Position Title:

Position Type:

Hiring Range:

$29.01 - $37.31 per hour; Compensation will be based on education experience skills relevant to the role and internal equity.

Pay Frequency:

Position Purpose

The primary purpose of this position is to provide administrative managerial and programmatic support for the Office of Research which includes Research Compliance and Integrity Sponsored Projects Faculty research support and Undergraduate Research Programs. This position provides office management planning and execution of competitive funding programs including assisting with budgetary planning coordination with the University Finance Office to create grants coordination with the Deans Offices to execute sabbatical approvals and tracking of funding applications and coordination of evaluation working groups. This position also plays an important role in faculty development programs associated with research; namely Junior Faculty Development Leave and Sabbaticals. These large scale programs require coordination and communications across multiple departments schools and offices and a deep understanding of budgets including creating and tracking budget strings monitoring the Office of Research budget and helping the Associate Provost for Research (APR) with annual budget planning.

Essential Duties and Responsibilities

Provide general support for Research programs and offices (35%)

• Provide day-to-day support to the Associate Provost for Research (APR)

• Maintain University-wide communication and websites for Research Research Integrity and Compliance and Sponsored Projects

• Design and maintain websites web communication and calendaring using T4 and LiveWhale

• Exercises judgment and experience when regularly revising and updating all documents for official distribution

• Show discretion when responding to inquiries and requests regarding all areas of Research

• Execution of the many funding programs the Office of Research oversees

• Resolve complex issues involving allocating resources to faculty including communications and instructions to Finance tracking approvals for course releases and leaves and helping with the myriad of faculty inquiries and special cases that constantly arise with every competitive program.

• Maintain a broad knowledge of support services and opportunities for faculty within Research and provide expert guidance to our faculty and students

• Develop processes and special initiatives to support the research needs of our faculty in close collaboration with the Associate Provost for Research.

• Respond to requests for information and make referrals as appropriate

• Takes initiative in the generation and dissemination of awards sabbatical approvals and other processes as needed. Demonstrates outstanding judgement in the communications to the awardee their Chairs and other academic leaders included on the messages.

• Prepare and send out professional emails to appropriate groups as requested throughout the year.

Oversee internal grant management and communication to awardees (25%)

• Administer and oversee the daily operation of electronic management systems for Office of Research Research Compliance and Integrity and Sponsored Projects Office

• Provide guidance and support services for campus users of these systems

• Create and analyze internal grant reports for the APR along with grant recipients as needed

• Exercise judgment and analyze the effectiveness of the various communications that come for the Office of Research to communicate its programs.

• Continue to explore and take initiative on new styles of communication and techniques geared towards promoting our programs and celebrating our awardees.

• Provide grant management and daily communication support to the Associate Provost for Research the Sr. Director of Sponsored Projects and the Director of Research Integrity and Compliance.

• The key point of contact to members of the Research Committee Sabbatical Committee and faculty evaluation teams when awards and approvals are assigned.

• Anticipate and plan research related events and meetings

• Maintains the Single Portal for Undergraduate Research program (SPUR) including proactively helping to assemble the evaluation committee coordinating with the selection committee and the APR and faculty associate.

• Is the key contact for questions and logistics around the student/faculty Research Programs that the Office of Research oversees. P Is proactive in working with students looking for research opportunities helping to tie the SCU student to the research community together. Maintains communications with other units like CAS and SoE to help support faculty-mentored research at SCU even beyond the programs within the Office of Research.

• Manage and set up stipends and internal grants budget strings for student researchers doing faculty-mentored summer research.

• Communicates detailed reports methodology and implications to faculty and/or grant recipients including monitoring use of funds and sweeping expired grants back in the Research budget

Establish and maintain internal grant processes in electronic grant management system (15%)

• Proactively create establish and maintain electronic internal grant processes system

• Work with other units to synchronize all internal grants including Deans offices Departments and other centers as needed.

• Create a standardized notification and calendar system alerting those eligible committees and review

• Streamline notification review and award process to best allow faculty to plan their research agenda

• Communicate directly with faculty applicants who inquire about the status of their proposal or have questions about the process.

