General Information
| Job Description | RSCH ADM 3 | Working Title | Sr. Analyst, Sponsored Research & Programs |
|---|---|---|---|
| Job Code | 006206 | Grade | 21 |
| Department Name | SOM Research - D02011 | Department Head | |
| Supervisor | Effective Date | 03/15/2016 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions. |
Custom Scope
| Uses skills as a seasoned, experienced research administrator to independently develop and / or oversee research proposals, awards and / or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional research sponsor policies. Work on proposals and awards of diverse scope where analysis of data requires thorough understanding of complex regulations. Completes and approves transactions for signature by manager or other authorized institutional official. Works on complex proposals and awards that may involve multiple investigators and / or multiple sub awards. Guides less experienced staff. Central Role (CR): Is eligible for delegated signature authority (may vary by campus). Department Role (DR): Typically works on complex proposals such as grants / contracts which require task budgets, option years, multiple investigators and multiple sub awards. |
Department Custom Scope
| The School of Medicine's (SOM) Sponsored Research & Programs seeks an experienced professional to manage financial activities of research Sales and Service instrumentation operations and provide high-level administrative services to effectively manage a diverse portfolio of research, educational, and programmatic sponsored activities. The incumbent will provide comprehensive and advanced financial analyses to Principal Investigators and Program Directors to ensure the accuracy, integrity, and timeliness of revenue and expense reporting and to effect short- and long-range planning and adherence to University and sponsor policies and procedures. The customer audience includes a complement of SOM units (Dean's Office, the Division of Biomedical Sciences, the Division of Clinical Sciences, Center for Healthy Communities, Student Affairs, Undergraduate Medical Education, and Graduate Medical Education), as well as collegial collaborators, external business partners, and community-based organizations. In order to carry out these responsibilities, advanced knowledge of relevant regulations and requirements to satisfactorily meet government and UC reporting requirements for financial activities is required. Please note: This position will require completion of a Microsoft Excel assessment. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Dept Role (DR): Organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments and privately funded projects for faculty research programs. | 15 |
| Provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements. | 15 |
| Provides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department Administrators. | 5 |
| Assists in support of audits as directed by senior staff. | 5 |
| (CR): Applies contracts and grants concepts to review complex grant or contract proposals and obtain / verify necessary compliance approvals, and recommend / negotiate needed changes to proposals with PIs and / or department administrators. | 5 |
| (CR): Develops professional relationships with sponsor representatives. Delivers specialized training for education workshops in the area of research administration. | 5 |
| (CR): Reviews and approves or rejects requested fund advance setups or research account updates. | 5 |
| Coordinates and implements budget allocations, conceives of and maintains chart of accounts or other data management tools, and related business processes. Prepares journal entries, maintains and reconciles ledger accounts. Participates in gathering data from the general ledger for the collection of information for UBIT, preparing summary schedules, and either answering questions from departments or coordinating getting answers. | 10 |
| Applies professional knowledge / experience to prepare, review and / or approve financial transactions. | 10 |
| Independently gathers information as needed to perform financial analysis. | 10 |
| Administer quarterly reporting of financial metrics, capturing quantitative and qualitative data required for research development, operational planning, and external constituents as applicable. Monitors and periodically modifies internal control guidelines to ensure research assets are adequately protected. Query and prepare customized reports as required using campus and departmental information systems. Complete special research assignments. | 10 |
| Develop expense reporting capabilities and tools to track and disseminate information to program directors leading projects managed by the unit, and prepare progress reports for submission to sponsors of selected funded programs. Using internal financial and payroll systems, prepare analysis of payroll projections and alert Project Directors of needed payroll cost transfers. Coordinate fiscal closing process with departments, centers, and institutes within the School of Medicine and in partnership with other campus organizations. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment. | Required |
| Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc. | Required |
| Maintains current knowledge of compliance regulations in all areas of research administration. | Required |
| Ability to manage significant volume of transactions. | Required |
| Ability to perform complex financial analysis and customized reporting. | Required |
| Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles. | Required |
| Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. | Required |
| Independent judgment and strong organization and communication skills and customer service focus across broad and diverse subject areas. | Required |
| Strong ability to organize workload when faced with competing priorities and to complete work assignments on a timely basis despite frequent interruptions. | Required |
| Proficiency in Microsoft Word, PowerPoint, Excel, Outlook, Internet Explorer or other web browsers; experience with maintaining moderately complex databases. | Required |
| Excellent verbal and written communication skills to effectively and professionally communicate, using tact and diplomacy with internal and external campus community partners. | Required |
| Demonstrated skill in working as part of a team and collaborating with others to complete tasks/projects. | Required |
| Demonstrated ability to maintain high level of confidentiality and adherence to HIPAA and FERPA. | Required |
| Demonstrated specialized experience in contract and grant programmatic/budgetary analysis and reporting; preparing fiscal and progress reports for submission to sponsor or review by management; and preparing periodic budget reports, conducting variance and other analyses, to ensure compliance with sponsor terms and conditions. | Required |
| Experience working in research administration at a university, specifically within a medical school, or a non-profit research institute or hospital. | Preferred |
| Specialized experience with industry-sponsored research agreements, clinical trial agreements, confidentiality/non-disclosure agreements, off-site research agreements, SBIR/STTR Agreements, state/local government agreements, and foreign agreements. | Preferred |
| Demonstrated knowledge of the University of California's financial and personnel policies and procedures and the ability to interpret them, for the purpose of project scope and budget development. | Preferred |
| Demonstrated knowledge of and working experience with University of California client/server systems. | Preferred |
| An additional four (4) years of experience in sponsored funding administration or research administrative analysis can substitute the Bachelor degree requirement. | Required |
| Minimum of five (5) years of experience in sponsored funding administration or research administrative analysis. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| GeneralSupervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: No |