjects, policy and agency guidelines. Consults with granting agencies and Office of Research, as needed, to seek clarification on proposal guidelines. Obtains all required signatures and approvals and ensures that submissions meet hard deadlines.

Reviews proposals for compliance issues including, but not limited to, project contributions, human and animal subjects, environmental health and safety and conflict of interest. Advises PIs of applicable policies and procedures.

Uses and maintains knowledge of all electronic submission programs used by extramural funding agencies and the Office of Research.

Prepares contracts (including Professional Services Agreements and Letters of Agreement) and Memoranda of Understanding (MOUs) that require endorsement by the Office of Research or Business & Financial Services for GGSE and campus review. Verifies adherence to both University and agency policies; that the scope of work and agency terms and conditions are acceptable to the University and its mission; and that commitments made on behalf of the University can be met. Consults with appropriate campus personnel regarding complex matters. Considers insurance requirements and works with Risk Management and the Office of Budget & Planning as necessary to ensure adherence to policy.

Contracts & Grants Office Administration – 25%

Serves as the point of contact for human subject matters including assisting faculty, researchers and students with the online IRB system (ORahs) and advising on policy.

Coordinates material transfer agreements and secure data agreements with external agencies, PIs and the Office of Technology & Industry Alliances. Works with Manager to ensure that all terms of the agreements can be met. Monitors agreements for compliance.

Manages webpages for GGSE Contracts & Grants Office, updating and adding content as appropriate. Identifies and disseminates appropriate funding opportunities to the GGSE community. Provides faculty with advice regarding proposal solicitation, funding opportunities and agency guidelines. Assists in the coordination of research space assignments based on extramural funding.

Serves as back up for other Analysts in the school, as needed. Trains and advises PIs, other professional staff and student assistants in relevant areas and creates effective teamwork environment. Assesses and recommends changes to GGSE processes to maintain compliance with federal and state requirements and University policies.

Participates in audits of internal records and processes and prepares recommendations for changes, as needed. Participates in financial audits and meets with Audit personnel, auditing officers, and other individuals during audit proceedings. Ensures that files are maintained in auditable condition.

Maintains knowledge of pertinent Federal laws and regulations such as patent law, copyright law, OMB Circular A-21, A-110, Uniform Guidance, FDP and EDGAR and University policies as they pertain to personnel (academic, student and staff), fiscal management, procurement, property management, business services, conflict of interest, human subjects and other relevant areas. Advises faculty, staff, and students of University policies and procedures, State and Federal laws, and agency guidelines as they relate to contract and grant administration and compliance topics. Works closely with the Manager and other Analysts on appropriate interpretation of policies and compliance issues. Keeps the Manager informed of issues to determine the appropriate course of action when compliance issues arise.

Coordinates team meetings including scheduling, setting agendas and taking minutes as needed Miscellaneous duties as assigned by the Manager or Assistant Dean.

Policy on Vaccination Programs

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Revisions.

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, please visit:

• UC Santa Barbara COVID-19 Information
• University of California Policy on Vaccinations – With Interim Revisions

* 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.

Equal Opportunity/Affirmative Action Statement

UC Santa Barbara 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.

For the University of California's Affirmative Action Policy, please visit:

For the University of California's Anti-Discrimination Policy, please visit:

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Application Status

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