Title: Associate Research Administrator

Location: Santa Cruz United States

Job ID

87679

Location

Remote

Full/Part Time

Full Time

Job Description:

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Office of Research has primary responsibility for research policy, planning and administration of the UC Santa Cruz Research enterprise. The Office of Research supports the research community through six units: the Office of Sponsored Projects, Research Development, Office of Research Compliance Administration, Research Financial Services, Innovation and Business Engagement, and the Office of Research Business & Operations.

JOB SUMMARY

Under general supervision, complete transactions related to award management and maintain award records in compliance with institutional and research sponsor policies. Monitor, reconcile, and manage research funding of moderate scope, such as single investigator awards or institutionally-funded projects, in compliance with UC, institution, and sponsor policies.

Provide limited guidance to faculty and research staff on standard operating procedures, university policies, and processes, including travel and procurement. Analyzes problems, gathers data and information, and recommends solutions. Prepares and provides reports from campus systems to support the work of team members. Liaises with assigned divisions and other campus units to support transactions, as needed. Completes and approves transactions for signature by a manager or other authorized institutional official.

APPOINTMENT INFORMATION

Budgeted Salary: $37.50 - $39.02/hour. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full 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: Career appointment

Job End Date: None

Work Location: Remote

Union Representation: CX Union

Job Code Classification: 004486 (RSCH ADM 2 CX)

Travel: Never or Rarely

JOB DUTIES

70% - Transactions and Processes

• Maintains a working knowledge of university procurement, travel, and financial management systems.
• Provides data entry support for the Research Financial Services (RFS) team, including UC Path entry.
• Processes transactions in campus financial systems as directed, including salary cost transfers.
• Monitors campus system approval queues and direct reports according to RFS work assignments.
• 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.
• Analyzes transactions, expenditures, identifies and resolves discrepancies, financial and inventory reports. Applies agency guidelines and University policy when approving transactions.
• Maintains working knowledge of compliance regulations in research administration.
• Assists in support of audits as directed by senior staff.

20% - Financial Award Management and Reporting

• Monitors fiscal budget control of gifts, and other institutionally-funded projects, or single investigator awards for faculty research programs.
• Requests 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 to support accurate and informed project management and financial decision-making.
• Gathers information as needed to perform financial analysis.
• 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.

10% - Communication and Customer Service

• Provides guidance and counsel on research administration matters, including campus policy and processes, compliance regulations, to principal investigators and relevant campus partners.
• Communicates regularly with RFS colleagues, principal investigators and divisional liaisons, to ensure continuity of support, timely response, and resolution of inquiries and award actions.
• May serve as a point of contact for portfolio management, as assigned.
• Coordinates with the Office of Research, Extramural Funds Accounting, and other campus partners to resolve issues, as needed.

REQUIRED QUALIFICATIONS

• Bachelor's degree in a related area and/or equivalent experience and/or training.
• Knowledge of sponsor, UC, and institutional research administration policies and guidelines, with ability to interpret and apply to research portfolio management.
• Knowledge of financial planning, analysis, budgeting, and accounting to administer research portfolios, including projects with multiple funding sources.
• 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.
• Critical thinking and problem-solving skills.
• Organizational skills with the ability to manage a significant volume of transactions with strong attention to detail.
• Written communication skills with the ability to explain requirements in a comprehensive and organized manner.
• Verbal communication skills.
• Customer service focus and solid interpersonal skills with the ability to establish and maintain effective and professional relationships.
• Ability to use discretion and good judgment when handling confidential information.

PREFERRED QUALIFICATIONS

• Knowledge 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.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.