Proposed Classification Matrix for Sponsored Research Administrators
UC San Diego Payroll Title
(Proposed)
Career Tracks Job Title
(Proposed)
Entry Level Administrative
Specialist
Experienced Administrative
Specialist
Administrative Analyst
Senior Administrative Analyst
Principal Analyst OR MSO (MSP A)
Research Administrator,
Specialist 1
Research Administrator,
Specialist 2
Research Administrator, Analyst
Research Administrator, Senior
Analyst
Contract and Grant Manager 1
Entry
Bachelor's degree in related area
and/or equivalent
Education (Career Tracks)
experience/training
Entry-level professional with limited
or no prior experience; learns to use
professional concepts to resolve
problems of limited scope and
complexity; works on developmental
assignments that are initially routine
in nature, requiring limited judgment
Generic Scope (Career
and decision making.
Tracks)
Career Tracks Description
Job Level (Career Tracks)
Develops and/or oversees research
proposals, awards and/or
transactions related to contract and
grant management and maintains
contract and grant records in
compliance with institutional and
research sponsor policies. Follows
institutional procedures and
practices when analyzing or
reviewing financial information or
reports.
A, B, & C combined
are considered as
the classification
criteria
Custom Scope (Career
Tracks)
Intermediate
Bachelor's degree in related area
and/or equivalent
experience/training
Professional who applies acquired
job skills, policies, and procedures
to complete substantive
assignments / projects / tasks of
moderate scope and complexity;
exercises judgment within defined
guidelines and practices to
determine appropriate action.
Experienced
Advanced
Expert
Bachelor's degree in related area and/or
equivalent experience
Bachelor's degree in related area and/or
equivalent experience
Bachelor's degree in related area and/or
equivalent experience
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.
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.
Spends the majority of time (50% or more)
achieving organizational objectives through the
coordinated achievements of subordinate staff.
Establishes departmental goals and objectives,
functions with autonomy. Manages the
accountability and stewardship of human,
financial, and often physical resources in
compliance with departmental and organizational
goals and objectives. Ensures subordinate
supervisors and professionals adhere to defined
internal controls. Manages systems and
procedures to protect departmental assets.
Under general supervision,
develops and/or oversees
research proposals, awards
and/or transactions related to
contract and grant management
and maintains contract and grant
records in compliance with
institutional and research sponsor
policies. Works on proposals of
moderate scope such as single
investigator NSF proposals where
analysis of financial information
or reports requires review of a
variety of factors (e.g. budgets,
salaries, expenses, etc). Receives
assignments on project basis and
fully analyzes problems, gathers
data and information, and
recommends solutions. May be
eligible for delegated signature
authority. Completes and
approves transactions for
signature by manager or other
authorized institutional official.
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 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 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 yrs, multiple investigators
& multiple sub awards.
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 indepth 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.
Receives assignments in the form of objectives
and determines how to use resources to meet
schedules and goals. Reviews and approves
recommendations for functional programs.
Provides guidance to subordinates to achieve
goals in accordance with established policies.
Erroneous decisions or failure to achieve goals
results in additional costs and personnel.
Manages operations of contracts and grants office
and professional staff.
I. Volume (A, B & C)
A. Proposals Submitted
<5 submissions OR <$500K
proposals submitted annually
5-20 submissions OR $5M $8M proposals submitted
annually
>20 submissions OR >$8M proposals
submitted annually
B. Awards Managed
<10 awards OR < $2M in awards
managed annually
10-30 awards OR $2M - $4M
awards managed annually
>30 awards OR $4M-$6M awards
managed annually
C. Number of PIs served
3 PIs or less
3 - 5 Pis, each with up to 7
awards
>5 PIs, each wth up to 7 awards
Page 1
The C&G Manager should be expected to
manage proposals up to the volume of
Research Administrator 2.
The C&G Manager should be expected to
<5 but >$6M awards managed annually manage awards up to volume of Research
Administrator 2.
<5 but >$20M proposals submitted
annually
3- 5 PIs
The C&G Manager wil probably serve <5 PIs.
Proposed Classification Matrix for Sponsored Research Administrators
UC San Diego Payroll Title
(Proposed)
Career Tracks Job Title
(Proposed)
Entry Level Administrative
Specialist
Experienced Administrative
Specialist
Administrative Analyst
Senior Administrative Analyst
Principal Analyst OR MSO (MSP A)
Research Administrator,
Specialist 1
Research Administrator,
Specialist 2
Research Administrator, Analyst
Research Administrator, Senior
Analyst
Contract and Grant Manager 1
r
These describe the type of awards expected to be managed
and the contributions to development at this level
II. Complexity
Unsolicited proposals; RFA, RFP, and
PA response proposals, subaward
proposals, institutional commitment
proposals, Program Project or Center
applications; Training grant
applications; Contracts
Highly complex proposals involving one
or more of the following: multiple
departments; multiple institutions
(subawards); significant institutional
cost-sharing; responsive to award
agency proposal requirements (RFP,
The C&G Manager should be expected to
RFA, PA); numerous integrated
manage proposals up to the complexity level
projects; significant and unique
of Research Administrator 3.
reporting requirements; significant
equipment acquisition or fabrication;
performance milestones. Such
proposals will usually be in excess of $6
million (direct cost) annually.
Regular research proposals;
subawards, cost sharing, Program
Project or Center awards; Training
Grants; Contracts
Funds managed will be for awards
received as a result of submission of
proposals described above.
A. Proposals
Unsolicited proposals only,
<$250K dc annually per proposal
Unsolicited proposals; some
RFA, RFP, or PA responding
proposals; <25% subaward
proposals, <25% institutional
commitment proposals
B. Awards
Regular research awards
Regular research awards;
<25% subawards; <25% cost
sharing
C. Self-Supporting
Activities
None
Research recharge operations
Large, complex (income $2M Research recharge operations (income
(income <$500K/year);
$5M/year) research recharge
$500K- $2M/year);
training grants
operations
III. Contributions to
Development
Spends the majority of time achieving
organizational objectives through the
coordinated achievements of subordinate
staff. Establishes departmental goals and
Provide team leadership in the
objectives. Manages the accountability and
Provide data gathering and
Provide input and feedback to
Provide team leadership in the
development of policies and procedues;
stewardship of human, financial, and often
proposed changes to policies and analysis to the development of
development of policies and procedues approve or recommend for approval
physical resources in compliance with
policies and procedures'
procedures
changes
departmental and campus wide goals and
objectives. Ensures subordinate supervisors
and professionals adhere to defined internal
controls.
IV. Supervision Received
close
general supervision
general supervision
direction
autonomy
V. Act as Supervisor?
No
No
Can supervise
Can supervise
Yes
Page 2
The C&G Manager should be expected to
manage awards up to the complexity level of
Research Administrator 3.
Large, complex (income >$5M/year) research
recharge operations
Proposed Classification Matrix for Sponsored Research Administrators
UC San Diego Payroll Title
(Proposed)
Other
Career Tracks Job Title
(Proposed)
VI. Management
Experienced Administrative
Specialist
Administrative Analyst
Senior Administrative Analyst
Principal Analyst OR MSO (MSP A)
Research Administrator,
Specialist 1
Research Administrator,
Specialist 2
Research Administrator, Analyst
Research Administrator, Senior
Analyst
Contract and Grant Manager 1
None
None
Bachelor's degree and one
VII. Minimum Education or Bachelor's degree in related area
year demonstrated business
and/or
equivalent
experience
Experience
experience, or equivalent
Key Responsibility 1
(Career Tracks)
Key Responsibility 2
(Career Tracks)
Key Responsibilities (Career Tracks)
Entry Level Administrative
Specialist
Key Responsibility 3
(Career Tracks)
Key Responsibility 4
(Career Tracks)
Key Responsibility 5
(Career Tracks)
Key Responsibility 6
(Career Tracks)
None
Bachelor's degree and 2 years
demonstrated business experience, or
equivalent
Part of the Fiscal Operations
Management Team
Bachelor's degree and four years
demonstrated business experience, or
equivalent. Demonstrated leadership
and management experie
Dept 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.
Manager
Bachelor's degree and 6 years demonstrated
business experience, or equivialent.
Demonstrated leadership and management
experience
Coordinates operations of department with other
contract and grant professionals and managers in
the organization.
Dept Role (DR): Under close
supervision, administers and/or
develops grant proposals,
applications and support documents
in conjunction with PI.
Dept Role (DR): Under general
supervision, organizes, plans,
establishes and monitors fiscal
budget control of contracts and
grants administration, gifts,
endowments and privately funded
projects for faculty research
programs.
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.
(DR): Under direct supervision,
provides post-award financial
administration and management for
research funds. Assists in
preparation of routine proposal
budgets and support documents that
are required by proposal guidelines.
(DR): Analyzes transactions,
expenditures, identifies and
resolves discrepancies, financial
and inventory reports. Prepares
proposal budgets and support
documents that are required by
proposal guidelines.
(DR): Prepares complex proposal budgets
and support documents that are required
by proposal guidelines.
(DR): Administers, in coordination with
central and departmental administrators,
the administrative and financial aspects of
complex, awarded projects with
organization-wide impact.
Establishes and recommends changes to policies
which affect the department.
(DR): Analyzes expenses, develops
cost projections, and assists with
financial tracking and control.
Develops and/or oversees noncompeting continuations,
supplements and other
award/agreement amendments.
Coordinates proposal submission.
(DR): Provides highly complex projections,
analysis and recommendations.
Manages staff review of grant and contract award
terms and conditions.
(DR): Interprets regulations and
guidelines and prepares periodic
reports.
(DR): Applies professional
concepts to provide projections,
analyze spending and recommend
adjustments.
Provides post-award financial
administration and management for
research funds in accordance with
organization policy and agency
requirements.
Assists in support of audit as directed by
senior staff.
Manages, through subordinate supervisors, the
coordination of activities of a department with
responsibility for results in terms of costs,
methods, and employees.
CR: Approves terms for acceptance
Central Role (CR): Under direct
supervision, supports other analysts
in negotiation of terms and
conditions of research agreements
and awards from various sponsors.
(DR): Under general supervision,
provides post-award financial
administration and management
for research funds in accordance
with organization policy and
agency requirements.
Provides guidance and counsel on
complex research administration matters,
including compliance regulations, to
principal investigators and department
Administrators .
Provides guidance and counsel on wide
variety of highly complex research
administration matters to principal
investigators, senior departmental
administrators and less experienced
department staff.
