Research Administrator 3

RSCH ADM 3 (006206)

UCPath Position ID: 41140018

Position Description History/Status

Approved Date:

11/13/2024 7:30:35 PM

Date Last Edited:

11/13/2024 7:30:05 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1600O

Organization:

BASIC BIOMEDICAL SCIENCES              

Division Code:

1610D

Division:

BASIC BIOMEDICAL SCIENCES DIV          

Department:

230100 - MICROBIOLOGY, IMMUNO & MOLECULAR GENETIC

Position Details

UCPath Position Number:

41140018

Position Description ID

231476

UC Payroll Title:

RSCH ADM 3 (006206)

Business Title:

Research Administrator 3

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

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:

40063477

Reports to Payroll Title:

CONTRACTS AND GRANTS SUPV 2 GF

UCPath Department Head Position Number:

40881053

Department Head Payroll Title:

Admin Mgr 2

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the general guidance of the Chief Administrative Officer and CFO, position has broad and high-level responsibility for all phases of the accounting and financial management process/ and pre/post-award proposal process for intra/extramurally funded research awards for Principal Investigators in the Departments of Microbiology, Immunology and Molecular Genetics. Serves a leadership role in developing departmental policies for fund management and/or contracts and grant administration, ensuring that unit goals are met. The Department currently has 30 ladder faculty, with total annual research resources (direct cost) in excess of $27 million. Includes high-volume, high-level responsibility for independently reconciling accounts, verifying of appropriateness of all charges, identifying and resolving expenditure problems, developing complex budget and expense projection models for multi-fund, multi-year, multi-institution research programs, generate analytical financial reports to aid PI's in expert grant administration and proposal preparation. Serve as key departmental resource concerning policies, procedures.  Departmental liaison to other key University administrative units to lead these actions (Extramural Fund Management, OCGA, etc.) Expertly utilize QDB and front- end tools for assembly of information and generation of periodic and ad hoc reports for PI's and in support of various data needs of the department.

The MIMG department mission is to provide the highest quality research and education possible in the interdisciplinary fields of Microbiology, Immunology and Molecular Genetics.  To meet this goal, we work together as scientists, educators and students to identify and address the most relevant problems in microbial pathogenesis and physiology, host cell biology and immune defense, and the host-pathogen interface.

Research Administration Pre-Award

 • Provide broad and deep financial and administrative expertise in guiding the faculty and researchers in the full range of proposal preparations.

 • Develop complex, multi-year budgets and support documents for research grant proposals of diverse scope, expertly utilizing S2S, proposal Central, CIRM portal, NSF fast lane and other sponsor portals.

 • Independently work on a high volume of complex proposals and awards of diverse scope that may involve multiple investigators, multiple institutions, and/or multiple sub awards, where analysis of data requires thorough and clear understanding of complex regulations.

 • Represent the department and liaise with central University administrative units (Sponsored research, Extramural Fund Management, General Accounting, Agency-as appropriate) to coordinate the award submission and initiation process.

 • Develop and implement guidelines, checklists, comprehensive project management systems for award initiation actions to ensure timeliness, accuracy, effectiveness, clarity, and adherence to University and/or agency regulations and protocols.

 • Serve as expert, primary resource to PI's, and departmental purchasing and payroll units, on the status of new awards.

40%

Research fund

management (post

award)

 • Adeptly provide full-range, post-award financial administration and management for federal, state, and privately funded research funds in accordance with organization policy and agency requirements.

 • Provide expert guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department administrators.

 • Apply expert contracts and grants knowledge to verify appropriateness of all charges to research funds by reviewing and reconciling critical University ledgers and local data.

 • Independently develop and apply appropriate corrective action on errors or inappropriate charges to research funds (eg. TOF's, NPEAR's, UCPath Direct Retro).

 • Independently oversee all aspects of the expenditure process to ensure they are proceeding in a timely and coordinated fashion to meet University and agency requirements.

 • Research and identify most appropriate technology to provide resource analysis and devise complex budgeting strategies across multiple funding sources and years to maintain financial stability for research programs.

 • As a seasoned, experience research administrator, identify and analyze complex problems and determine solutions in contract and grant management.

 • Lead as primary departmental resource on University and agency regulations and requirements.

 • Perform complex financial analysis and provide customized financial reports to PIs.

 • Independently manage all phases of award close out.

40%

Additional

Administrative

support

 • Through regular and informal meetings, effectively communicate with the CFO and/or CAO to identify problems or potential problems, provide complex analysis of issues involved and recommend alternative effective solutions.

 • Use independent judgment to research, identify, and use the most appropriate Utilizing appropriate technology (including design, development, and maintenance of sophisticated spreadsheet and/or database software), to develop and provide periodic and ad hoc reports for C&G and Comp plan awards.

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

In related area and / or equivalent experience / training

Required

Thorough knowledge of University of California accounting procedures and policies; strong mathematical skills to perform complex and broad-ranging fiscal analysis.

Preferred

Thorough knowledge of applicable compliance requirements related to major federal, state, and private extramural funding agencies

Required

Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.

Required

Demonstrated skill in analyzing complex financial data to identify/define problems and formulate creative, logical, objective conclusions and solutions.

Required

Strong and demonstrated knowledge of the use of QDB/other on-line data in data assembly, manipulation, and analysis.

Familiarity with College/School of Medicine administrative structures.

Strong skill in the use of LAPSDB, GLPPP, FPM, and other front-end tools to manage financial reporting/budgeting/forecasting.

Preferred

Working knowledge of School of Medicine compensation plans, delta factors, salary savings generation, etc.

Preferred

Demonstrated ability to understand and apply goals of the Department, PI, grasp sophisticated and/or complex ideas and issues, discern implications of various actions.

Demonstrated skill in analyzing information, practices, or procedures to define problem or objective, identify relevant concerns or factors, formulate logical and objective conclusions and recognize alternatives and their implications.

Required

Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas.

Demonstrated ability to develop professional and effective working relationships with staff, faculty, and administration.

Ability to train, assign, review work of less experienced administrative staff.

Required

Strong skills in communicating (verbally, electronically, written form) to convey accurate and timely information to individuals at various organizational levels; with great discretion, handle confidential matters with diplomacy. Ability to effectively represent the needs/views of the PI or Department to upper-level campus administration, other University administrators, the public, etc., efficiently.

Required

Demonstrated expertise in MAC and/or Windows environments, Office Professional software (Word, Excel, Access), Word Perfect, Adobe Acrobat, e-mail systems, internet, to manage, access, analyze, manipulate data.

Required

Ability to maintain equanimity in the face of resistance, indifference, or hostility.

Ability to manage significant volume of transactions and work with frequent interruptions and/or with short timelines for completion of projects; demonstrated ability to prioritize work, reflecting understanding of relative importance of competing assignments in a large and complex environment. Expert time-management and organization skills.

Required

Demonstrated ability to function as a member of a team and provide guidance to less experienced staff.

Skill in working independently and following through on assignments with minimal direction or follow-up required from supervisor

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Department of Microbiology, Immunology & Molecular Genetics

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

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.