SENIOR CONTRACT & GRANT OFFICER

RSCH ADM 5 (000387)

UCPath Position ID: MI-DPT309000-JC000387-PD168225

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1135501

Approved Date:

4/8/2024 1:28:32 PM

Date Last Edited:

4/8/2024 1:28:24 PM

Last Action Effective Date:

9/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

3100O

Organization:

VC RESEARCH                            

Division Code:

3115D

Division:

OFFICE OF RESEARCH ADMINISTRATION      

Department:

309000 - OFC OF CONTRACT & GRANT ADMIN

Position Details

UCPath Position Number:

MI-DPT309000-JC000387-PD168225

Position Description ID

168225

UC Payroll Title:

RSCH ADM 5 (000387)

Business Title:

SENIOR CONTRACT & GRANT OFFICER

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 25

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40060750

Reports to Payroll Title:

 CONTRACTS AND GRANTS MGR 1

UCPath Department Head Position Number:

40060750

Department Head Payroll Title:

CONTRACTS AND GRANTS MGR 3

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

POSITION SUMMARY

The Senior Contract & Grant Officer in UCLA's central Office of Contract and Grant Administration (OCGA) has wide-ranging, in-depth, experience in research administration and is an organization-wide expert.  The Senior Officer is a lead advisor to UCLA faculty, legal counsel, students, and staff regarding the most complex contracts and grants, including large cooperative agreements and international collaborations that are of critical importance to the university.  The Senior Officer independently negotiates, accepts and executes the most challenging and unique agreements that have organization-wide impact. The Senior Officer assesses and mitigates institutional risk; ensures institutional commitments of resources and compliance obligations are consistent with University and sponsor policy; serves as the signing authority for  proposals, awards and other transactions prepared by analysts at all levels; directs and analyzes the complete and accurate collection of research administration data at all stages of the contract/grant life cycle; and makes significant contributions to campus policies and procedures for the conduct and administration of externally-sponsored projects.The Senior Contract & Grant Officer represents OCGA and UCLA in system-wide initiatives, and with research sponsors and professional advocacy organizations.  The Senior Officer communicates with professionalism, demonstrating exceptional skill and experience, enthusiasm, positive problem solving, commitment and loyalty to the profession and the organization. This position will have primary responsibility for negotiation and management of the most complex contract and grant proposals, awards and non-financial post-award activities.  The Senior Officer demonstrates specialized subject matter expertise and serves as the campus expert with a primary focus in State/Local agreements combined with responsibilities in one or more areas such as:  Federal Acquisition Regulation (FAR); Defense Federal Acquisition Regulation Supplement (DFARS); county or city contracts; subcontracts; intellectual property; clinical trials; facilities and administration (F&A) costs; research administration systems; non-profit/foundation sponsor agreements; or other specialty.  The Senior Officer develops strategies to address complex problems and recommends changes to policies, processes and resources.  Within ORA, OCGA manages $1.7 billion in contract and grant awards and more than $5 billion in funding requests per year. Under delegated authority from the Regents of the University of California, the Office of the President, and the UCLA Chancellor, OCGA has institutional authority to solicit, accept, and execute research agreements and related documents for government and non-profit sponsored project activities. OCGA serves as the institutional point of contact for funding agency representatives and relevant regulatory officials. OCGA has primary responsibility for the interpretation of University-wide and campus policy, sponsor guidelines, and applicable federal and state laws and regulations related to sponsored activities.  

OCGA is a part of the Office of Research Administration (ORA), the central institutional department that is responsible for campus-wide research administration and compliance functions related to pre- and post-award and financial management of sponsored activities; human research regulatory review and compliance; research administration data management and stewardship; and campus-wide research administration systems that support ORA operations.  Within ORA, OCGA manages $1.7 billion in contract and grant awards and more than $5 billion in funding requests per year.  Under delegated authority from the Regents of the University of California, the Office of the President, and the UCLA Chancellor, OCGA has institutional authority to solicit, accept, and execute research agreements and related documents for government and non-profit sponsored project activities.  OCGA serves as the institutional point of contact for funding agency representatives and relevant regulatory officials.  OCGA has primary responsibility for the interpretation of University-wide and campus policy, sponsor guidelines, and applicable federal and state laws and regulations related to sponsored activities.

Award Review, Negotiation, Management and Compliance

1. Serve as a campus and system-wide expert resource for rare or highly complex problems in award negotiation and project performance; determine potential solutions; and present viable options to executive leadership.  2. Negotiate highly complex award terms and conditions applying expert knowledge of high priority institutional issues such as publication rights, F&A costs, UC intellectual property ownership, patent rights, and exploitation rights, data ownership, indemnification, jurisdiction, use of the University's name, and protection of research subjects (animal and human), and employing expert knowledge of Federal Uniform Guidance, FAR, DFAR, and state and other agency policies.  3. Utilize expert interpretation and superior negotiation skills for the most complex and unique bilateral agreements (contracts, grants, cooperative agreements, subcontracts, subgrants), in accordance with University policy and procedure.  4. Approve proposal and award reviews conducted by junior staff and serve as the signing authority on pre-award information requested by sponsoring agency officials before issuance of the award. 5. Independently interpret, manage, coordinate and resolve the most complex legal, compliance, and financial issues throughout the lifecycle of an award. Collaborate with ORA units, campus committees, sponsor representatives, legal counsel, Office of the President, and, and participate in sponsor audits as necessary. 6. Advise on department and organizational policy and procedure to address unprecedented issues arising from research transactions or activities. Independently identify areas in the field where new regulations need to be better understood, developed, or implemented.  7. Maintain overall responsibility to confirm compliance requirements and interact with other compliance units in ORA and across the University for research involving human subjects, financial conflicts of interest, research animals, stem cells, biosafety, radiation safety, export controls, and other compliance requirements.

60%

Training, Mentorship, and Staff Development

1. Design presentations, moderate sessions and serve as Lead presenter on educational training sessions for the most highly complex policies, procedures, compliance requirements, and advanced concepts of research administration on campus, system-wide, and nationally. Lead the development and delivery of on-going training sessions to: 1) internal OCGA staff; 2) campus departmental research administrators; 3) UC system-wide audiences; and 4) external professional national conferences (NCURA, SRA, etc.).  2. Oversee and/or mentor staff members: provide training and development; review work products; provide constructive feedback for continuous improvement; and offer possible resolutions. Share knowledge and experience of best practices based on operational standards. Serve as an expert resource to staff members to ensure policies and business processes are being followed and consistently applied. 3. Serve as a positive role model of senior level professionalism, demonstrating exceptional skill and experience, constructive problem solving, teamwork, enthusiasm, and commitment to the organization and the profession. 4. Develop and lead special projects and participate in organizational or campus-wide initiatives as an OCGA representative and recognized expert in the field. Identify challenges related to research administration that require special attention and propose proactive approaches. 5. In consultation with the Manager, triage assignments to staff based on position level as well as complexity of assignment. Oversee proposals submitted by junior staff to provide advice and ensure compliance.

20%

Proposal Review, Compliance and Approval

1. Independently review the most complex federal and not-for-profit sponsor proposals to ensure compliance with sponsor and University policies. Use sponsor proposal submission systems, problem solve and teach others. Endorse and submit proposals under delegated authority as an authorized institutional official. 2. Serve as the campus-wide expert and lead advisor to Principal Investigators and department research administrators in the submission of complex and/or large competitive proposals involving: complex collaborations; major programs and centers; clinical trials; multi-site projects; FAR or DFARS terms; city, county, and state government terms and conditions; domestic and international foundations; and international governments. 3. Manage the most complex responses to Request for Proposals (RFPs) and Request for Applications (RFAs) and deliver expert advice and strategies to investigators on a broad range of advanced concepts in research administration and proposal development. 4. Conduct detailed review of contract proposals to ensure proposal complies with solicitation requirements and is consistent with University policy. 5. Ensure proper application of F&A rates or prepare requests for exception. Analyze financial data from campus departments to ensure complex budgets comply with federal cost principles and University policies; complete certifications and representations; prepare summary schedules of deliverables; and ensure proper responses to sponsor representative questions.

20%

•

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.

QUALIFICATIONS

Bachelor's Degree

Preferred

Generally 15 or more years of experience in research administration or a related field or with transferrable skills/knowledge.

Required

1. Expert knowledge of relevant federal, state, and local regulations, non-profit sponsor policies, campus and system-wide policies and procedures, and terminology pertaining to extramural research in the context of a large institution of higher education with a teaching hospital. Expert knowledge and understanding of Uniform Guidance, FAR, agency supplemental clauses, patent and copyright laws, and Federal flow-through award terms.

Required

2. Expert knowledge and experience necessary to manage a high volume of proposals and awards involving the most complex federal terms and conditions; international issues; multi-site collaborations; city, county, and state contracts; non-profit contracts; cooperative agreements; memoranda of understanding; master agreements; multi-party agreements; teaming agreements; Cooperative Research and Development Agreements (CRADA); equipment loan agreements; non-disclosure agreements; and confidential disclosure agreements.

Required

3. Expert skill and demonstrated experience to negotiate highly complex sponsored project agreements independently with an understanding of the consequences of acceptance or denial; identify key issues and propose alternative language that is acceptable to the parties; analyze and interpret all terms and conditions to protect the high priority interests of the University.

Required

4. Exceptional interpersonal skills to deliver effective professional research administration expertise to all levels of faculty, staff, and non-University entities. Develop and maintain positive and effective interactions, demonstrating respect for the views of others; treat others with dignity and foster the values of diversity and inclusion.

Required

5. Exceptional written and oral skills to compose and deliver clear and concise communications to explain advanced concepts and procedures to individuals at various knowledge levels.

Required

6. Demonstrated in-depth experience and expertise in delivering high quality customer service to a diverse group of colleagues within the organization, in the campus research community, and in sponsor entities with a particular focus on: customer needs, negotiating mutually beneficial workflow and communications to achieve a common goal, establishing service expectations, and delivering accurate and complete services.

Required

7. Exceptional ability to mentor and train less experienced analysts as part of a team environment.

Required

8. As a recognized campus-wide expert with advanced training skills, effectively deliver on-going training in a broad range of complex topics in the research administration field to the campus research community and OCGA staff to enhance skills and provide guidance in successfully navigating processes, procedures, and policies.

Required

9. Expert skill to analyze existing policy and procedure to offer substantive recommendations for improved efficiencies in office-wide operations and improve overall service to the campus research community.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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:

Campus

Location:

Los Angeles

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

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

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

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.