Manages negotiations with contracting officers to
substantiate budget requests and to secure terms
and conditions.
Assists in support of audits as directed by
senior staff.
(DR): Ensures complete and accurate
Makes recommendations to higher level
collection of research management
managers regarding organization-wide policies
administration data at all stages of the
and procedures.
contract and grant life cycle. Independently
oversees award reporting and closeout.
(CR): Processes research proposals, (DR): Advises department
awards and transactions related to
administrators on compliance
contract and grant management and regulations.
maintains contract and grant records
in compliance with institutional and
research sponsor policies.
Page 3
Proposed Classification Matrix for Sponsored Research Administrators
UC San Diego Payroll Title
(Proposed)
Career Tracks Job Title
(Proposed)
Key Responsibility 7
(Career Tracks)
Key Responsibility 8
(Career Tracks)
Key Responsibility 9
(Career Tracks)
Key Responsibilities (Career Tracks)
Key Responsibility 10
(Career Tracks)
Key Responsibility 11
(Career Tracks)
Key Responsibility 12
(Career Tracks)
Key Responsibility 13
(Career Tracks)
Entry Level Administrative
Specialist
Experienced Administrative
Specialist
Administrative Analyst
Senior Administrative Analyst
Principal Analyst OR MSO (MSP A)
Research Administrator,
Specialist 1
Research Administrator,
Specialist 2
Research Administrator, Analyst
Research Administrator, Senior
Analyst
Contract and Grant Manager 1
(CR): establishes contract and grant (DR): Assists in support of audit as (CR): Applies contracts and grants
fund accounts with approval of other directed by senior staff.
concepts to review complex grant or
analysts or Director.
contract proposals and obtain/verify
necessary compliance approvals, and
recommend/negotiate needed changes to
proposals with PIs and/or department
administrators.
(CR): Under direct supervision,
Central Role (CR): Under general (CR): Previews pre-award update
administratively reviews grant or
supervision, works with other
information requested by sponsor
contract proposals and budgets,
analysts in negotiation of terms
representatives before issue of awards and
obtains/verifies necessary
and conditions of research
submission.
compliance approvals, and
agreements and awards from
recommends/negotiates needed
various sponsors.
changes to proposals with PIs and/or
department administrators.
Central Role (CR): Administratively reviews Develops and monitors operational and budget
complex grant or contract proposals
processes, staff FTE, finance, human resources
budgets and awards, obtains/verifies
and space planning.
necessary compliance approvals.
(CR): Approves/signs-off submission of pre- (CR) Has a delegation of authority status to sign
award update information requested by
contracts and grants.
sponsor representatives before issue of
awards.
(CR): Applies professional
concepts to authorize
establishment of contract and
grant fund accounts with approval
(CR): Develops professional
relationships with sponsor
representatives.
(CR): Negotiates terms and conditions of
(CR): Negotiates terms and conditions of
complex research agreements and awards highly complex research grant, contract
from various sponsors.
and subcontract proposals and awards
from various sponsors.
(CR): Develops professional relationships
(CR): Reviews and approves or rejects
with sponsor representatives. Delivers
requested fund advance setups or research
specialized training for education
account updates.
workshops in the area of research
administration.
(CR): Under general supervision,
provides advice and counsel
regarding sponsored projects
administration to Department
Administrators and PIs.
(CR): Authorizes establishment of complex
contract and grant fund accounts with
approval of other analysts, Director or
other authorized institutional official.
(CR): In compliance with
(CR): Reviews and approves or rejects
institutional and sponsor policies, requested fund advance setups or research
establishes mandated
account updates.
recordkeeping.
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.
Page 4
(CR): Maintains professional relationships
with sponsor representatives. Delivers
specialized training and/or develops
content for education workshops in the
area of research administration.
(CR): Maintains appropriate approvals from
applicable compliance committees.
(CR): Maintains communication with review
committees to learn of new requirements.
Functions as organization expert for policies and
procedures relating to sponsored projects issues
and concerns.
Communicates/teaches advanced/expert
research administration such as compliance
focused concepts at campus, national,
organization level meetings. Develops new
programs on special or emerging areas of interest
or concern.
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, postaward administration, et cetera).
Proposed Classification Matrix for Sponsored Research Administrators
UC San Diego Payroll Title
(Proposed)
Career Tracks Job Title
(Proposed)
Entry Level Administrative
Specialist
Experienced Administrative
Specialist
Administrative Analyst
Senior Administrative Analyst
Principal Analyst OR MSO (MSP A)
Research Administrator,
Specialist 1
Research Administrator,
Specialist 2
Research Administrator, Analyst
Research Administrator, Senior
Analyst
Contract and Grant Manager 1
Applies professional knowledge/experience Reviews budget allocations for policy
to prepare, review and/or approve
exceptions, conceives of and maintains
financial transactions.
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.
Key Responsibility 14
(Career Tracks)
Key Responsibility 15
(Career Tracks)
Independently gathers information as
needed to perform financial analysis.
Prepares , reviews and/or approves
financial transactions. Independently
gathers information as needed to perform
financial analysis.
Advanced understanding of research
administration guidelines of Federal and
non-Federal sponsors supporting research;
maintain current knowledge of compliance
regulations in all areas of research
administration; Knowledgeable about
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; thorough
knowledge in OMB circulars/Uniform
guidance; knowledgeable of generally
accepted accounting principles; proficiency
working with computer and information
management systems; experience with all
types of award mechanisms, including
grants, contracts, subcontracts,
cooperative agreements; knowledgeable in
applicable compliance requirements
related to use of human or animal subjects
in research, financial conflict of interest,
biosafety, etc; demonstrated expertise in
the use of spreadsheet and database
software in financial analysis and fiscal
management
Thorough understanding of research
administration guidelines of Federal and nonFederal sponsors supporting research;
maintain current knowledge of compliance
regulations in all areas of research
administration; Knowledgeable about 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;
thorough knowledge in OMB
circulars/Uniform guidance; knowledgeable
of generally accepted accounting principles;
proficiency working with computer and
information management systems;
experience with all types of award
mechanisms, including grants, contracts,
subcontracts, cooperative agreements;
knowledgeable in applicable compliance
requirements related to use of human or
animal subjects in research, financial conflict
of interest, biosafety, etc; demonstrated
expertise in the use of spreadsheet and
database software in financial analysis and
fiscal management
Key Responsibility 16
(Career Tracks)
ualitative Level Cutter
I. Job Knowledge
Develop an understanding of
research administration guidelines of
Federal and non-Federal sponsors;
develop basic knowledge of OMB
circulars/Uniform guidance; basic
understanding of generally accepted
accounting principles, computer and
information management systems;
introduction to most common
sponsored award mechanisms;
understanding of compliance
requirements related to the use of
human or animal subjects in
research, financial conflict of
interest, biosafety, etc.
Understanding of research
administration guidelines of
Federal and non-Federal
sponsors; Familiarity with OMB
circulars/Uniform guidance;
Familiarity with generally
accepted accounting principles;
Familiarity working with
computer and information
management systems; Familiarity
with most common sponsored
award mechanisms; Familiarity
with applicable compliance
requirements related to the use of
human or animal subjects in
research, financial conflict of
interest, biosafety, etc;
demonstrated proficiency in the
use of spreadsheet and database
software in financial analysis and
fiscal management
Page 5
Expert knowledge of research administration policy,
regulations and compliance; expert knowledge of
OMB circulars such as A-21, A110, A-133, Federal
Acquisition Regulations, and principles of cost
accounting standards; expert knowledge and
experience in research pre-award administration,
and proposal preparation/submission processes;
expert working knowledge of institutions of higher
education fiscal policies/procedures and with
Financial Systems; expertise in compliance issues
related to research administration and the ability to
appropriately interpret policies and regulations;
demonstrated expertise to train subordinate staff in
policy interpretation and implementation; expert
knowledge of external sponsor requirements, such
as NSF, DOE, DARPA, NIH, Non-Profits, Industry etc;
demonstrated expertise in managing complex
financial accounts and funds, including cost
projections and budgeting, ability to perform high
level financial analysis and customized reporting;
demonstrated expertise developing subordinate
staff, manage performance, coach for development
and develop succession plans; in-depth knowledge
of campus operational, personnel, and financial
transactions and systems related to administration
of contracts and grants; knowledge of industry best
practices
Proposed Classification Matrix for Sponsored Research Administrators
Qu
UC San Diego Payroll Title
(Proposed)
Career Tracks Job Title
(Proposed)
II. Organizational
Development
Qualitative Level Cutter
III. Initiative and
Independence
IV. PI and Department
Business Office/MSO
Relationship
V. Problem Resolution
Entry Level Administrative
Specialist
Experienced Administrative
Specialist
Administrative Analyst
Senior Administrative Analyst
Principal Analyst OR MSO (MSP A)
Research Administrator,
Specialist 1
Research Administrator,
Specialist 2
Research Administrator, Analyst
Research Administrator, Senior
Analyst
Contract and Grant Manager 1
Develops a basic understanding of
the structure and functions of the
administrative unit as well as other
interacting administrative units;
develops a basic understanding of
the relationship(s) between the
administrative unit and other
interacting administrative units;
provides feedback after the
development of policies and
procedures related to the operation
of the administrative unit.
Recommends modifications to
improve the structure and
functions of the administrative
unit as well as other interacting
administrative units; develops a
full understanding of the
relationship(s) between the
administrative unit and other
interacting administrative units;
participates in the development
of policies and procedures related
to the operation of the
administrative unit.
Solicits recommendations from within and
outside of the administrative unit to
improve the structure and functions of the
administrative unit as well as the
relationship(s) between the administrative
unit and other units; composes
recommendations for improvements to
policies and procedures and presents
recommendations to supervisor.
Engages colleagues within and outside of
the administative unit to propose
recommendations to improve the structure
and functions of the administrative unit as
well as the relationship(s) between the
administrative unit and other units;
reviews, returns or approves
recommendations and presents to senior
management.
Creates an environment to encourage and
develops (preferably online) processes to conduct
continuous evaluation and improvement of the
structure and functions of the administrative unit;
analyzes recommendations submitted for
adherence to agency and University policies.
Learns the administrative unit's
processes for pre- and post-award
administration; learns and catalogs
resources for obtaining answers to
questions regarding duties and
responsibilities; meets with PIs to
develop understanding of research
goals, personnel, and funding
agencies.
