HRTMS Job Description Management | Industry Research and Material Transfer Coordinator CONTRACT ADM 2 (007379) UCPath Position ID: 40926444 | | |
Position Description History/Status | Approved Date: | 5/2/2024 2:58:46 PM | Date Last Edited: | 5/2/2024 2:58:43 PM | Last Action Effective Date: | | Organization Details | Business Unit (Location): | LACMP | Organization Code: | 3100O | Organization: | VC RESEARCH | Division Code: | 3118D | Division: | UCLA TECHNOLOGY DEVELOPMENT GROUP | Department: | 309400 - TECHNOLOGY DEVELOPMENT GROUP | Position Details | UCPath Position Number: | 40926444 | Position Description ID | 173273 | UC Payroll Title: | CONTRACT ADM 2 (007379) | Business Title: | Industry Research and Material Transfer Coordinator | Personnel Program | Professional and Support Staff (PSS) | Salary Grade: | Grade 20 | Job Code FLSA: | Non-Exempt | Union Code (Collective Bargaining Unit): | 99: Non-Represented (PPSM) | Employee Relations Code: | E: All Others - Not Confidential | Employee Class (Appt Type): | 1 - Staff: Contract | Full-Time Equivalent (FTE) | 1 | SUPERVISION | UCPath Reports to Position Number: | 40060549 | Reports to Payroll Title: | INDUSTRY ALLNS MGR 2 | UCPath Department Head Position Number: | 40055628 | Department Head Payroll Title: | CONTRACTS AND GRANTS MGR 1 | | | |
Level of Supervision Received | SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines. |
POSITION SUMMARY | The coordinator reports to the Associate Director of Industry Sponsored Research and is expected to provide analytical and contract administration support to the Industry Contract and Material Transfer Professionals in order to facilitate the prompt and accurate submission of proposals to private industry, record these transactions in appropriate electronic database systems, and otherwise serve as a subject matter expert for all systems and processes associated with the industry sponsored research enterprise at UCLA. The position will handle a wide range of complex operational and contract administrative matters and demonstrate a detailed understanding of the organization and functions of academic departments, organized research units, other campus units involved in research administration, and the Office of the President. The individual will also need to have strong interpersonal skills, demonstrating responsiveness and professionalism as he/she serves as an initial point of contact to TDG for department contacts and faculty members. | | | |
Department Summary | The UCLA Technology Development Group serves as a campus-wide gateway to Innovation, Research and Entrepreneurship. Our mission is to promote UCLA innovation, research, teaching and entrepreneurship to benefit society; create economic value to support UCLA's scholarly and educational missions and the State of California; and lead UCLA's research community to bring innovation to market. |
Key Responsibilities and Essential Functions | Function | Responsibilities | % Time | CONTRACT PROPOSAL SUPPORT | 1. Manage daily intake and process flow of contract proposal information. Track and update information, progress, actions and deadlines, developing and/or maintaining systems if necessary. (E) 2. Respond to requests for information from University staff, and industry representatives regarding contracting procedures, concepts, deadlines, budget preparation, and other requirements related to securing and developing research contracts. (E) 3. Prescreen and conduct reviews of contract proposal documents for completeness and organization. Review internal University approval forms (i.e. EPASS, Budget, Statement of Economic Interest forms, Scope of Work, research subject approvals) for completeness and accuracy, independently initiating corrective action as required. (E) | 20% | CONTRACT PROPOSAL SUPPORT | 4. Coordinate identification, execution and receipt of relevant proposal documentation appropriate for each individual transaction. (E) 5. Build and maintain relationships with relevant personnel in the Office of Research Administration.(E) 6. Build and maintain relationships with department administrative contacts and faculty members.(E) 7. Work with Supervisor and Department colleagues to streamline and improve proposal document intake process. (E) 8. Close out unfunded proposals (E) | 20% | DATA ENTRY/DATA INTEGRITY | 1. Create, update, complete, and close award system electronic records in a timely and efficient manner. (E) 2. Maintain data integrity of electronic records related to industry contract proposals and awards. (E) 3. Process fully executed unfunded "gateway" agreements (nondisclosure, equipment loans, etc.) (E) 4. Develop expertise with electronic records system and other systems relevant to the contract proposal and award process. (E) 5. Assist in data collection and summary for management and other "as requested" reporting. (E) | 35% | OTHER DUTIES | 1. Assist in management of training workshops, including schedule of classrooms, confirmation emails to scheduled attendees, reproduction of training materials, set-up and clearing of classroom. Assist