Financial Support (15%)

• Manage Research budget including developing and implementing controls and guidelines

• Oversees activity of Research operations to ensure effective day-to-day processing of accounts receivable and payable

• Provides regular reports or as requested to the AVP on revenue and expenses for programs to reconcile the Research budget

• Under direction of AVP drives forward planning processes for the annual budget process

• Manages student worker and Faculty Associate budget. Creates annual forecasts and updates financial planning on a regular basis.

• Proactively communicates with the grant recipients regarding their budgets

• Create and set up budgets for all research internal grants

• Submit payment requests and supplier invoice requests

• Maintain files order supplies and make travel arrangements as needed for staff within the Office of Research

• Take initiative in the generation and dissemination of awards Sabbatical leaves and other letters as needed

• Track budget with Workday financial reports

• Oversee all creations and approvals of Research internal grants

• Monitor all research internal grant funds and work closely with grant recipients

• Create and analyze financial reports in research internal grants and recommend best practices

• Gathers integrates and interprets research grant budgets from a variety of sources (University funding gifts endowments etc.).

• On a regular basis or as directed close out research internal grants that have ended and no extension is requested

• Prepare and send out HTML emails to appropriate groups as requested throughout the year.

• Assist with assembling materials for institutional grant applications as assigned by the APR.

Oversee and support compliance programs (10%)

• Work with Associate Provost for Research and Director of ORCI to ensure all compliance requirements are met.

• Provide assistance to the various committees and processes overseen by Research Compliance and Integrity including IRB and IACUC.

• Regularly communicate with the Director of ORCI and stay abreast of pending applications for human subjects and animal care.

• Become familiar with processes and procedures related to working with human subjects and animals in order to effectively collaborate with the Director of ORCI and help with the volume of protocols.

Qualifications

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge skills abilities education and experience required or preferred.

Knowledge Skills and Abilities

• Understanding and supporting the values and ideals of Jesuit education

• Strong interpersonal skills including strong oral and written skills and the ability to deal with all levels of faculty administration and staff

• Exercise judgment and discretion on communications with faculty students and staff

• Strong organizational skills with ability to handle multiple tasks attend to details and ensure accuracy and efficiency

• Strong skills with Microsoft Office scheduling software Google Suite Workday PeopleSoft (or equivalent) financial system software and website development tools including T4 and LiveWhale.

• Strong personal initiative and understanding of and commitment to the mission of each unit

• Able to execute the many needs of the Office of Research with little to no instruction on day-to-day work

• Strong service orientation and skills required

• Anticipates problems and mobilizes the resources needed to resolve problems.

• Maintain confidentiality and use discretion

• Identifies discrepancies or inconsistencies in critical information.

• Work independently and take initiative

• Work collaboratively be flexible and work as a part of a team

• Maintain a professional service-oriented approach

• Ability to manage time effectively while also being available during business hours (8am-5pm PST)

• Acts independently and works closely with the Associate Vice Provost for Research to resolve issues that impact the success of Research at SCU

Education and/or Experience

• Bachelors degree required (or equivalent combination of education and experience)

• Minimum 3 years of work experience related to program management or equivalent experience required.

• Experience in higher education setting preferred

Physical Demands

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act as amended the California Fair Employment & Housing Act and all other applicable laws SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill experience education or other requirements of the position and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.

• May be required to travel to other buildings on the campus.

• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.

• May be required to occasionally travel to outside customers vendors or suppliers.
  

Work Environment

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment.

• Mostly indoor office environment with windows.

• Offices with equipment noise.

• Offices with frequent interruptions.

EEO Statement

Santa Clara University is an equal opportunity employer. For a complete copy of Santa Clara Universitys equal opportunity and nondiscrimination policies see IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally.Information about Title IX can be found at can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at . The report includes the type of crime venue and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources and and request to speak to Indu Ahluwalia by phone at or by email at

Telecommute

Santa Clara University is registered to do business in the following states: California Nevada Oregon Washington Arizona and Illinois. Employees approved to telecommute are required to perform their work within one of these states.