Knowledgeable of pre- and postaward processes for the
administrative unit; anticipates
changes to processes and takes
initiative to modify tasks to
conform to changes; reviews and
evaluates RFAs/RFPs/PAs and
explains them clearly to
interested PIs.
Utilizes creatvitiy to offer solutions to
complex problems; works independently
with little required supervision;
independently interprets and implements
applicable UC, UC San Diego and agency
policies, procedures and guidelines.
Engages colleagues within and outside of
the administrative unit to discuss best
practicies for the development of initiative
and independence of staff of the
administrative unit; recommends changes
to the administrative unit's best practices
to senior management.
Creates an environment to encourage and
develops processes to encourage initiative and
independence of staff and provides opportunities
to staff; analyzes recommendations submitted by
staff for changes to the administrative unit's
practices for improvement of staff initiative and
independence.
Develops relationships with PIs as
well as PIs' department MSOs; learns
PIs' primary funding agency(ies);
acquaints with PI research personnel;
learns fiscal-related practices
(procurement, expense
reimbursement, etc) of PIs'
departments.
Meets regularly with PIs to review
award portfolios and discuss
opportunities and challenges;
recomends potential solutions to
challenges; reviews with
department MSO solutions agreed
to by PI; subscribes to PI awarding
agency(ies) funding
announcements; reads and
interprets OMB Circulars/Uniform
Guidance and other awarding
agencies' policies and procedures.
Partners with PIs to strategize best paths
for maximization of award funds and
achieve desired PI outcomes to challenges;
ably interprets UC, UC San Diego, and
awarding agency policies to predict
potential challenges and initiate changes to
avoid challenges; communicates the
intricacies of research award
administration to PIs.
Utilizes thorough understanding of
awarding agencies, UC and UC San Diego
policies to manage large research programs
efficiently and cost effectively; utilizes
financial analysis tools (spend rate, trend
analysis, etc) to forecast research portfolio
status, anticipate challenges and
independently initiate changes to address
chakllenges.
Creates an environment to encourage the
development of true business partner
relationships between fund manages and PIs
served; researches staff educational opportunities
for relationship building and makes these
opportunities available to staff; meets regularly
with staff to discuss Pi partnership building
strategies and subsequently develops best
practices.
Identifies problems that are unique and
require application of fresh, "first-time"
solutions develops recommendations
accordingly on
Creates an environment that encourages
thorough understanding of existing policies and
development of innovative and effective problem
resolutions strategies
Entry level analysis to determine,
Identifies problems that lack
Utlizes innovative strategies to identify and
gather and present data necessary to apparent solutions and propose to recommend solutions within existing
resolve a problem
supervisor alternative(s) that may programs
not be readilty apparent
Page 6
Proposed Classification Matrix for Sponsored Research Administrators
UC San Diego Payroll Title
(Proposed)
Career Tracks Job Title
(Proposed)
VI. Guidelines Used in
Performance of Duties
VII. Innovation and
Originality
Entry Level Administrative
Specialist
Experienced Administrative
Specialist
Administrative Analyst
Senior Administrative Analyst
Principal Analyst OR MSO (MSP A)
Research Administrator,
Specialist 1
Research Administrator,
Specialist 2
Research Administrator, Analyst
Research Administrator, Senior
Analyst
Contract and Grant Manager 1
Follows existing guidelines approved Identifies inadequacies in current Identifies inconsistency of inter-dependent Reviews "cradle to grave" guidelines and
by supervisor in the performance of guidelines and recommends
variables amongst campus guidelines and recommends improvements to increase
duties
alternatives
recommends alternate solutions to
business efficiency
reconcile inconsistencies
Solicits recommendations to address
inadequacies or inconsistencies of existing
guidelines; encourage s and fosters work
environment that emphasizes continuous
examination of guidelines with the goal to
improve operations
Does not deviate significantly from
Develops processes or solutions
established procedures or standards that utlize innovative or alternate
recommendations to existing
procedures or standards
Solicits innovative and original recommendations
from subordinates; encourages and fosters work
environment that emphasizes innovation and
originality in all business practices orstandards
Utilizes knowledge gained through work
experience to develop and recommend to
management innovative solutions to
procedures or standards that comply with
existing policies
Page 7
Develops "first time" procedures or
standards in response to unique problems
Request Summary
JOB DESCRIPTION NO
VERSION
302989
1
PREVIOUS JD NO
POSITION CONTROL NO
1
DEPARTMENT
UNIT CODE
VC AREA
VC-ACADEMIC AFFAIRS
000117
ACADEMIC AFF
REASON FOR REQUEST
REPLACEMENT FOR
Recruitment for a new position
INCUMBENT NAME
PHONE
INCUMBENT EMAIL
CURRENT TITLE
TITLE CODE
CURRENT GRADE
CURRENT HEERA
REQUESTED TITLE
TITLE CODE
REQUESTED GRADE
REQUESTED HEERA
ADMIN SPEC 7646
PSS 4
New Position
WORK LOCATION
Main Campus
BACKGROUND CHECK REQD?
C.O.I. DISCLOSURE REQD?
PHYSICAL REQD?
Yes
No
No
SUPERVISOR EMAIL
SUPERVISOR TITLE
SUPERVISOR NAME
PHONE
Department Classification
DEPARTMENT CLASSIFIER
CLASSIFIER EMAIL
CLASSIFIER PHONE
Ross, Steven M.
sross@ucsd.edu
858-822-3072
APPROVED TITLE
APPROVED TITLE CODE
APPROVED GRADE
ADMIN SPEC 7646
PSS 4
EFFECTIVE DATE
DATE RECEIVED
DATE REVIEW COMPLETED
10-29-2015
10-29-2015
DEPARTMENT CLASSIFIER COMMENTS
IMPORTANT INFORMATION
This job description functions as a template tool for delegated authorities in the EVC Area to classify positions in the functional area of sponsored research/research administration. This is a classification practice internal to the EVC area and is an early implementation effort by the EVC area for Career Tracks mapping of the Research Administration Family. The UCSD-wide implementation, however, will be coordinated by Campus HR and must follow the (tbd) guidelines set forth by UCOP. Comp/Class encourages and supports the efforts of the departments to accurately reflect the responsibilities of our employee and the use of these job card templates. There is no guarantee that the decisions made by the delegated authorities during the early implementation effort will, in fact, be mapped over to the corresponding levels in the Career Tracks Research Administration family. Campus HR will make the determination of classification levels for all Career Tracks titles and ensuring that the implementation of the UCSD Career Tracks titles is consistent with the system-wide implementation. INSTRUCTIONS / REMINDERS ABOUT YOUR RESPONSIBILITY AS THE DELEGATED AUTHORITY
Delegated Authority for Classification of this Title Code should analyze all this information. Most of these factors will be addressed in the Supplement, but you are encouraged to analyze the information in your classifier comments. • Describe how and why the job has changed. Include functions that have been added or deleted and include dates. • Explain why you believe these changes support a change of classification.
• Compare position to the Classification Matrix for Sponsored Research Administrators (see attached), class specs/series concepts, series overview. Specify what factors apply/not apply to this particular position
• Identify other positions in the department (if not department, then division or VC) that are classified at the same title and compare complexity, scope, responsibility, resources managed, resource profiles, employees supervised, supervision received, degree of independence/initiative/innovation/originality applied, organizational structure, etc. • Identify if and why any other positions in the unit will be reclassified or modified within close time proximity to this position. For example, there are 3 Admin Specialists in the unit at the RA 1 level, and 2 of those positions are being reclassified to the RA 2 level because (include justification).
• Describe the change in responsibilities. For example, where did the work come from? Who was doing it before? What is the reason for this change? • Revise other job cards affected by this position, if applicable
• Describe what percent of this job has changed?
• Remember that changes in the nature, variety and difficulty of work are considered. Volume of work and employee performance are not considered.
Overview
WORKING TITLE
Job Description #302989
(Draft) - Page 1 of 4 Research Administrator, Specialist 1 (100%)
DEPARTMENT OVERVIEW
This job description functions as a template tool for delegated authorities in the EVC Area to classify positions in the functional area of sponsored research/research administration. This is a classification practice internal to the EVC area and is an early implementation effort by the EVC area for Career Tracks mapping of the Research Administration Family. The UCSD-wide implementation, however, will be coordinated by Campus HR and must follow the (tbd) guidelines set forth by UCOP. POSITION OVERVIEW
This is a professional position at the entry-level, journey-level of the Research Administrator series. The incumbent learns to use professional concepts to resolve problems of limited scope and complexity; works on developmental assignments that are initially routine in nature, requiring limited judgment and decision making. The incumbent develops and/or oversees research proposals, awards and/or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional and research sponsor policies. Follows institutional procedures and practices when analyzing or reviewing financial information or reports.
The RA, Specialist 1 will be providing basic analytical and financial support in proposal processing, contract and grant administration, and budget development, including pre-award proposal initiatives, management of funds post-award, and closeout activities for federal, state, local and private sponsors. Involves activities associated with forecasting, planning, and managing of research portfolios by performing some or all of the following: coordinating and identifying and developing and/or presenting proposals, contracts and other agreements; reviewing proposals to ensure institutional compliance; negotiating, administering and monitoring contract and grant awards, including compliance with regulations, terms and conditions; financial management and reporting; and sub award/subcontract issuance and administration.
Under close supervision, processes research proposals, awards and transactions related to contract and grant management and maintains contract and grant records in compliance with institutional and research sponsor policies. Works on proposals of limited scope such as single investigator NSF proposals where analysis of financial information or reports requires review of a variety of factors (e.g. budgets, salaries, expenses, etc). Receives assignments on project basis and fully analyzes problems, gathers data and information, and provides input to proposed changes to policies and procedures. Participates in short and long-range planning and policy or program development and provides recommendations based on significant knowledge of the organization's professional objectives and activities. The complexity of the proposals and awards is defined as follows: Type of Proposals - Unsolicited proposals; < $250K dc annually per proposal. Type of Awards - regular research awards; limited-moderate number of awarding entities. Contributions to Development of Policies and Procedures: Participates in short and long-range planning and policy or program development and provides recommendations based on significant knowledge of the organization's professional objectives and activities. Resources to be managed will be determined by each department reflecting the quantitative measures in the Classification Matrix for Sponsored Research Administrators.
EDUCATION AND EXPERIENCE
Minimum of a Bachelors degree in related area or equivalent experience
SPECIAL CONDITIONS
Overtime and weekends may be required.
Job offer is contingent on clear Background Check.
