Job Details

Research Administrator
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Position Number: 5768655
Location: Santa Barbara, CA
Position Type: Business and Financial Management

Research Administrator

University of California Santa Barbara

Job Posting Details

Payroll Title: Research Administrator 2 CX

Job Code: 004486

Job Open Date: 10/29/24

Application Review Begins: 11/14/24; open until filled

Department Code (Name): GSED (DEAN, SCHOOL OF EDUCATION)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $34.62/hr. to $36.01/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $34.62/hr. to $51.43/hr.

Work Location: Education Building - 4119

Working Days and Hours: M-F, 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: This position may work fully in-person, but a hybrid schedule is an option if desired after successful completion of the probationary period or sooner if approved by the supervisor.

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Gevirtz Graduate School of Education at UC Santa Barbara is home to faculty, students, and staff who all care deeply about developing themselves and others as leaders in educational and psychological research, practice, and leadership. We are committed to increasing access to excellent opportunities for the diverse children, families, and citizens of California. Our local and regional partnerships have attracted national and international attention. Visit our website at http://education.ucsb.edu/

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

The Gevirtz Graduate School of Education (GGSE) Research Administrator is responsible for managing successful contract and grant proposal submission and administration as part of a team. Primarily responsible for proposal preparation and submission, including preparation of detailed budgets and all necessary University and agency forms, working closely with Principal Investigators to ensure submission deadlines are met. Maintains knowledge of contract and grant policies of the University and funding agencies. Demonstrates flexibility in learning, interpreting, adapting and implementing new policies and procedures. Maintains effective communication and individual working relationships with Principal Investigators, administrative staff, Office of Research, Business & Financial Services, granting agencies, other institutions, and other campus departments. #LI-KA1

Required Qualifications:

Bachelor's degree in related area and / or equivalent experience / training.
1-3 years of administrative office work experience.
1-3 years of financial budgeting and projection work experience.
Excellent organizational skills with ability to maintain a high level of accuracy.
Ability to work under pressure of strict deadlines while using independent judgment.
Demonstrated professionalism.
Ability to work independently and as part of a team.
Excellent communication skills.
Proficiency in Microsoft Excel.

Preferred Qualifications:

Demonstrated expertise in proposal preparation to numerous agencies, financial reporting and accounting procedures.
Demonstrated ability to analyze, interpret and provide guidance to faculty and researchers regarding policies and guidelines.
Familiarity with UC Contracts & Grants policies and procedures and demonstrated ability to learn and adapt to new policies, applications and procedures.
Experience with audits and other key audit procedures.
Sponsored Projects Training for Administrators in Research Certificate.

Special Conditions of Employment:

Satisfactory conviction history

Job Functions and Percentages of Time:

75% Contract & Grant Proposal Preparation - Under the general supervision of the Senior Research Administrator. responsible for the preparation of research proposals for submission to a variety of granting agencies ensuring adherence to GGSE, University and agency requirements. In the development of contract and/or grant proposals, provides interpretation and analysis of agency policies and regulations. Acts as a liaison between the Office of Research and approximately 50 Principal Investigators (PIs) and numerous federal, state, local and private agencies. Responsible for the preparation of detailed budgets and all necessary University and agency forms for new, continuation, supplemental, multi-campus, subcontract and renewal awards. Analyzes budget information ensuring compliance with university staff and academic personnel, graduate division, accounting, purchasing and contract and grant policies and procedures as well as agency requirements. Consults with granting agencies and Office of Research, as needed, to seek clarification on proposal guidelines. Schedules submission timelines and coordinates appropriate approvals to ensure the Office of Research and agency deadlines are met. Reviews proposals for compliance issues including, but not limited to, project contributions, human and animal subjects, environmental health and safety and conflict of interest. Interprets and advises PIs on logistics, formatting, non-technical issues, inclusion of consultants, subcontracts, human subjects, policy and agency guidelines. Uses and maintains knowledge of all electronic submission programs used by extramural funding agencies and the Office of Research. Prepares contracts (including Professional Services Agreements and Letters of Agreement) and Memoranda of Understanding (MOUs) that require endorsement by the Office of Research or Business & Financial Services for GGSE and campus review. Verifies adherence to both University and agency policies; that the scope of work and agency terms and conditions are acceptable to the University and its mission; and that commitments made on behalf of the University can be met. Consults with appropriate campus personnel regarding complex matters. Considers insurance requirements and works with Risk Management and the Office of Budget & Planning as necessary to ensure adherence to policy.

25% Contract & Grant Award Administration - Works with and advises PIs to strategically plan and project the use of resources, ensuring that all terms and conditions of awards can be followed. Researches, develops, and proposes solutions to complex problems that arise. Assimilates new and complex information and works collaboratively to find innovative resolutions. Tracks compliance approvals for pending awards and submits notification of approvals to sponsoring agencies and the Office of Research (OR) as needed. Obtains updated approvals and submits to sponsoring agencies and OR, as required. Advises PIs on University and agency policies regarding financial matters such as allowability of travel, equipment, and consultants on grant funds. Advises and assists PIs with actions that require agency approval, such as budget revisions, no cost extensions, changes in approved work scope or personnel. Drafts request letters as necessary. Monitors requests and ensures that all needed approvals are obtained. Advises PIs on reporting requirements. Maintains knowledge of pertinent Federal laws and regulations such as patent law, copyright law, OMB Circular A-21, A-110, Uniform Guidance, FDP and EDGAR and University policies as they pertain to personnel (academic, student and staff), fiscal management, procurement, property management, business services, conflict of interest, human subjects and other relevant areas. Advises faculty, staff, and students of University policies and procedures, State and Federal laws, and agency guidelines as they relate to contract and grant administration and compliance topics. Works closely with the Manager and other Analysts on appropriate interpretation of policies and compliance issues. Keeps the Manager informed of issues to determine the appropriate course of action when compliance issues arise. Serves as back up for other Research Administrators, as needed.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals** must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information

University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara 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:

Reasonable Accommodations:

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Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.

To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=74068&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant