General Information
| Job Description | RSCH ADM 4 | Working Title | Financial and Extramural Funds Administrator |
|---|---|---|---|
| Job Code | 006207 | Grade | 23 |
| Department Name | Engineering - Dean's Office - D01002 | Department Head | Christopher Lynch |
| Supervisor | Katie Meumann | Effective Date | 05/01/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues/problems without precedent and/or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy. |
Custom Scope
| Uses advanced contracts and grants concepts to manage high volume and high complexity transactions. May review and guide others in the review of financial and administrative management requirements of research contract and grant proposals, awards, and/or transactions to ensure compliance with institutional and sponsor policies. Works independently to assess complex grant, contract and subcontract transactions where analysis requires an in-depth evaluation of variable factors. May be eligible for delegated signature authority. May review and sign transactions for less experienced staff. May serve as a technical specialist in a particular area, such as federal contracts, state contracts, subcontracts or information systems. Central Role(CR): Typically works on highly complex proposals and awards such as grants/contracts which require task budgets, option years, multiple investigators and multiple sub awards. Is eligible for delegated authority. |
Department Custom Scope
| The Dean's Office Financial and Extramural Funds Administrator is responsible for providing and high-level oversight of BCOE contract/grant and extramural funds, training on pre and post award to entry level employees, creating training procedures and policies/procedures on pre and post award, and high-level data analysis and reporting for the BCOE Dean's Office. The incumbent is responsible for complex financial forecasting and analytics, as well as coordination of pre and post award activities and adherence to related polices/procedures. The position works closely with department FAOs and analyst to allocate college resources, resolve financial issues, and ensure proper procedures are in place for internal controls and pre/post award administration. This position will also fill-in for vacancies in post or pre-award positions within the Departments and Centers of BCOE. This position will help transition staff on the use of Kuali for pre-award purposes upon the implementation of IMPACT23 campus-wide. **As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. For new University of California employees, the applicable deadline is eight weeks after their first date of employment. ** |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 1-2 years of Experience in Kuali pre-award systems | Preferred |
| 6 - 10 years of related experience. | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
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Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Department Role (DR): Leads the organization, planning, establishment and monitoring of fiscal budget control of contracts and grants administration, submissions, budgets, support documents, gifts, endowments and privately funded projects for faculty research programs.
|
15 |
Provides guidance and counsel on wide variety of highly complex research administration matters to principal investigators, senior departmental administrators and less experienced department staff. Leads education and outreach activities to facilitate connection between faculty and relevant programs/funding opportunities and promote research to external entities.
|
15 |
(DR): Provides highly complex projections, analysis and recommendations.
|
10 |
| (DR): Ensures complete and accurate collection of research management administration data at all stages of the contract and grant life cycle. Independently oversees award reporting and closeout. | 10 |
| Central Role (CR): Administratively reviews complex grant or contract proposals budgets and awards, obtains/verifies necessary compliance approvals. | 10 |
| (DR): Administers, in coordination with central and departmental administrators, the administrative and financial aspects of complex, awarded projects with broad impact. | 10 |
| Assists in support of audit as directed by senior staff. | 5 |
| (CR): Maintains professional relationships with sponsor representatives. Delivers specialized training and/or develops content for education workshops in the area of research administration. Leads broad initiatives to develop successful proposal processes and resources for researches. | 5 |
| (CR): Maintains appropriate approvals from applicable compliance committees. | 5 |
| (CR): Maintains communication with review committees to learn of new requirements. | 5 |
| Reviews budget allocations for policy exceptions, conceives of and maintains chart of accounts or other data management tools, and related business processes. Reviews 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. | 5 |
| Prepares reviews and/or approves financial transactions. Independently gathers information as needed to perform financial analysis. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Experience with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements. | Required |
| Full knowledge of 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. | Required |
| Advanced ability to create and train grant writing and other communication skills in a variety of styles to ensure securing grant funding required. | Required |
| Ability to perform highly complex financial analysis and customized reporting. | Required |
| Ability to interpret policy for others. | Required |
| Advanced knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc. | Required |
| Maintains knowledge of and ability to interpret and apply sponsor, institutional and departmental policies. Knowledge of current compliance regulations in all areas of research administration. | Required |
| Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles. | Required |
| Demonstrated advanced competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. | Required |
| Ability to manage high volume and complex transactions. | Required |
| Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas. | Required |
| Extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment. | Required |
| Advances knowledge of effective grant funding processes, procedure and techniques. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| Direction |
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: Yes |