LICENSES AND CERTIFICATIONS
EMPLOYEES DIRECTLY SUPERVISED
EMPLOYEES SUPERVISED THROUGH OTHERS
Areas of Responsibility
AREA OF RESPONSIBILITY
TOTAL PERCENT
I. Research Administration, Specialist 1 - Do not modify the language in this section. The % time in this section may not exceed 30%.
30%
Job Description #302989
(Draft) - Page 2 of 4 01. Under close supervision, administers and/or develops grant proposals, applications and support Percent
30%
documents in conjunction with PI. 02. Under close supervision, provides post-award financial
administration and management for research funds. Assists in preparation of routine proposal
budgets and support documents that are required by proposal guidelines. 03. Analyzes expenses,
develops cost projections, and assists with financial tracking and control. Interprets regulations and
guidelines and prepares periodic reports.
Essential
Yes
AREA OF RESPONSIBILITY
TOTAL PERCENT
II. Contracts and Grant Management - Do not modify the language in this section. The % time in this section must be at least 21%. 21%
01. Under close supervision prepares the close-out activities including: final projection, subcontracts, Percent
personnel, and recurring expenses. In conjunction with faculty/PI and Team Lead guidance, submits 21%
NCE request via Office of Post Award (OPAFs) as necessary and initiates fund changes or expense
transfers. Finally, completes FER closeout report and monitors Financiallink until all chart of accounts
are inactivated. With help of Supervisor, applies professional concepts to provide monthly financial
reports, projections, analyze spending and recommend adjustments. Prepares basic statistical
reports upon request. Assists in support of audit as directed by senior staff. 02. Serves as the liaison
to faculty/PI for the campus Reporting Systems (i.e. ECERT) Seeks information to learn & maintain
current knowledge on compliance regulations in all areas of research administration. Maintain
excellent rapport with the principal investigators; be responsive to request for information and
assistance from PIs and other involved campus departments as well as awarding agency program
and administrative representatives. 03. Under close supervision, provides post-award financial
administration and management for research funds in accordance with campus policy and agency
requirements. Limited subrecipient monitoring and administration. Provides standard financial
reports and projections. Under close supervision, monitors and ensures allowabilty for financial
transactions, expenditures, reconciles funds, identifies and resolves discrepancies, develops
financial reports and retains all necessary back up documentation. Processes non-competing
continuations, supplements, sub-award requests and other award/agreement amendments. Tracks
and ensures compliance with cost sharing commitments. 04. Under close supervision serves as the
primary faculty liaison, assists Principal Investigators (PI) with the development of contract and grant
proposals including proposal budgets. Prepares support documents as required by proposal
guidelines and coordinates proposal submissions with Office of Contracts & Grant (OCGA). The
Research Administrator (RSA) oversees the process from submission through negotiation of the
final award. RSA will primarily submit standard, single investigator, single institution proposals. 05.
Under close supervision, organizes plans, establishes and monitors fiscal budget control of
contracts and grants administration, gifts, endowments and privately funded projects for faculty
research programs. This is to ensure complete and accurate collection of research administration at
all stages of the contract and grant life cycle.
Essential
Yes
AREA OF RESPONSIBILITY
TOTAL PERCENT
III. Previous Job Card Responsibilities - Please include responsibilities from the previous job card and/or customize this section with responsibilities not already mentioned in the sections above. The % time in this section may not exceed 49%
49%
Please include language from the prior job card, if the responsibilities are not already described in
the above sections. The % time in this section may not exceed 49%.
Percent
Essential
49%
Yes
Knowledge, Skills and Abilities
DESCRIPTION
IMPORTANCE
A
Ability to learn and develop understanding of applicable federal, state, local, sponsor and institutional regulations,
policies, and guidelines. (CT)
Ability to learn and develop understanding of applicable compliance requirements related to use of human or animal
subjects in research, financial conflict of interest, biosafety, et cetera. (CT)
Ability to thrive in a busy, high-volume, and deadline driven work environment that requires coordination of multiple
activities and the judgment and flexibility to reprioritize to accommodate emergency requests. Detail oriented. (CT)
Ability to perform routine financial analysis and reporting. (CT)
Proficiency working with computer and information management systems. (CT)
Organization and communication skills and customer service focus. (CT)
Requires entry level problem solving skills.
Ability to work with a high degree of accuracy.
Demonstrated effective interpersonal skills to interact with diverse individuals and groups.
Ability to learn and stay current with compliance regulations in all areas of research administration.
Basic knowledge with generally accepted accounting, fiscal and reporting principles.
Basic knowledge with common sponsored award mechanisms.
Basic experience utilizing Financiallink reports or similar experience using other financial reporting tools.
Demonstrated ability to use spreadsheet and database software in financial analysis.
Experience working in a university environment.
Basic knowledge of OMB circulars such as Uniform Guidance, A-21, A110 and principles of cost accounting
standards, including allowability, allocability, and reasonableness, state, local, sponsor and institutional regulations,
policies, and guidelines.
Required
B
C
D
E
F
G
H
I
J
K
L
M
N
O
P
Job Description #302989
Required
Required
Required
Required
Required
Required
Required
Required
Required
Required
Required
Required
Required
Preferred
Preferred
(Draft) - Page 3 of 4 Environment
PHYSICAL ACTIVITIES
Standing: Rarely
Crawling: Rarely
Bending: Rarely
Walking: Rarely
Climbing: Rarely
Balancing: Rarely
Kneeling: Rarely
Seeing: Constantly
Sitting: Frequently
Keying: Frequently
Reaching: Rarely
Feeling: Occasionally
Talking: Frequently
Hearing: Frequently
Handling: Rarely
Lifting 0-20 lb: Rarely
Lifting 20-50 lb: Rarely
Carrying 50+ lb: Never
Lifting 50+ lb: Never
Pushing 0-20 lb: Rarely
Carrying 0-20 lb: Rarely
Pushing 20-50 lb: Rarely
Carrying 20-50 lb: Rarely
Pushing 50+ lb: Never
MENTAL ACTIVITIES
Reading: Frequently
Writing: Frequently
Calculating: Frequently
Communicating Orally: Frequently
Reasoning: Frequently
Analyzing: Frequently
Confined Areas: Constantly
Exposed to Weather: Never
Noise Exposure: Constantly
Vibrations: Rarely
Fumes/Odors/Mists/Dusts: Never
Extreme Temperatures: Rarely
Potential Allegenics: Never
Potential Hazards: Never
Work Inside: Constantly
Work Outside: Never
Other: ENVIRONMENTAL CONDITIONS
Signatures for Printed Copy
A. SAFETY
Based on Labor Code Section 6401.7 it is expected that all employees know and practice all appropriate safety methods and procedures.
B. PAYMENT OF OVERTIME
If this position is designated as eligible for premium overtime and is not subject to any collective bargaining agreement, overtime may be paid by either compensatory time off or cash at the option of the department, unless agreement to this effect is not reached, in which case pay shall be provided.
EMPLOYEE'S SIGNATURE
I certify that the above description is correct, complete and describes my job as I understand it.
I have read both the Safety and Overtime Payment statements.
Employee's Signature: ___________________________________________ Date: ___________
SUPERVISOR'S / DEPARTMENT HEAD'S SIGNATURES
I have reviewed the job description and the above statements and certify to their accuracy.
Supervisor's Signature: ___________________________________________ Date: ___________
Dept. Head's Signature: ___________________________________________ Date: ___________
Job Description #302989
(Draft) - Page 4 of 4 Request Summary
JOB DESCRIPTION NO
VERSION
301868
1
PREVIOUS JD NO
POSITION CONTROL NO
DEPARTMENT
UNIT CODE
VC AREA
VC-ACADEMIC AFFAIRS
000117
ACADEMIC AFF
REASON FOR REQUEST
REPLACEMENT FOR
Update description, minor changes (no title review)
INCUMBENT NAME
PHONE
INCUMBENT EMAIL
CURRENT TITLE
TITLE CODE
CURRENT GRADE
ADMIN SPEC 7646
PSS 4
REQUESTED TITLE
TITLE CODE
WORK LOCATION
Main Campus
CURRENT HEERA
REQUESTED GRADE
REQUESTED HEERA
BACKGROUND CHECK REQD?
C.O.I. DISCLOSURE REQD?
PHYSICAL REQD?
Yes
No
No
SUPERVISOR EMAIL
SUPERVISOR TITLE
SUPERVISOR NAME
PHONE
Department Classification
DEPARTMENT CLASSIFIER
CLASSIFIER EMAIL
CLASSIFIER PHONE
Ross, Steven M.
sross@ucsd.edu
858-822-3072
APPROVED TITLE
APPROVED TITLE CODE
APPROVED GRADE
ADMIN SPEC 7646
PSS 4
EFFECTIVE DATE
DATE RECEIVED
DATE REVIEW COMPLETED
10-29-2015
10-29-2015
DEPARTMENT CLASSIFIER COMMENTS
IMPORTANT INFORMATION
This job description functions as a template tool for delegated authorities in the EVC Area to classify positions in the functional area of sponsored research/research administration. This is a classification practice internal to the EVC area and is an early implementation effort by the EVC area for Career Tracks mapping of the Research Administration Family. The UCSD-wide implementation, however, will be coordinated by Campus HR and must follow the (tbd) guidelines set forth by UCOP. Comp/Class encourages and supports the efforts of the departments to accurately reflect the responsibilities of our employee and the use of these job card templates. There is no guarantee that the decisions made by the delegated authorities during the early implementation effort will, in fact, be mapped over to the corresponding levels in the Career Tracks Research Administration family. Campus HR will make the determination of classification levels for all Career Tracks titles and ensuring that the implementation of the UCSD Career Tracks titles is consistent with the system-wide implementation. INSTRUCTIONS / REMINDERS ABOUT YOUR RESPONSIBILITY AS THE DELEGATED AUTHORITY
Delegated Authority for Classification of this Title Code should analyze all this information. Most of these factors will be addressed in the Supplement, but you are encouraged to analyze the information in your classifier comments. • Describe how and why the job has changed. Include functions that have been added or deleted and include dates. • Explain why you believe these changes support a change of classification.
• Compare position to the Classification Matrix for Sponsored Research Administrators (see attached), class specs/series concepts, series overview. Specify what factors apply/not apply to this particular position
• Identify other positions in the department (if not department, then division or VC) that are classified at the same title and compare complexity, scope, responsibility, resources managed, resource profiles, employees supervised, supervision received, degree of independence/initiative/innovation/originality applied, organizational structure, etc. • Identify if and why any other positions in the unit will be reclassified or modified within close time proximity to this position. For example, there are 3 Admin Specialists in the unit at the RA 1 level, and 2 of those positions are being reclassified to the RA 2 level because (include justification).
