General Information
| Job Description | CONTRACTS AND GRANTS SUPV 2 | Working Title | Program Management Supervisor |
|---|---|---|---|
| Job Code | 006216 | Grade | 23 |
| Department Name | SOM Finance & Administration - D02013 | Department Head | |
| Supervisor | Effective Date | 02/12/2018 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 006205 | RSCH ADM 2 | 1 |
| 006206 | RSCH ADM 3 | 2 |
Generic Scope
| Provides direct supervision typically to professionals or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives. |
Custom Scope
| Supervises a small staff of Research Administrators working on grants or contracts according to established policies and management guidance. Recommends changes to department policies and practices. Receives assignments in the form of objectives with goals and the process by which to meet goals. Exercises judgment within defined procedures and policies to determine appropriate action. Identifies risks and responds accordingly. Provide priority setting and work flow analysis. |
Department Custom Scope
| Functions independently and proactively with decision-making responsibility to oversee 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 within the School of Medicine (SOM). 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. The duties of this position include, but are not limited to: applying advanced contracts and grants concepts in the oversight of pre and post-award operations; analyzing and resolving complex contracts and grants issues, participating in operational planning activities and supervising research administration support staff. 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. |
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 |
|---|---|
| An additional four (4) years of experience in sponsored funding administration or research administrative analysis, above the six year minimum, will substitute the degree requirement. | Required |
Key Responsibilities
| Description | % Time |
|---|---|
Reviews award terms and conditions.
|
20 |
May become actively involved to meet schedules and resolve problems.
|
10 |
| Participates in the development and monitoring of policies and procedures for department or department operations. | 20 |
| Recommends hiring of new employees, salary actions, terminations, and performance ratings. | 10 |
| Provides training and professional development, either formally or on-the-job, for staff to ensure subject matter knowledge in appropriate areas (e.g., sponsored project administration, post-award administration, etc.). | 5 |
| Delivers specialized training and/or develops content for education workshops in the area of research administration. | 5 |
| Develops expense reporting capabilities and tools to track and disseminate information to program directors leading projects managed by the unit, and prepares progress reports for submission to sponsors of selected funded programs. Using internal financial and payroll systems, prepares analysis of payroll projections and alerts Project Directors of needed payroll cost transfers. Manages fiscal closing process with departments, centers, and institutes within the School of Medicine and in partnership with other campus organizations. | 15 |
| Administers 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. Queries and prepares customized reports as required using campus and departmental information systems. Completes special research assignments. | 15 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Working knowledge of contracts and grants transactions and applicable financial systems, as well as related policy, accounting and regulatory compliance requirements. | Required |
| Proficiency in use of common desktop/web applications. | Required |
| Strong interpersonal skills, service orientation, ability to multi-task effectively in a varied, high volume environment, judgment and decision-making, reasoning, ability to develop original ideas to solve problems, and effective verbal and written communication skills. | Required |
| Demonstrated ability to maintain high level of confidentiality and adherence to HIPAA and FERPA. | Required |
| Thorough 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 |
| Ability to manage high volume and complex transactions. | Required |
| Ability to perform highly complex financial analysis and customized reporting. | Required |
| Proficiency in Microsoft Word, PowerPoint, Excel, Outlook, Internet Explorer or other web browsers; experience with maintaining moderately complex databases. | Required |
| Demonstrated skill in working as part of a team and collaborating with others to complete tasks/projects. | Required |
| Thorough knowledge of policy and its interpretations. | Required |
| Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles. | Required |
| 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 advanced competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. | Required |
| Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc. | Required |
| Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
|
Level of Supervision Received
| Direction |
Environment
Working Environment
| Off-campus; UCPath Intellicenter |
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 |