Lead Research Administrator

NO VISA SPONSORSHIP AVAILABLE FOR THIS POSITION.
Applicants must have current work authorization when accepting a Baskin Engineering or affiliate staff position. We are unable to sponsor or take over sponsorship of an employment Visa for staff.

HOW TO APPLY

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 03-05-2025

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Originally founded in 1997, the Baskin School of Engineering is the first professional school at UC Santa Cruz. Over the past 20 years, Baskin Engineering has become a unique 21st century school of engineering and technology, characterized by evolutionary growth fueled by on-going research opportunities that open new areas of intellectual inquiry. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society, and its diverse curricula facilitate creative thinking and prepare students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.

We champion new ideas and uphold the UCSC Principles of Community.

JOB SUMMARY

Under general supervision, the Lead Research Administrator functions as part of a team that provides administrative and financial management services to the Baskin School of Engineering (BE) faculty and research programs/centers/institutes. The incumbent manages a high volume and high complexity of transactions with management responsibility over at least $5,000,000 in sponsored funds across a diverse portfolio of moderate to highly complex contracts and grants for industry, private non-profit and government sponsors, plus an additional $4,000,000 non-sponsored startup and gift funds where analysis of financial information or reports requires review of a variety of factors (e.g. budgets, salaries, expenses, etc.). They fully analyze problems, gather data and information, and implement solutions. The Lead Research Administrator prepares and completes, as well as approves transactions prepared by others, and may supervise, train and/or coach junior team members.

The incumbent will provide guidance and advice to research program faculty and staff to achieve short-term goals in support of the division/department mission and consistent with longer-term strategic financial and programmatic goals. They inform and coach faculty and research staff on standard operating procedures, divisional/departmental or university policies and processes; ensures that these policies are sensibly applied. Provides decision support analysis and guidance for short- and long-term planning.

The Lead Research Administrator is expected to provide high-level customer service as part of a dynamic, responsive team. Post-award financial management and reporting are critical functions of this position, as well as minimizing risk and assuring compliance with applicable University and sponsor/donor policies and federal/state regulations.

APPOINTMENT INFORMATION

Budgeted Salary: $103,250 - $121,100/year. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 006207 (RSCH ADM 4) - Grade 23

Travel: Never or Rarely

JOB DUTIES

60% - Research Administration

• Leads Baskin Engineering (BE) in planning, establishment and monitoring of fiscal budget control of complex awarded projects, budgets, support documents, gifts, endowments and privately funded projects for faculty research portfolios with broad impact.
  Provides highly complex projections, analysis and recommendations as part of comprehensive, periodic reporting to stakeholders. Independently gathers information as needed to perform financial analysis of transactions, expenditures, etc...; identifies and resolves discrepancies.
• Reviews award notices, guidelines, budgets and effort commitments with Principal Investigators (PI) and others, as necessary, to assure that funds will be spent within budget and in compliance with awarding agency and campus policies.
• Coordinates setup of new awards and non-competitive renewals, including verifying accuracy of funding information and budget appropriations, allocation of budget to sub-projects as applicable, subcontract setup & request for carryover funds from sponsor.
• Initiates and maintains ongoing, timely and effective communication with all relevant stakeholders throughout the entire post-award process (e.g. agencies, investigators, lab and/or program staff, division administration, Office of Sponsored Projects, Extramural Funds (EMF), other campus service units, etc.). Assists in the completion and submission of internal forms in collaboration with the Office of Sponsored Projects.
• Monitors sponsor payment of fixed price awards, and coordinates with EMF for sponsor invoicing.
• Provides payroll information for appropriate distribution of salary in the payroll system, obtains confirmation of effort on awards, supports institutional effort reporting process. Oversees payroll transactions and processes transfers as necessary for Academic and staff appointments. Ensures accurate effort on federal awards for institutional Effort Reporting System.
• Researches and investigates unusual charges in the payroll and general ledgers. Ensures that funds are reconciled, and consistent with university policies.
• Generates final financial reports required by the sponsoring agency or EMF. Coordinates the closeout of projects, cost transfers, equipment management, invention statements, subcontract closeouts, final progress reports, grant transfers and relinquishments, as appropriate.
• Determines budget deviations and potential problems, providing resolution in a timely fashion.
• Maintains BE database for Faculty Awards in order to provide the division with accurate data for reporting to the campus as well as annual external surveys.
• Researches, interprets, clarifies and applies all applicable divisional, UC, and sponsor policies and regulations; attends trainings, town halls, and webinars to stay current on policy updates.
• Monitors indirect costs and tracks cost sharing commitments.

30% - Guidance & Counsel

• Provides guidance and counsel on a wide variety of highly complex research administration matters to principal investigators, senior divisional/departmental administrators and less experienced department staff, including compliance regulations, standard operating procedures, divisional or university policies and processes; ensures that these policies are sensibly applied.
  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.
• Researches and resolves unclear areas of the policy and disseminates information to the appropriate faculty and staff.

10% - Internal Business Processes

• Meets regularly with the Research Administration Manager and other members of the Research Administration team to discuss current issues in research administration.
  Attends weekly Research Administration Meetings, to help lead conversations in solving problems of the department.
• Reviews internal business processes. Actively engages in, and leads the development of, new processes and change management initiatives.
• Maintains knowledge of team workloads in order to provide backup for other team members as needed.
• Assists in support of audits, as required.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience and / or training.
• Extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
• Ability to manage high volume and complex transactions.
• Ability to perform highly complex financial analysis and customized reporting.
• Demonstrated advanced competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.
• Ability to maintain independent judgment.
• Strong organizational skills.
• Strong oral communication skills.
• Ability to build consensus with various stakeholders.
• Strong written communication skills.
• 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.
• Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles.
• Able to maintain working 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.
• Ability to interpret policy for others.

PREFERRED QUALIFICATIONS

• Experience with all types of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements.
• Advanced knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
• Demonstrated experience and success in research administration.
• Experience working with university fund accounting and knowledge of OMB Uniform Guidance for grants and agreements with institutions of higher education, hospitals, and/or other non-profit organizations.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
• The selected candidate will be required to work a hybrid work schedule and must be able to work successfully from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work a variable schedule.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

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

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Employment 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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