• Describe the change in responsibilities. For example, where did the work come from? Who was doing it before? What is the reason for this change? • Revise other job cards affected by this position, if applicable
• Describe what percent of this job has changed?
• Remember that changes in the nature, variety and difficulty of work are considered. Volume of work and employee performance are not considered.
Overview
WORKING TITLE
Job Description #301868
(Draft) - Page 1 of 4 Research Administrator 2 (100%)
DEPARTMENT OVERVIEW
This job description functions as a template tool for delegated authorities in the EVC Area to classify positions in the functional area of sponsored research/research administration. This is a classification practice internal to the EVC area and is an early implementation effort by the EVC area for Career Tracks mapping of the Research Administration Family. The UCSD-wide implementation, however, will be coordinated by Campus HR and must follow the (tbd) guidelines set forth by UCOP. POSITION OVERVIEW
This is a professional position at the intermediate level, fully operational level of the Research Administrator series. The incumbent applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.
The incumbent will be providing moderate analytical and financial support in proposal processing, contract and grant administration, and budget development, including pre-award proposal initiatives, management of funds post-award, and closeout activities for federal, state, local and private sponsors. Involves activities associated with forecasting, planning, and managing of research portfolios by performing some or all of the following: coordinating and identifying and developing and/or presenting proposals, contracts and other agreements; reviewing proposals to ensure institutional compliance; negotiating, administering and monitoring contract and grant awards, including compliance with regulations, terms and conditions; financial management and reporting; and sub award/subcontract issuance and administration.
Under general supervision, develops and/or oversees research proposals, awards and/or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional and research sponsor policies. Works on proposals of moderate scope such as single investigator NSF proposals where analysis of financial information or reports requires review of a variety of factors (e.g. budgets, salaries, expenses, etc). Receives assignments on project basis and fully analyzes problems, gathers data and information, and recommends solutions. May be eligible for delegated signature authority. Completes and approves transactions for signature by manager or other authorized institutional official. The complexity of the proposals and awards is defined as follows: Type of Proposals - Unsolicited proposals; some RFA, RFP, or PA responding proposals; <25% subaward proposals, <25% institutional commitment proposals; moderate variety of agencies; Type of Awards - Regular research awards; <25% subawards; <25% cost sharing; moderate number of awarding entities. Type of Self-Supporting Activities - Research recharge operations (income , $5M/year; training grants). Contributions to Development of Policies and Procedures - Provides data gathering and analysis to the development of policies and procedures.
Resources to be managed will be determined by each department reflecting the quantitative measures in the Classification Matrix for Sponsored Research Administration.
EDUCATION AND EXPERIENCE
Minimum of a Bachelors degree in related area and one year relevant experience, and/or equivalent SPECIAL CONDITIONS
Overtime and weekends may be required.
Job offer is contingent on clear Background Check.
LICENSES AND CERTIFICATIONS
EMPLOYEES DIRECTLY SUPERVISED
EMPLOYEES SUPERVISED THROUGH OTHERS
Areas of Responsibility
AREA OF RESPONSIBILITY
TOTAL PERCENT
I. Research Administration, Specialist 2 - Do not modify the language in this section. The % time in this section may not exceed 30%
30%
01. Under general supervision, organizes, plans, establishes and monitors fiscal budget control of
Job Description #301868
Percent
Essential
(Draft) - Page 2 of 4 30%
contracts and grants administration, gifts, endowments and privately funded projects for faculty
research programs. 02. Analyzes transactions, expenditures, identifies and resolves discrepancies,
financial and inventory reports. Prepares proposal budgets and support documents that are required
by proposal guidelines. 03. Develops and/or oversees non-competing continuations, supplements
and other award/agreement amendments. 04. Applies professional concepts to provide projections,
analyze spending and recommend adjustments. 05. Under general supervision, provides post-award
financial administration and management for research funds in accordance with organization policy
and agency requirements. 06. Advises department administrators on compliance regulations. 07.
Assists in support of audit as directed by senior staff.
Yes
AREA OF RESPONSIBILITY
TOTAL PERCENT
II. Contracts and Grant Management - Do not modify the language in this section. The % time in this section may be as great as 70%. At a minimum, it must be at least 21%.
21%
Percent
01. Under general supervision, provides post-award financial administration and management for
21%
research funds in accordance with campus policy and agency requirements. Limited subrecipient
monitoring and administration. Provides standard financial reports and projections. 02. Under
general supervision, monitors and ensures allowabilty for financial transactions, expenditures,
reconciles funds, identifies and resolves discrepancies, develops financial reports and retains all
necessary back up documentation. Processes non-competing continuations, supplements, subaward requests and other award/agreement amendments. Tracks and ensures compliance with cost
sharing commitments. 03. Under general supervision serves as the primary faculty liaison, assists
Principal Investigators (PI) with the development of contract and grant proposals including proposal
budgets. Prepares support documents as required by proposal guidelines and coordinates proposal
submissions with Office of Contracts & Grant (OCGA). The Research Administrator (RSA) oversees
the process from submission through negotiation of the final award. RSA will primarily submit
standard, single investigator, single institution proposals. 04. Under general supervision, organizes
plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts,
endowments and privately funded projects for faculty research programs. This is to ensure complete
and accurate collection of research administration at all stages of the contract and grant life cycle.
05. Under general supervision prepares the close-out activities including: final projection,
subcontracts, personnel, and recurring expenses. In conjunction with faculty/PI and Team Lead
guidance, submits NCE request via Office of Post Award (OPAFs) as necessary and initiates fund
changes or expense transfers. Finally, completes FER closeout report and monitors Financiallink
until all chart of accounts are inactivated. 06. Applies professional concepts to provide monthly
financial reports, projections, analyze spending and recommend adjustments. Prepares basic
statistical reports upon request. Assists in support of audit as directed by senior staff. Serves as the
liaison to faculty/PI for the campus Reporting Systems (i.e. ECERT) 07. Seeks information to
maintain current knowledge on compliance regulations in all areas of research administration.
Maintain excellent rapport with the principal investigators; be responsive to request for information
and assistance from PIs and other involved campus departments as well as awarding agency
program and administrative representatives.
Essential
Yes
AREA OF RESPONSIBILITY
TOTAL PERCENT
III. Please include language from the prior job card, if the responsibilities are not already described in the above sections. The % time in this section may not exceed 49%.
49%
Please include language from the prior job card, if the responsibilities are not already described in
the above sections. The % time in this section may not exceed 49%.
Percent
Essential
49%
Yes
Knowledge, Skills and Abilities
DESCRIPTION
IMPORTANCE
A
B
Knowledge of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines. (CT)
Knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial
conflict of interest, biosafety, et cetera. (CT)
Maintains current knowledge of compliance regulations in all areas of research administration. (CT)
Ability to manage a high volume of transactions. (CT)
Ability to perform moderately complex financial analysis and customized reporting. (CT)
Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles. (CT)
Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management
and financial reports. (CT)
Independent judgment and strong organization and communication skills and customer service focus. (CT)
Effective problem solving skills.
Demonstrated effective interpersonal skills to interact with diverse individuals and groups.
Familiarity with OMB circulars such as Uniform Guidance, A-21, A110 and principles of cost accounting standards,
including allowability, allocability, and reasonableness, state, local, sponsor and institutional regulations, policies, and
guidelines.
Ability to work in a fast paced environment with overlapping deadlines and short lead times and maintain a high level
of attention to detail, and ability to work with a high degree of accuracy.
Experience working with computer and information management systems.
Familiarity with common sponsored award mechanisms.
Required
Required
C
D
E
F
G
H
I
J
K
L
M
N
Job Description #301868
Required
Required
Required
Required
Required
Required
Required
Required
Required
Required
Required
Required
(Draft) - Page 3 of 4 O
Familiarity in utilizing Financiallink reports or similar experience using other financial reporting tools.
Required
P
Experience working in a university environment.
Preferred
Environment
PHYSICAL ACTIVITIES
Standing: Rarely
Crawling: Rarely
Bending: Rarely
Walking: Rarely
Climbing: Rarely
Balancing: Rarely
Kneeling: Rarely
Seeing: Constantly
Sitting: Constantly
Keying: Frequently
Reaching: Occasionally
Feeling: Rarely
Talking: Frequently
Hearing: Frequently
Handling: Rarely
Lifting 0-20 lb: Rarely
Lifting 20-50 lb: Rarely
Carrying 50+ lb: Never
Lifting 50+ lb: Never
Pushing 0-20 lb: Rarely
Carrying 0-20 lb: Rarely
Pushing 20-50 lb: Rarely
Carrying 20-50 lb: Rarely
Pushing 50+ lb: Rarely
MENTAL ACTIVITIES
Reading: Constantly
Writing: Frequently
Calculating: Frequently
Communicating Orally: Frequently
Reasoning: Frequently
Analyzing: Frequently
Confined Areas: Rarely
Exposed to Weather: Rarely
Noise Exposure: Frequently
Vibrations: Rarely
Fumes/Odors/Mists/Dusts: Never
Extreme Temperatures: Rarely
Potential Allegenics: Rarely
Potential Hazards: Never
Work Inside: Constantly
Work Outside: Never
Other: ENVIRONMENTAL CONDITIONS
Signatures for Printed Copy
A. SAFETY
Based on Labor Code Section 6401.7 it is expected that all employees know and practice all appropriate safety methods and procedures.
B. PAYMENT OF OVERTIME
If this position is designated as eligible for premium overtime and is not subject to any collective bargaining agreement, overtime may be paid by either compensatory time off or cash at the option of the department, unless agreement to this effect is not reached, in which case pay shall be provided.
EMPLOYEE'S SIGNATURE
I certify that the above description is correct, complete and describes my job as I understand it.
I have read both the Safety and Overtime Payment statements.
Employee's Signature: ___________________________________________ Date: ___________
SUPERVISOR'S / DEPARTMENT HEAD'S SIGNATURES
I have reviewed the job description and the above statements and certify to their accuracy.
