Pre-Award Research Administrator

Apply for Job Job ID 85853 Location UCSB Campus Full/Part Time Full Time Add to Favorite Jobs Email this Job Job Posting Details

Position Number(s): 40072251 and 40076557

Payroll Title: RSCH ADM 2 CX (004486)

Job Code: 004486

Job Open Date: 4/24/26

Application Review Begins: 5/11/26

Department Code (Name): EXOF (EXOF Office of the Executive Vice Chancellor and Provost)

Percentage of Time: 100

Union Code (Name): CX - Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $36.43 to $37.91/hr. 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 salary range for this position is $35.73 to $53.08/hr.

Work Location: Education Building - 4119 and SAASB 1207

Working Days and Hours : M-F, 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement: Hybrid schedule considered after completion of onboarding period.

Special Instructions: For full consideration, must include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Office of the Executive Vice Chancellor and Provost has oversight for academic planning and programming, the development and implementation of academic policy, and the academic personnel process. The office has responsibility for all academic units, on and off-campus instructional activities, and instructional support programs. It maintains formal liaison with the Office of the President.

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Brief Summary of Job Duties:

Pre-Award Research Administrators (PRA) within Academic Affairs Research Services (AARS) in the Office of the Executive Vice Chancellor and Provost provide comprehensive proposal development and submission support for an assigned portfolio of medium to high- volume, complex sponsored projects. Reporting functionally to the Manager of Academic Affairs Research Services, this role supports UCSB's research mission through expert guidance on proposal preparation, regulatory compliance, and effective coordination with faculty and central offices. Key responsibilities include interpreting sponsor guidelines, developing proposal timelines, preparing and reviewing administrative components, coordinating budget development, and managing proposal routing and submission. The PRA ensures compliance with sponsor, federal, state, and university policies and facilitates timely and complete proposal submissions. The PRA also supports non-financial post-award activities such as NCE requests, prior approval requests, award setup coordination, and subaward initiation. The PRA serves as a key resource for faculty submitting grants and collaborates regularly with campus partners such as the Sponsored Projects Office (SPO).

Required Qualifications:

• Bachelor's Degree required in a related area and / or equivalent experience / training.
• Demonstrated ability to maintain independent judgment; strong organization; communication skills; and a customer service focus.
• Proven proficiency of professional writing skills.
• Demonstrated capacity to to manage a high volume of transactions.
• Experience in Microsoft Office applications (Word, Excel), Google Workspace (Docs, Sheets), and Zoom.
• 1+ years of administrative experience.

Preferred Qualifications:

• 1+ years of pre-award contracts and grants experience, including proposal submission.
• 1+ years of experience with UC Contracts & Grants policies and procedures.
• Demonstrated competence in the use of spreadsheet and database software in financial analysis.
• Proficiency in campus financial systems (Orbit, FinHub, EPM, PGM).
• Proven knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
• Evidence of the ability to perform moderately complex financial analysis and customized reporting.

Special Conditions of Employment:

• Satisfactory criminal history background check

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

Pre-Award Research Administration (90%) : The Pre-Award Research Administrator (PRA) supports faculty in pre- award activities related to proposal planning. Including document preparation, compliance reviews, and budget creation and review. Coordinates and develops proposals, contracts, and other research- related agreements for federal, state, local, and private sponsors, reviewing proposals for institutional compliance, accuracy, and completeness. Provides guidance to Principal Investigators (PIs) and departmental staff on proposal development, compliance, and institutional processes. Serves as a liaison with SPO and sponsors, ensuring clear communication, issue resolution, and successful proposal submission. Independently manages complex proposal submissions by interpreting sponsor guidelines, developing timelines, coordinating required components, and ensuring timely and compliant submission. Advises PIs on proposal requirements, funding opportunities, and sponsor expectations. Reviews funding opportunity announcements to identify key requirements, deadlines, and compliance elements. Develops and communicates submission plans, including roles and responsibilities, and coordinates with SPO to ensure alignment with institutional policies. Prepares and completes administrative proposal components, including institutional forms and sponsor-required documentation. Assists PIs with biosketches and Current and Pending/Other Support documentation and effort calculations, ensuring accuracy, compliance, and appropriate certifications. Collaborates with PIs to develop proposal budgets and justifications, ensuring costs are allowable and compliant. Coordinates subawards by requesting, reviewing, and validating subrecipient documentation and budgets, ensuring proper integration into the overall proposal. Facilitates cost sharing by determining sponsor requirements, developing budgets with PIs, and preparing and routing required documentation. Coordinates institutional contributions and ensures commitments are properly documented and recorded. Coordinates proposal routing and internal approvals, responds to SPO review comments, and facilitates revisions. If applicable, submits final proposals upon institutional endorsement and ensures completion of all required documentation and records. Verifies that regulatory requirements (e.g., HSC, IACUC, stem cell, COI) are current at submission. Upon award notification, reviews terms and conditions, including budget and reporting requirements. Coordinates with PIs, Research Financial Analysts (RFAs), and SPO on award acceptance, documentation, and revised spending plans as needed. Initiates subaward setup and advance spending requests. Prepares prior approval requests (e.g., carryforward, re-budgeting, personnel changes, no-cost extensions) in collaboration with PIs and RFAs. Develops revised budgets and justifications, coordinates submission through SPO, and follows up with sponsors until resolution.

Post-Award Research Financial Management (10%): Provides support to AARS Research Finance Analysts (RFAs) in the post- award financial management of sponsored research portfolios, assisting with the administration of complex awards to ensure compliance with sponsor, federal, and university policies. Supports key financial activities including general ledger reconciliation, transaction review, budget monitoring, cost transfers, and subaward administration. Assists in maintaining accurate financial records, monitoring expenditures for allowability and alignment with approved budgets, and preparing financial reports for PIs. Supports the review and processing of financial transactions across campus systems and helps identify and resolve discrepancies. Provides support in subaward monitoring, including invoice review and coordination of approvals, and assists with award closeout activities by ensuring expenditures are reconciled and documentation is complete. Collaborates with RFAs and campus partners such as the SPO, Extramural Funds Accounting (EMF), Payroll, Procurement, and Accounts Payable to ensure continuity of operations and effective financial stewardship.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations 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, please visit 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 mem

Required

Preferred

Job Industries

• Other