with development of educational materials and Standard Operational Procedures manuals. (E) 2. Manage execution and processing of certain template contractual agreements as assigned. (E) 3. Assist on special projects and accept other assignments, serving in a back up function, as directed. (E) | 15% | CONFLICT OF INTEREST REVIEW & REPORTING | 1. Prepare conflict of interest cases for review by Conflict of Interest Review Committee (CIRC), follow cases through review, and, as needed, work with Assistant Vice Chancellor for Research from Research Policy and Compliance Office to assure compliance with CIRC decisions. (E) 2. Assist in management of conflict cases; prepare review packets for submission to the CIRC staff. Follow-up on review status, assure that CIRC has all required information prior to review. (E) | 10% | | | | | |
Other Requirements - Applies to all Positions | • | Performs other duties as assigned. | • | Complies with all policies and standards. | • | Complies with the University of California, Los Angeles (UCLA) Principles of Community. | • | This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization. | | | |
Knowledge, Skills and Abilities | KSAs | Required/ Preferred | Working knowledge of university policies that apply to industry contract proposal preparation; submission and processing. | Preferred | Working knowledge university department structures, accounting systems and fund management models. | Preferred | Demonstrated experience with data entry and data integrity responsibilities. | Required | Demonstrated ability to manage a heavy workload while identifying priority situations and meeting deadlines. | Required | Stong interpersonal skills, diplomacy skill and ability to build and maintain positive relationships with campus community and funding entity staff. | Required | Ability to gather information in order to analyze complex issues and formulate logical and objective conclusions and alternative solutions. | Required | Ability to work independently as well as work effectively as a member of a team. | Required | Experience and skill with presenting information (verbally and in writing) in a concise, logical, and grammatically correct manner. | Required | Proficient typing and computer skills for word processing projects, email management and database creation and management using Microsoft Office and other tools. | Required | Ability to maintain focus to effectively proof documents including own work to ensure that requested modifications have been made. In addition experience with creating and following detailed processes. | Required | Experience with creating tracking systems and using them for purposes of tracking own assignments as well as other office projects. | Required | | | |
SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT |
Reporting and Background Check Requirements | Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation. | Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment. |
LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS | Environment and Work Location Information | Environment Type: | Non-Clinical Setting | Location Setting: | Non-University Setting(s) | Location: | Wilshire Glendon Bldg, Suite 920 | | | |
Physical Requirements | The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. | Physical Requirements | Never 0 Hours | Occasional Up to 3 Hours | Frequent 3 to 6 Hours | Continuous 6 to 8+ Hours | Is Essential | Standing/Walking | | X | | | | Sitting | | | X | | X | Bending/Stooping | | X | | | | Squatting/Kneeling | X | | | | | Climbing | X | | | | | Lifting/Carrying/Push/Pull 0-25 lbs | | | X | | X | Lifting/Carrying/Push/Pull 26-50 lbs | X | | | | | Lifting/Carrying/Push/Pull over 50 lbs | X | | | | | Physical requirements other | X | | | | | | | | | | | | | | | |
Environmental Requirements | The environmental requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. | Exposures | Never 0 Hours | Occasional Up to 3 Hours | Frequent 3 to 6 Hours | Continuous 6 to 8+ Hours | Is Essential | Chemicals, dust, gases, or fumes | X | | | | | Loud noise levels | X | | | | | Marked changes in humidity or temperature | X | | | | | Microwave/Radiation | X | | | | | Operating motor vehicles and/or equipment | X | | | | | Exposures other | X | | | | | | | | | | | | | | | |
Mental Requirements | The mental requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. | Exposures | Never 0 Hours | Occasional Up to 3 Hours | Frequent 3 to 6 Hours | Continuous 6 to 8+ Hours | Is Essential | Sustained attention and concentration | | | X | | X | Complex problem solving/reasoning | | X | | | X | Ability to organize & prioritize | | | X | | X | Communication skills | | X | | | X | Numerical skills | | X | | | X | Mental demands other | X | | | | | | | | | | | | | | | |
Blood/Fluid Exposure Risk | The exposure described here is what can be expected of an employee in performing the essential functions of this position. | X | Classification 3: Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution. | | | |
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