Supervisor's Signature: ___________________________________________ Date: ___________
Dept. Head's Signature: ___________________________________________ Date: ___________
Job Description #301868
(Draft) - Page 4 of 4 Request Summary
JOB DESCRIPTION NO
VERSION
301861
1
PREVIOUS JD NO
POSITION CONTROL NO
DEPARTMENT
UNIT CODE
VC AREA
VC-ACADEMIC AFFAIRS
000117
ACADEMIC AFF
REASON FOR REQUEST
REPLACEMENT FOR
Recruitment for a new position
INCUMBENT NAME
PHONE
INCUMBENT EMAIL
CURRENT TITLE
TITLE CODE
CURRENT GRADE
CURRENT HEERA
REQUESTED TITLE
TITLE CODE
REQUESTED GRADE
REQUESTED HEERA
ADMIN ANL 7243
PSS 5
New Position
WORK LOCATION
Main Campus
BACKGROUND CHECK REQD?
C.O.I. DISCLOSURE REQD?
PHYSICAL REQD?
Yes
No
No
SUPERVISOR EMAIL
SUPERVISOR TITLE
SUPERVISOR NAME
PHONE
Department Classification
DEPARTMENT CLASSIFIER
CLASSIFIER EMAIL
CLASSIFIER PHONE
Ross, Steven M.
sross@ucsd.edu
858-822-3072
APPROVED TITLE
APPROVED TITLE CODE
APPROVED GRADE
ADMIN ANL 7243
PSS 5
EFFECTIVE DATE
DATE RECEIVED
DATE REVIEW COMPLETED
10-29-2015
10-29-2015
DEPARTMENT CLASSIFIER COMMENTS
IMPORTANT INFORMATION
This job description functions as a template tool for delegated authorities in the EVC Area to classify positions in the functional area of sponsored research/research administration. This is a classification practice internal to the EVC area and is an early implementation effort by the EVC area for Career Tracks mapping of the Research Administration Family. The UCSD-wide implementation, however, will be coordinated by Campus HR and must follow the (tbd) guidelines set forth by UCOP. Comp/Class encourages and supports the efforts of the departments to accurately reflect the responsibilities of our employee and the use of these job card templates. There is no guarantee that the decisions made by the delegated authorities during the early implementation effort will, in fact, be mapped over to the corresponding levels in the Career Tracks Research Administration family. Campus HR will make the determination of classification levels for all Career Tracks titles and ensuring that the implementation of the UCSD Career Tracks titles is consistent with the system-wide implementation. INSTRUCTIONS / REMINDERS ABOUT YOUR RESPONSIBILITY AS THE DELEGATED AUTHORITY
Delegated Authority for Classification of this Title Code should analyze all this information. Most of these factors will be addressed in the Supplement, but you are encouraged to analyze the information in your classifier comments. • Describe how and why the job has changed. Include functions that have been added or deleted and include dates. • Explain why you believe these changes support a change of classification.
• Compare position to the Classification Matrix for Sponsored Research Administrators (see attached), class specs/series concepts, series overview. Specify what factors apply/not apply to this particular position
• Identify other positions in the department (if not department, then division or VC) that are classified at the same title and compare complexity, scope, responsibility, resources managed, resource profiles, employees supervised, supervision received, degree of independence/initiative/innovation/originality applied, organizational structure, etc. • Identify if and why any other positions in the unit will be reclassified or modified within close time proximity to this position. For example, there are 3 Admin Specialists in the unit at the RA 1 level, and 2 of those positions are being reclassified to the RA 2 level because (include justification).
• Describe the change in responsibilities. For example, where did the work come from? Who was doing it before? What is the reason for this change? • Revise other job cards affected by this position, if applicable
• Describe what percent of this job has changed?
• Remember that changes in the nature, variety and difficulty of work are considered. Volume of work and employee performance are not considered.
Job Description #301861
(Draft) - Page 1 of 5 Overview
WORKING TITLE
Research Administrator, Analyst (100%)
DEPARTMENT OVERVIEW
This job description functions as a template tool for delegated authorities in the EVC Area to classify positions in the functional area of sponsored research/research administration. This is a classification practice internal to the EVC area and is an early implementation effort by the EVC area for Career Tracks mapping of the Research Administration Family. The UCSD-wide implementation, however, will be coordinated by Campus HR and must follow the (tbd) guidelines set forth by UCOP. POSITION OVERVIEW
This is a professional position at the experienced level of the Research Administrator Series. The incumbent is an 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.
Uses skills as a seasoned, experienced research administrator to independently develop and/or oversee research proposals, awards and transactions related to contract and grant management and maintains contract and grant records in compliance with institutional research sponsor policies. Work on proposals 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 that may involve multiple investigators and/or multiple subawards. Guides less experienced staff and provides team leadership in the development of policies and procedures.
Complexity is define as follows: Type of Proposals - Highly complex proposals involving one or more of the following: multiple departments; multiple institutions (subawards); significant institutional cost-sharing; institutional commitment proposals; responsive to award agency proposal requirements (RFP, RFA, PA); numerous integrated projects; Program Project or Center applications; training grant applications; and Contracts; extensive variety of agencies and extensive number of awarding entities; significant and unique reporting requirements; significant equipment acquisition or fabrication; performance milestones. Such proposals will usually be in excess of $6 million (direct cost) annually. Type of Awards - Funds managed will be for awards received as a result of submission of proposals described above. Type of Self-Supporting Activities - The self-supporting activities and research recharge operations are large and complex in nature (income > $5M). Contributions to Development of Policies and Procedures - Provide team leadership in the development of policies and procedures; approve or recommend for approval changes
Incumbent provides analytical and financial support in proposal processing, contract and grant administration, and budget development, including pre-award proposal initiatives, management of funds post-award, and closeout activities for federal, state, local and private sponsors. Involves activities associated with forecasting, planning, and managing of research portfolios by performing some or all of the following: coordinating and identifying and developing and/or presenting proposals, contracts and other agreements; reviewing proposals to ensure institutional compliance; negotiating, administering and monitoring contract and grant awards, including compliance with regulations, terms and conditions; financial management and reporting; and sub award/subcontract issuance and administration.
Resources to be managed will be determined by each department reflecting the quantitative measures in the Classification Matrix for Sponsored Research Administrators.
EDUCATION AND EXPERIENCE
Minimum of a Bachelors degree and two year's experience in related area and/or equivalent
SPECIAL CONDITIONS
Job offer is contingent on clear Background Check.
Overtime and weekends may be required.
LICENSES AND CERTIFICATIONS
EMPLOYEES DIRECTLY SUPERVISED
EMPLOYEES SUPERVISED THROUGH OTHERS
Job Description #301861
(Draft) - Page 2 of 5 Areas of Responsibility
AREA OF RESPONSIBILITY
TOTAL PERCENT
I. Research Administrator, Analyst - Do not modify the language in this section. The % time in this section may not exceed 30%
30%. Percent
01. Organizes, plans, establishes and monitors fiscal budget control of contracts and grants
30%
administration, gifts, endowments and privately funded projects for faculty research programs. 02.
Prepares complex proposal budgets and support documents that are required by proposal
guidelines. 03. Coordinates proposal submission. 04. Provides post-award financial administration
and management for research funds in accordance with organization policy and agency
requirements. 05. Provides guidance and counsel on complex research administration matters,
including compliance regulations, to principal investigators and department Administrators. 06.
Assists in support of audits as directed by senior staff. 07. 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. 08. Applies professional knowledge/experience to prepare, review and/or approve
financial transactions. 09. Independently gathers information as needed to perform financial analysis.
Essential
Yes
AREA OF RESPONSIBILITY
TOTAL PERCENT
II. Contracts & Grant Managment - Do not modify the language in this section. The % time in this section must be at least 30%
30%.
Percent
01.Under limited supervision, provides post-award financial administration and management for
research funds in accordance with campus policy and agency requirements. Identifies and analyzes 30%
new project requirements, communicate and manage the strategy for complying with regulations
unique to a specific contract or grant. Post award sub-recipient monitoring and administration.
Conducts financial analysis and projections. 02. Under limited supervision, monitors and ensures
allowabilty for financial transactions, expenditures, reconciles funds, identifies and resolves
discrepancies and retains all necessary back up documentation. Processes non-competing
continuations, supplements, sub-award requests and other award/agreement amendments.
Manages multi- institution sub awards, Tracks and ensures compliance with cost sharing
commitments. 03. Under limited supervision, prepares the close-out activities including: final
projection, subcontracts, personnel, and recurring expenses. In conjunction with faculty/PI submits
NCE request via OCGA as necessary and initiates fund changes or expense transfers. Finally,
completes FER closeout report and monitors Finanaciallink until all chart of accounts are inactivated.
04. Under limited supervision, organizes plans, establishes and monitors fiscal budget control of
contracts and grants administration, gifts, endowments and privately funded projects for faculty
research programs. Maintain excellent rapport with the principal investigators; be responsive to
request for information and assistance from PIs and other involved campus departments as well as
awarding agency program and administrative representatives. 05. Under limited supervision, serves
as the primary faculty liaison, assists Principal Investigators (PI) with the development of contract
and grant proposals including proposal budgets. Prepares support documents as required by
proposal guidelines and coordinates proposal submissions with Office of Contracts & Grants
(OCGA). The Research Administrator (RSA) oversees the process from submission through
negotiation of the final award. RSA will work with more complex proposals which involve multiple
investigators and/or multiple institutions and subawards. 06. Applies professional concepts to
provide monthly financial reports, projections, analyze spending and recommend adjustments.
Assists in support of audits as directed by senior staff. Serves as the liaison to faculty for the
campus Reporting Systems (i.e. ECERT) Seeks information to maintain current knowledge on
compliance regulations in all areas of research administration. 07. Other duties as assigned.
Essential
Yes
AREA OF RESPONSIBILITY
TOTAL PERCENT
III. Financial Analysis and Management - Do not modify the language in this section. The % time in this section must be at least 10%. 10%
01. Provides advice regarding sponsored projects administration to Department Administrators and Percent
10%
PIs. Clarify issues regarding intellectual property such as sub-award relationships with foreign
entities, and ownership of research and having proper signature authority by the sub awardee.
