Research Administrator

JOB SUMMARY Uses skills as a seasoned, experienced research administrator to independently monitor, reconcile, and manage research funding from a variety of sources, including sponsored awards, gifts, and other non-sponsored funding, in compliance with UC, institution, and sponsor policies. Works on awards of diverse scope, which require a thorough understanding and application of complex regulations to minimize risk and ensure compliance. Responsible for financial account management and reconciliation. Provides guidance to faculty and research staff on standard operating procedures, university policies, and processes, and provides decision support analysis, guidance, and reporting for short‑ and long‑term portfolio planning. Liaises with assigned divisions and other campus units to provide support, as needed. Reviews and approves transactions, including but not limited to HR, purchasing, sub‑awards, and recharge, for allowability and allocability in accordance with funding sources. Manages complex awards that may involve multiple investigators and/or multiple sub‑awards. Guides less experienced staff. May assist with developing elements of proposals or reports as required by the sponsor. JOB DUTIES 40% - Financial Award Management and Reporting Organizes, plans, establishes, and monitors fiscal budget control of sponsored awards, gifts, and other institutionally‑funded projects for faculty research programs. Authorizes the establishment of fund accounts, including relevant activity codes, and coordinates approval with other authorized campus partners. Reviews, reconciles, monitors, and forecasts project expenses against project budgets and campus financial system records. Develops and distributes timely financial reports to Principal Investigators (PIs) to support accurate and informed project management and financial decision‑making. Independently gathers information as needed to perform financial analysis. Anticipates when project expenditures vary beyond award flexibilities, and provides guidance for actions requiring coordination with sponsors and campus authorized officials. Assists in support of audit as directed by senior staff. Ensures the accuracy of records and financial files and that all appropriate documentation and authorizations are maintained to comply with federal and state agencies and university regulations. Closes out extramural and intramural fund accounts at the end of the period, as needed. Supports the preparation of proposal and award documents and reports that are required by sponsor guidelines, as needed. 35% - Transactions and Processes Performs Tier 2 level approvals of financial transactions, often initiated by PIs. Maintains a working knowledge of university procurement and financial management systems. Advises divisional payroll teams on the appropriate distribution of PI salary to grant funds (e.g., summer salary, sabbatical, and career award allocations) and monitors salary savings allocations to faculty. Manages cost transfers, adjustments to ensure costs comply with sponsor and university policy. Monitors direct and indirect costs, initiating adjustments and advising PIs on available balances. Identifies and corrects transactional discrepancies in collaboration with Extramural Funds Accounting. Supports PIs with campus processes including but not limited to equipment management, summer salary, salary transfer, sub‑recipient monitoring. Coordinates research‑related interlocation transfers. Suggests changes for systems and processes to improve efficiency and reduce administrative burden. 15% - Research Administration Policy Reviews award documentation for terms and conditions, and identifies any specific restrictions. Advises PI in determining proper use of funds according to funder, institutional, and UC guidelines and policy. Analyzes and applies agency guidelines and University policy when approving expenditures, including direct pays, purchase orders, and travel reimbursements. Controls, through approval, expenditures on restricted funds, and provides direction to PIs and research groups. Maintains current knowledge of compliance regulations in research administration. 10% - Communication and Customer Service Provides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and relevant campus partners. Communicates regularly with principal investigators and divisional liaisons, to ensure continuity of support, timely response, and resolution of inquiries and award actions. Serves as the first point of contact for portfolio management as assigned. Coordinates with the Office of Research, Extramural Funds Accounting, and other campus partners to resolve issues. APPOINTMENT INFORMATION Budgeted Salary: $83,000 - $86,000/year. Salary commensurate with skills, qualifications and experience. Benefits Level Eligibility: Mid Level benefits Schedule Information: Full‑time, Fixed Percentage of Time: 100%, 40 Hours per Week Days of the Week: Mon‑Fri Shift Includes: Day Employee Classification: Limited appointment Job End Date: 5 months from hire date, with possibility of extension Work Location: Remote Union Representation: RP Union Job Code Classification: 005264 (RSCH ADM 3 RP) Travel: Never or Rarely REQUIRED QUALIFICATIONS Bachelor's degree in a related area and/or equivalent experience and/or training. Thorough knowledge and understanding of sponsor, UC, and institutional research administration policies and guidelines, with ability to interpret and apply to research portfolio management. Demonstrated experience in financial planning, analysis, budgeting, and accounting to administer large/complex research portfolios, including projects with multiple funding sources. Thorough knowledge of applicable research administration compliance requirements. Demonstrated competence in the use of financial systems and tools, including spreadsheets and database software, in financial analysis, fiscal management, and financial reports. Demonstrated independent judgement, problem‑solving, and critical thinking skills with the ability to assess a situation and provide a solution. Demonstrated organizational skills with the ability to manage a significant volume of work with a strong attention to detail. Demonstrated written communication skills with the ability to explain requirements in a comprehensive and organized manner. Demonstrated verbal communication skills. Customer service focus and solid interpersonal skills with the ability to establish and maintain effective and professional relationships. Demonstrated ability to function independently and follow through on assignments with minimal direction. Demonstrated ability to use discretion and good judgment when handling confidential information. PREFERRED QUALIFICATIONS Experience with campus systems, such as financial management, payroll/personnel software, purchasing, data warehouse, and reporting. SPECIAL CONDITIONS OF EMPLOYMENT Selected candidate will be required to pass a pre‑employment criminal history background check. Selected candidate must pass the employment misconduct disclosure process. Ability to work long periods of time at a computer with or without accommodation. This is a fully remote position, and the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement. This position requires the ability to report to campus to work in‑person as operationally required, with reasonable notice as determined by your manager; travel expenses not covered. Ability to maintain appearance and conduct suitable for working in a professional setting. Selected candidate will be required to complete training within established time frames as directed including UC compliance training. The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program. EEO/AA The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti‑Discrimination Policy. It is the policy of the University of California to undertake affirmative action and anti‑discrimination efforts, consistent with its obligations as a Federal and State contractor. #J-18808-Ljbffr