Research Administrator

Job Description

Job Summary:

The Research Administrator serves as the subject matter expert in Research Administration and uses advanced contracts and grants concepts to independently manage research awards and transactions related to contract and grant management in compliance with both institutional and sponsor policies and in support of Principal Investigators and their labs.


The Research Administrator works closely with designated Principal Investigators on proposals and awards of diverse scope where analysis of data requires thorough understanding of complex regulations and a wide range of financial activities. Such activities include but are not limited to purchasing, general ledger reconciliation, processing reimbursements, as well as routine and ad-hoc financial reporting including payroll and non-payroll projections.

This position is responsible for independently preparing budget projections for the Principal Investigators (PIs) of contracts and grants, working directly with the Controller's Office and Contracts and Grants Accounting to process complex transactions, including remedy discrepancies, and take corrective measures as needed. The incumbent assists with the full spectrum of post award services for grants maintained by the department of Cell and Tissue Biology and shows good judgement when working with confidential data.

Additionally, the incumbent guides less experienced staff, and has the responsibility of initiating, tracking, and following up with administrative matters within the department or externally (Pre-Award, Central HR, Controller's Office, Contracts & Grants Accounting, etc.).

Department Summary:

Founded in 1881, the UCSF School of Dentistry has striven to educate the leading practitioners, scholars and faculty members of the next generation. As a leading institution of oral and craniofacial health, our educational programs have grown to include, in addition to our DDS programs, an array of PhD, post-graduate and residency programs. Our student dentists, residents and faculty handle over 120,000 patient visits a year in our comprehensive UCSF Dental Center, and our student staff numerous community-based externship sites. The school is one of the top oral and craniofacial research enterprises in the world, ranked the top dental school in the country in research funding from the National Institutes of Health for 25 years, and home to several leading translational research programs.

The Department of Cell and Tissue Biology (CTB) is a basic science department within the School of Dentistry. The department was established in 2005 and includes 11 faculty with primary appointments and 5 faculty with secondary appointments. Additionally, the department is home to numerous postdoctoral fellows as well as graduate students in programs ranging from Biomedical Sciences, Tetrad and Biophysics to Developmental & Stem Cell Biology and Oral & Craniofacial Sciences. Faculty research interests include cell biology, development, metabolism, cancer, immunology and neurobiology.

Responsibilities

DUTIES & ESSENTIAL JOB FUNCTIONS

Identify the functions or tasks that employees in the job perform. The essential functions should state the purpose of the work and the results to be accomplished, rather than how the function is performed. Of the tasks listed, what percentage of time is devoted to each? The more time employees spend on a function, the more likely it is that the function is essential. Generally, include those functions that account for 10% or more of the work, i.e., key items that contribute significantly to the achievement of the job. The functions should add up to 100%.

of time
Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)
40Yes
Provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements.

Independently gathers information as needed to perform financial analysis.


Prepares and maintains monthly budget status reports for all fund sources and completes additional ad hoc financial reporting as needed.


Prepares and updates multi-year financial projections and analyzes budget to actual variances regularly. Maintains and reconciles project ledger accounts on a monthly basis with an emphasis payroll and expenses.
40Yes
Provides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department administrators. . Prepares complex progress report budgets and support documents that are required by


award/proposal guidelines.

Assists in support of audit as directed by senior staff.

Assists with annual consolidated budget preparation as required by supervisor

Develops professional relationships with internal organization personnel and external sponsor personnel and is able to initiate requests for budget information, allocations, close-outs, and other requests as needed.

Coordinates and implements budget allocations, conceives of and maintains chart of accounts or other data management tools, and related business processes.

Applies professional knowledge / experience and university Cost Accounting Principles to prepare, review, and / or approve financial and payroll transactions including but not limited to Peoplesoft journal entries and UCPath funding entries and direct retros.

Prepares all progress reports and final closeouts in accordance with university and sponsor policies.
15Yes
Independently gathers information as needed to perform financial analysis, payroll reconciliation, other department reports as requested by supervisor.

Other miscellaneous financial tasks and special projects as required including but not limited to Bearbuy requisition review/funding source approval, MyExpense reimbursement delegation and at times approval, and Monthly review and discussion of faculty personnel needs and coordination with department HR Liaison/Dept manager for required new hire and renewal actions.
5 Participation and support of department activities including but not limitied to quarterly staff meetings, engagement planning and events. Participation as required in other university initiatives and systems changes (e.g. Project One). 100% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Qualifications

Required:

• Bachelor's degree in related area and / or equivalent experience / training.
• 3+ years of relevant experience
• Previous post-award experience, preferably at UC or strong Post-Award in Higher Education
• Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
• Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
• Ability to manage significant volume of transactions.
• Ability to perform complex financial analysis and customized reporting.
• Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.
• Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas.
• Maintains current knowledge of compliance regulations in all areas of research administration.
• Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.
• Demonstrated knowledge of effective grant funding processes, procedures and techniques
• Strong writing skills in a variety of styles to draft persuasive text for a variety of audiences while ensuring adherence to funding sponsorÆs guidelines.

Preferred:

• Working knowledge of the use of UC Path, PeopleSoft Financials, PLUS, MyExpense, Bearbuy and other UC / UCSF systems