Review of rare research issues (such as interpretation of ITAR and implications, fee
structure/distribution of foreign visitor costs, and high profile research collaborations.) Resolves
complex issues regarding cost share commitments. Resolves outstanding deficits and
recommending compliant solutions to PIs. Seeks exceptions to procedure or policy at the Division or
Campus level when necessary. 02. Provides team leadership in the development of policies and
procedures; solicits recommendations from within and outside of the administrative unit to improve
the structure and functions of the administrative unit as well as the relationship(s) between the
administrative unit and other units; composes recommendations for improvements to policies and
procedures and presents recommendations to supervisor. Plan and develop procedures to ensure
that special conditions such as cost sharing contributions, participant costs, funding for
undergraduate or graduate training, etc. are tracked properly to comply with CAS, FDP, UC, Federal
and Agency requirements. 03. Communicates directly with central units to achieve a solution to
problematic issues which arise for example, incorrect program codes, foreign exchange invoicing
and reporting, multi-location appointments, sub-awards issued from research gift money, business
Job Description #301861
Essential
Yes
(Draft) - Page 3 of 5 contracts and consultants. 04. Ensures complete and accurate collection of research management
administration data at all stages of the contract and grant life cycle. 05. Prepares ad hoc nontechnical statistical reports as needed.
AREA OF RESPONSIBILITY
TOTAL PERCENT
IV. Previous Job Card Responsibilities - Please include responsibilities from the previous job card and/or customize this section with responsibilities not already mentioned in the sections above. The % time in this section may not exceed 30% 30%
Please include language from the prior job card, if the responsibilities are not already described in
the above sections. The % time in this section may not exceed 30%.
Percent
Essential
30%
Yes
Knowledge, Skills and Abilities
DESCRIPTION
IMPORTANCE
A
Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting
research and educational activities preferably in a university environment. (CT)
Required
B
Through knowledge of applicable compliance requirements related to use of human or animal subjects in research,
financial conflict of interest, biosafety, etc. (CT)
Required
C
Maintains current knowledge of compliance regulations in all areas of research administration.(CT)
Required
D
Ability to manage significant volume of transactions. (CT)
Required
E
Ability to perform complex financial analysis and customized reporting.(CT)
Required
F
Demonstrated knowledgeable of generally accepted accounting, fiscal and reporting principles. (CT)
Required
G
Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management
and financial reports.(CT)
Independent judgment and strong organization and communication skills and customer service focus across broad
and diverse subject areas (CT).
Demonstrated effective interpersonal skills to interact with diverse individuals and groups.
Knowledgeable about 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.
Requires thorough knowledge in OMB circulars such as Universal Guidance, A-21, A110 and principles of cost
accounting standards, including allowability, allocability, and reasonableness, state, local, sponsor and institutional
regulations, policies, and guidelines.
Ability to work in a fast paced environment with overlapping deadlines and short lead times and maintain a high level
of attention to detail, and ability to work with a high degree of accuracy.
Proficiency working with computer and information management systems.
Experienced with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements.
Proficiency in utilizing Financiallink reports, queries, and use pivot tables or similar experience using other financial
reporting tools.
Stays current on compliance regulations in all areas of research administration.
Required
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Required
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Environment
PHYSICAL ACTIVITIES
Standing: Rarely
Climbing: Rarely
Balancing: Rarely
Crawling: Rarely
Kneeling: Rarely
Seeing: Constantly
Bending: Rarely
Sitting: Constantly
Keying: Frequently
Walking: Rarely
Reaching: Occasionally
Feeling: Rarely
Talking: Frequently
Lifting 20-50 lb: Occasionally
Carrying 50+ lb: Rarely
Hearing: Frequently
Lifting 50+ lb: Occasionally
Pushing 0-20 lb: Occasionally
Handling: Rarely
Carrying 0-20 lb: Occasionally
Pushing 20-50 lb: Occasionally
Lifting 0-20 lb: Occasionally
Carrying 20-50 lb: Occasionally
Pushing 50+ lb: Rarely
MENTAL ACTIVITIES
Reading: Constantly
Communicating Orally: Frequently
Writing: Frequently
Reasoning: Frequently
Calculating: Frequently
Analyzing: Frequently
Exposed to Weather: Rarely
Extreme Temperatures: Rarely
Potential Allegenics: Rarely
Other: Noise Exposure: Constantly
Potential Hazards: Never
Work Inside: Constantly
ENVIRONMENTAL CONDITIONS
Confined Areas: Rarely
Vibrations: Rarely
Fumes/Odors/Mists/Dusts: Never
Work Outside: Never
Signatures for Printed Copy
A. SAFETY
Based on Labor Code Section 6401.7 it is expected that all employees know and practice all appropriate safety methods and procedures.
B. PAYMENT OF OVERTIME
Job Description #301861
(Draft) - Page 4 of 5 If this position is designated as eligible for premium overtime and is not subject to any collective bargaining agreement, overtime may be paid by either compensatory time off or cash at the option of the department, unless agreement to this effect is not reached, in which case pay shall be provided.
EMPLOYEE'S SIGNATURE
I certify that the above description is correct, complete and describes my job as I understand it.
I have read both the Safety and Overtime Payment statements.
Employee's Signature: ___________________________________________ Date: ___________
SUPERVISOR'S / DEPARTMENT HEAD'S SIGNATURES
I have reviewed the job description and the above statements and certify to their accuracy.
Supervisor's Signature: ___________________________________________ Date: ___________
Dept. Head's Signature: ___________________________________________ Date: ___________
Job Description #301861
(Draft) - Page 5 of 5 Request Summary
JOB DESCRIPTION NO
VERSION
302779
1
PREVIOUS JD NO
POSITION CONTROL NO
DEPARTMENT
UNIT CODE
VC AREA
VC-ACADEMIC AFFAIRS
000117
ACADEMIC AFF
REASON FOR REQUEST
REPLACEMENT FOR
Recruitment for a new position
INCUMBENT NAME
PHONE
INCUMBENT EMAIL
CURRENT TITLE
TITLE CODE
CURRENT GRADE
CURRENT HEERA
REQUESTED TITLE
TITLE CODE
REQUESTED GRADE
REQUESTED HEERA
ADMIN ANL SR 7242
PSS 6
All Others, not Confidential
BACKGROUND CHECK REQD?
C.O.I. DISCLOSURE REQD?
PHYSICAL REQD?
Yes
No
No
SUPERVISOR EMAIL
SUPERVISOR TITLE
New Position
SUPERVISOR NAME
WORK LOCATION
Main Campus
PHONE
Department Classification
DEPARTMENT CLASSIFIER
CLASSIFIER EMAIL
CLASSIFIER PHONE
Ross, Steven M.
sross@ucsd.edu
858-822-3072
APPROVED TITLE
APPROVED TITLE CODE
APPROVED GRADE
ADMIN ANL SR 7242
PSS 6
EFFECTIVE DATE
DATE RECEIVED
DATE REVIEW COMPLETED
10-29-2015
10-29-2015
DEPARTMENT CLASSIFIER COMMENTS
IMPORTANT INFORMATION
This job description functions as a template tool for delegated authorities in the EVC Area to classify positions in the functional area of sponsored research/research administration. This is a classification practice internal to the EVC area and is an early implementation effort by the EVC area for Career Tracks mapping of the Research Administration Family. The UCSD-wide implementation, however, will be coordinated by Campus HR and must follow the (tbd) guidelines set forth by UCOP. Comp/Class encourages and supports the efforts of the departments to accurately reflect the responsibilities of our employee and the use of these job card templates. There is no guarantee that the decisions made by the delegated authorities during the early implementation effort will, in fact, be mapped over to the corresponding levels in the Career Tracks Research Administration family. Campus HR will make the determination of classification levels for all Career Tracks titles and ensuring that the implementation of the UCSD Career Tracks titles is consistent with the system-wide implementation. INSTRUCTIONS / REMINDERS ABOUT YOUR RESPONSIBILITY AS THE DELEGATED AUTHORITY
Delegated Authority for Classification of this Title Code should analyze all this information. Most of these factors will be addressed in the Supplement, but you are encouraged to analyze the information in your classifier comments. • Describe how and why the job has changed. Include functions that have been added or deleted and include dates. • Explain why you believe these changes support a change of classification.
• Compare position to the Classification Matrix for Sponsored Research Administrators (see attached), class specs/series concepts, series overview. Specify what factors apply/not apply to this particular position
• Identify other positions in the department (if not department, then division or VC) that are classified at the same title and compare complexity, scope, responsibility, resources managed, resource profiles, employees supervised, supervision received, degree of independence/initiative/innovation/originality applied, organizational structure, etc. • Identify if and why any other positions in the unit will be reclassified or modified within close time proximity to this position. For example, there are 3 Admin Specialists in the unit at the RA 1 level, and 2 of those positions are being reclassified to the RA 2 level because (include justification).
• Describe the change in responsibilities. For example, where did the work come from? Who was doing it before? What is the reason for this change? • Revise other job cards affected by this position, if applicable
• Describe what percent of this job has changed?
• Remember that changes in the nature, variety and difficulty of work are considered. Volume of work and employee performance are not considered.
Overview
Job Description #302779
(Draft) - Page 1 of 5 WORKING TITLE
Research Administrator, Senior Analyst (100%)
DEPARTMENT OVERVIEW
This job description functions as a template tool for delegated authorities in the EVC Area to classify positions in the functional area of sponsored research/research administration. This is a classification practice internal to the EVC area and is an early implementation effort by the EVC area for Career Tracks mapping of the Research Administration Family. The UCSD-wide implementation, however, will be coordinated by Campus HR and must follow the (tbd) guidelines set forth by UCOP. POSITION OVERVIEW
This is a professional position at the advanced level of the Research Administrator series. The incumbent is a 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. The RA 4 is a technical leader who regularly applies theory and puts it into practice with a thorough understanding of the professional field; reforms the full range of responsibilities within the function; applies thorough job knowledge; works on problems of diverse scope within and outside of the organization with the goal of identifying areas for improvement and recommending solutions to organizational management. Involves providing analytical and financial support in proposal processing, contract and grant administration, and budget development, including pre-award proposal initiatives, management of funds post-award, and closeout activities for federal, state, local and private sponsors. Involves activities associated with forecasting, planning, and managing of research portfolios by performing some or all of the following: coordinating and identifying and developing and/or presenting proposals, contracts and other agreements; reviewing proposals to ensure institutional compliance; negotiating, administering and monitoring contract and grant awards, including compliance with regulations, terms and conditions; financial management and reporting; and sub award/subcontract issuance and administration. Responsible for interpreting and applying campus and award agency policies and procedures,
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 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. Typically works highly complex proposals such as grants/contracts which require task budgets, option years, multiple investigators and multiple sub awards. The complexity of the proposals and awards is defined as follows: Type of Proposals - Highly complex proposals involving one or more of the following: multiple departments; multiple institutions (subawards); significant institutional cost-sharing; responsive to award agency proposal requirements (RFP, RFA, PA); numerous integrated projects; significant and unique reporting requirements; significant equipment acquisition or fabrication; performance milestones. Such proposals will usually be in excess of $6 million (direct cost) annually. Type of Awards - Funds managed will be for awards received as a result of submission of proposals described above. Contributions to Development of Policies and Procedures - Provide team leadership in the development of policies and procedures; approve or recommend for approval changes.
