Senior Research Administrator 4

%

oftime

EssentialFunction(Yes/No)

KeyResponsibilities

(TobecompletedbySupervisor)

20

YES

Deliversspecializedtrainingand/ordevelopscontentforeducationworkshops in the area of research administration. Leads broad initiatives to develop successfulproposalprocessesandresourcesforresearchers.Leadseducation and outreach activities to facilitate connections between faculty and relevant programs / funding opportunities and promote research to external entities.

TrainingandSpecialProjects.

• Developscontinuouslearningprogramforthedepartmentspostawardteamfocusing on key competencies. Provides training on standard processes and creates documentation in conjunction with others to ensure best practices are met and maintained.

• Trains departments financial analysts in the technical aspects of financial portfolio managementdevelopingtemplateinstructionsandguidelinesasneeded. Developand will assist with implementation of best practices for post award team.

• Developsdepartmentalpoliciesproceduresandtemplatestostandardizefinancial portfolio management across the department.

• Actsasleadonspecialprojectsasmayincludeannualappointment renewal processes (monitoring key dates to ensure PCMA submissions are done on time for graduate students post docs and/or faculty) running monthly reports for department to identify actions needed (overdrafts COA corrections and clearing the department default funding) and helping with the departments annual employee planning process.

25

YES

Provides guidance and counsel on wide variety of highly complex research administration matterssuchasthe clinicaltrialsprojects and training grantsto principalinvestigatorsseniordepartmentaladministratorsandlessexperienced department staff. DGIM Research Financial Administration Unit Team Lead and Approver

• Serves as the approver for UC Path funding entry and direct retros following closely the departments policies and guidelines. Works with less experience staff to rework submissionsasbeanapproverforBearbuyforpurchaseordersover$5K on sponsored funding My Expense reimbursements for sponsored funding and PCMA tickets for HR transactions for the team.

• Leadsresearchunitonplanningestablishmentandmonitoringof fiscalbudgetcontrol ofcontracts andgrants administrationsubmissions budgetssupportdocumentsgifts endowments and privately funded projects for faculty research programs.

• AdministersincoordinationwiththeDivisionManagertheadministrativeandfinancial aspects of complex awarded projects that have broad impact to the department. Reviews monthly BSRs for less experienced post award staff regularly and meet with

  facultytoreviewthem.

• Discussesandproblem-solvesmultifacetedcomplexprojectsandfinancialandbudget issues with senior management. Discuss with faculty and department leadership about overspending and deficit management

• Servesasasubjectmatterexpertinallaspectsoffinancialportfoliomanagement including federal state and private contracts and grants as well as gift and discretionary funds.

35

YES

DepartmentRole(DR):Leadstheorganizationplanningestablishmentand monitoring of fiscal budget control of contracts and grants administration submissions budgets support documents gifts endowments and

privatelyfundedprojectsforfacultyresearchprograms.Post-Award/Finance Management

• Independently responsible for the financial management and analysis of complex grants and contract budgets and awards. Funding portfolio includes NIH industry studies clinical trials subcontracts to and from outside institutions fellowships intramuralgrantsgiftsand opportunityfunds.Ensurethatexpenditurescomplywith federalstateanduniversitypoliciesandproceduresOMBCircularA-21andCAS.

• Develop and analyze budget plans create monthly projections of expenses and balances to support decision making and that are consistent with the award terms and that allow efficient administration to minimize audit risk. Analyze all budgets and expenditures for any variances to ensure that spending is in accordance with the sponsors terms and conditions and UCSF policies. Under the general direction of the Post-AwardmanagersandworkingcloselywiththerelevantPIsindependentlyanalyze problems make recommendations and initiate any needed corrections.

• Re-budgetsindirectcosttocorrespondtodirectcostbalancesongrantsthatfallinthe scope of the FDP (Federal Demonstration Project) or SNAP (Streamlined Non- Competing Award Process).

• Prepares reviews and / or approves financial transactions such as payroll expense transfers cost transfers or financial journals. Assure that journals comply with agency requirementsparticularlyregardingcosttransferjustificationsbyPisutilizingsponsored research funds. Independently gathers information as needed to perform financial analysis.

10

YES

Ensures complete and accurate collection of research management administrationdataatallstagesofcontractandgrantlifecycle.Independently oversees award reporting and closeout and report to the PI and Post Award managers on the status.

• Prepareawardcloseoutreportstoensureallawardactivityiscapturedandreported to sponsors in a timely fashion to maximize available funding. Work with Extramural Funds to ensure all financial obligations are either recorded or are in the process of being recorded for the final transmission to the sponsoring agency

5

YES

Maintains professional relationships with sponsor representatives.Maintains timelyandeffectivecommunicationwithallrelevantpartiesthroughouttheentire post- awardprocess(investigatorsdepartmentadministratorsContractsand Grants other campus units etc.) of new contract requirements and changes.

• Negotiates timelines with the faculty to close out expenses in timely manner submittingcostandpayrolltransfersthatmeetuniversityandfederalguidelines.

5

YES

OtherResearchAdministration

• Workwiththepre-awardteamtoprovidenecessaryinformationforthecompletionof progress reports (i.e. average percentage efforts for personnel carryover amounts explanation for carryover amount).

• Providecurrentsponsoredeffortinformationtothepre-awardteamforPIsOther Support page.