Research Administrator 3 - 134326

The Department of Mechanical and Aerospace Engineering is in the Irwin and Joan Jacobs School of Engineering at the University of California, San Diego. It is a large interdisciplinary engineering department that provides an exciting and inclusive environment that promotes discovery and excellence in a wide range of engineering, scientific, entrepreneurial, and professional areas with over 1,000 undergraduate students, 400 graduate students, and 50+ faculty.

This is a professional position at the experienced level of the Research Administrator series. The incumbent uses skills as a seasoned research administrator to independently develop research proposals, awards, and transactions related to contract and grant management; maintains contract and grant records in compliance with institutional research sponsor policies; and provides comprehensive financial analysis of extramural and gift funds for assigned Principal Investigators within MAE.

The Research Administrator 3 is responsible for complex pre- and post-award fiscal management, administration, and reporting duties for federal, state, private, equipment management, revenue, and UC Foundation funding sources. The Research Administrator oversees the process from preparation and submission through negotiation of the final award. The incumbent submits approximately 35 proposals per year to federal, state, nonprofit, private, and international sponsors, including but not limited to complex agencies such as NSF, DOD, NIH, DOE, and DARPA. The incumbent may also submit proposals to international agencies. The Research Administrator manages approximately four million dollars ($4M) in expenditures annually.

The complexity of the proposals and awards is defined as follows: Proposals - highly complex proposals involving one or more of the following: multiple departments; multiple institutions (subawards); institutional cost-sharing; institutional commitment proposals; responsive to award agency proposal requirements (RFP, RFA, PA); contracts; extensive variety of agencies and extensive number of awarding entities; significant and unique reporting requirements; significant equipment acquisition or fabrication; and performance milestones. Awards: funds managed will be for awards received as a result of submission of proposals described above.

The research administrator 3 provides analytical and financial support in proposal processing, contract and grant administration, and budget development, including pre-award proposal initiatives, management of funds post-award, and closeout activities for federal, state, local and private sponsors. Involves activities associated with forecasting, planning, and managing of research portfolios by performing some or all of the following: coordinating, identifying and developing proposals, contracts and other agreements; reviewing proposals to ensure institutional compliance; and monitoring contract and grant awards, including compliance with regulations, terms and conditions; financial management and reporting; and sub award/subcontract administration.

Responsible for coordinating, approving, and auditing online IFIS Journals (allocations and expenses), online purchasing, check requests and travel. Assist PIs and staff in the acquisition and administration of research funding. Act as liaison with OCGA, OPAFS, General Accounting, Graduate Division and other central campus departments.

The incumbent will guide less experienced staff as well as collaborate at the campus, divisional and/or department level in the development of research administration process improvement.

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

• Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.

• Experienced with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements.

• Proficiency in utilizing FinancialLink reports, queries, and use pivot tables or similar experience using other financial reporting tools.

• Ability to analyze and prepare budgets, to identify spending patterns, and to project future expenditures to include projecting salary, benefits, and indirect costs with knowledge of payroll and personnel regulations impacting such costs.

• Ability to manage significant volume of transactions.

• Ability to perform complex financial analysis and customized reporting.

• Demonstrated competence in the use of spreadsheet, excel and database software in financial analysis, fiscal management and financial reports.

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

• Maintains current knowledge of compliance regulations in all areas of research administration.

• Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.

• Demonstrated effective interpersonal skills to interact with diverse individuals and groups. Ability to establish and maintain cooperative working relationships with staff, faculty and students.

• Thorough and in-depth knowledgeable about Federal Acquisition Regulation, Code of Federal Regulations, sponsor-specific policies, intellectual property policy, conflict of interest requirements, publication rights, application of indirect cost rates and other complex concepts in research administration.

• Requires thorough knowledge in OMB circulars such as Universal Guidance, A-21, A110 and principles of cost accounting standards, including allowability, allocability, and reasonableness, state, local, sponsor and institutional regulations, policies, and guidelines.

• Ability to work in a fast paced environment with overlapping deadlines and short lead times and maintain a high level of attention to detail, and ability to work with a high degree of accuracy.

• Stays current on compliance regulations in all areas of research administration.

• Job offer is contingent on clear Background Check.

• Occasional evenings and weekends may be required.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

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.

a. "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