Resources to be managed will be determined by each department reflecting the quantitative measures in the Classification Matrix for Research Administrators.
EDUCATION AND EXPERIENCE
Minimum of a Bachelors degree and four year's experience in related area and/or equivalent SPECIAL CONDITIONS
Job Offer Is Contingent On Clear Background Check
LICENSES AND CERTIFICATIONS
EMPLOYEES DIRECTLY SUPERVISED
Job Description #302779
(Draft) - Page 2 of 5 EMPLOYEES SUPERVISED THROUGH OTHERS
Areas of Responsibility
AREA OF RESPONSIBILITY
TOTAL PERCENT
I. Research Administrator, Senior Analyst - Do not modify the language in this section. The % time in this section may not exceed 30%. 30%
Percent
01. Leads the organization, planning, establishment and monitoring of fiscal budget control of
contracts and grants administration, submissions, budgets, support documents, gifts, endowments 30%
and privately funded projects for faculty research programs. 02. Administers, in coordination with
central and departmental administrators, the administrative and financial aspects of complex,
awarded projects with organization-wide impact. 03. Provides highly complex projections, analysis
and recommendations. 04. Assists in support of audit as directed by senior staff. 05. Provides
guidance and counsel on wide variety of highly complex research administration matters to principal
investigators, senior departmental administrators and less experienced department staff. 06.
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. 07.
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. 08. Prepares , reviews and/or approves financial transactions.
Independently gathers information as needed to perform financial analysis.
Essential
Yes
AREA OF RESPONSIBILITY
TOTAL PERCENT
II. Contracts and Grants Management - Do not modify the language in this section. The % time in this section must be at least 40%.
40%
01. Under direction, serves as the primary faculty liaison, assists Principal Investigators (PI) with the Percent
development of contract and grant proposals including proposal budgets. Prepares comprehensive 40%
support documents as required by solicitations and proposal guidelines and coordinates proposal
submissions with Sponsored Projects Office. The RSO oversees the process from submission
through negotiation of the final award. RSO will work with the most complex proposals (i.e. center
grants/contracts) which require task budgets, option years, multiple investigators and multiple subawardees at multiple locations. 02. Under direction, manages post-award financial administration for
complex research funds in accordance with campus policy and agency requirements.
Comprehensive post award sub-recipient monitoring and administration. Conducts highly complex
analysis, develops sophisticated projections, and determines courses of action and
recommendations. Provide counsel to principal investigators on funding options and requirements
for effective management of issues crossing multiple research projects. 03. Monitors and ensures
allowabilty for financial transactions, expenditures, reconciles funds, identifies and resolves
discrepancies and retains all necessary back up documentation. Processes non-competing
continuations, supplements, sub-award requests and other award/agreement amendments. Tracks
and ensures compliance with cost sharing commitments and effort reporting requirements.
Independently responsible for the interpretation and application of campus and agency policies and
procedures governing extramural award administration. Coordinate internal and external audits of
faculty research projects. 04. Works closely with organization management on portfolio 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. 05. Under direction, prepares the close-out activities including, final
projection, reviews subcontracts, personnel, and recurring expenses. In conjunction with faculty
submits NCE request via SPO as necessary and initiates fund changes or expense transfers.
Finally, completes EFA closeout report and monitors BAIRS until all chart strings are invalidated. 06.
Applies professional concepts to provide monthly financial reports, projections, analyze spending
and recommend adjustments. Provides guidance and counsel on research administration matters to
principal investigators, departmental administrators and less experienced department staff. Seeks
information to maintain current knowledge on compliance regulations in all areas of research
administration and provides updates to team and/or less experienced staff. Prepares requisite
complex ad hoc non-technical statistical reports. Serves as the liaison to faculty for the campus
Reporting Systems (e.g. ECERT). Assists in support of audit as directed by senior staff.
Essential
Yes
AREA OF RESPONSIBILITY
TOTAL PERCENT
III. Financial Management - Do not modify the language in this section. The % time in this section must be at least 7%.
7%
01. Participates with unit management in the development of best practices for sponsored projects Percent
administration. Utilizes thorough knowledge to recommend unit-wide solutions to complex research 7%
issues. Developers and recommends unit-wide, compliant solutions to award deficits. Interactions
require a high level of tract, diplomacy and confidentiality where consequences of errors of judgment
may be serious and have significant financial and research implications for the department, division,
or campus. 02. Ensures complete and accurate collection of research management administration
data at all stages of the contract and grant life cycle. 03. Prepares ad hoc non-technical statistical
reports as needed.
Job Description #302779
Essential
Yes
(Draft) - Page 3 of 5 AREA OF RESPONSIBILITY
TOTAL PERCENT
IV. Previous Job Card Responsibilities - Please include responsibilities from the previous job card and/or customize this section with responsibilities not already mentioned in the sections above. The % time in this section may not exceed 23%
23%
Please include language from the prior job card, if the responsibilities are not already described in
the above sections. The % time in this section may not exceed 23%.
Percent
Essential
23%
Yes
Knowledge, Skills and Abilities
DESCRIPTION
A
Extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research Required
and educational activities, preferably in a university environment. (CT)
Full knowledge of Federal Acquisition Regulation, Code of Federal Regulations, sponsor-specific policies, intellectual Required
property policy, conflict of interest requirements, publication rights, application of indirect cost rates and other complex
concepts in research administration. (CT)
B
IMPORTANCE
C
Maintains knowledge of and ability to interpret and apply sponsor, institutional and departmental policies. Knowledge Required
of current compliance regulations in all areas of research administration. (CT)
D
E
Ability to manage high volume and complex transactions. (CT)
Ability to perform highly complex financial analysis and customized reporting. (CT)
Required
Required
F
Ability to interpret policy for others. (CT)
Required
G
Experience with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements.
(CT)
Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles. (CT)
Demonstrated advanced competence in the use of spreadsheet and database software in financial analysis, fiscal
management and financial reports. (CT)
Independent judgment and strong organization and communication skills and customer service focus. (CT)
Full facility with 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.
Strong analytical, problem solving, creative, negotiating and organizational skills including the ability to collect and
analyze data, interpret policies and procedures and apply them to routine as we'll as unique and complex situations.
Proven ability to establish or recommend alternative solutions, Skill to develop innovative approaches, techniques and
procedures to provide more efficient and responsive services.
Requires advanced knowledge of OMB's Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards "Uniform Guidance" (formerly OMB circulars A-21, A110, A-133), Federal
Acquisition Regulations, and principles of cost accounting standards, including allowability, allocability, and
reasonableness, state, local, sponsor and institutional regulations, policies, and guidelines.
Extensive knowledge and understanding of policies and procedures relating to purchasing, contract and grant
administration, disbursements, material management and equipment.
Skill to communicate effectively, professionally and concisely both orally and in writing with a wide variety of personnel
at all levels of the University, funding agencies and members of the public.
Ability to manage high volume and complex transactions and to work in a fast paced environment with overlapping
deadlines and short lead times while maintaining a high level of attention to detail, and ability to work with a high
degree of accuracy.Demonstrated ability ro organize and prioritize multiple work assignments and effectively deal with
changing priorities. Demonstrated ability to work under extreme deadline constraints, conflicting priorities and
frequent interruptions while maintaining a high level of accuracy.
Knowledgeable of generally accepted accounting, fiscal and reporting principles.
Demonstrated expertise working with computer and information management systems.
Thoroughly knowledgeable in applicable compliance requirements related to use of human or animal subjects in
research, financial conflict of interest, biosafety, etc.
Demonstrated expertise with all types of award mechanisms, including grants, contracts, subcontracts, cooperative
agreements.
Ability to perform the most complex financial analysis and customized reporting.
Expertise in utilizing financial reporting tools.
Remains current on compliance regulations in all areas of research administration.
Required
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Required
Required
Environment
PHYSICAL ACTIVITIES
Standing: Occasionally
Climbing: Never
Balancing: Never
Talking: Frequently
Lifting 20-50 lb: Never
Carrying 50+ lb: Occasionally
Crawling: Never
Kneeling: Never
Seeing: Constantly
Hearing: Frequently
Lifting 50+ lb: Never
Pushing 0-20 lb: Never
Bending: Never
Sitting: Frequently
Keying: Frequently
Handling: Never
Carrying 0-20 lb: Never
Pushing 20-50 lb: Never
Walking: Occasionally
Reaching: Occasionally
Feeling: Occasionally
Lifting 0-20 lb: Occasionally
Carrying 20-50 lb: Never
Pushing 50+ lb: Never
MENTAL ACTIVITIES
Job Description #302779
(Draft) - Page 4 of 5 Reading: Constantly
Writing: Frequently
Calculating: Frequently
Communicating Orally: Constantly
Reasoning: Constantly
Analyzing: Constantly
Confined Areas: Never
Exposed to Weather: Never
Noise Exposure: Never
Vibrations: Never
Fumes/Odors/Mists/Dusts: Never
Extreme Temperatures: Never
Potential Allegenics: Never
Potential Hazards: Never
Work Inside: Constantly
Work Outside: Never
Other: ENVIRONMENTAL CONDITIONS
Signatures for Printed Copy
A. SAFETY
Based on Labor Code Section 6401.7 it is expected that all employees know and practice all appropriate safety methods and procedures.
B. PAYMENT OF OVERTIME
If this position is designated as eligible for premium overtime and is not subject to any collective bargaining agreement, overtime may be paid by either compensatory time off or cash at the option of the department, unless agreement to this effect is not reached, in which case pay shall be provided.
EMPLOYEE'S SIGNATURE
I certify that the above description is correct, complete and describes my job as I understand it.
I have read both the Safety and Overtime Payment statements.
Employee's Signature: ___________________________________________ Date: ___________
SUPERVISOR'S / DEPARTMENT HEAD'S SIGNATURES
I have reviewed the job description and the above statements and certify to their accuracy.
Supervisor's Signature: ___________________________________________ Date: ___________
Dept. Head's Signature: ___________________________________________ Date: ___________
Job Description #302779
(Draft) - Page 5 of 5