Job Details

University of California Santa Cruz
  • Position Number: 2103434
  • Location: Santa Cruz, CA
  • Position Type: Sponsored Programs, Grants, and Contracts

Proposal Administrator

Location: Santa Cruz
Job ID: 13660

Initial Review Date (IRD)
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit. 

The Initial Review Date (IRD) for this job is: 01-25-2020

Dept Marketing Statement
The Office of Research supports, oversees, and champions research at the University of California Santa Cruz by providing an effective environment for faculty research in departments, research centers and other programs. The division is responsible for facilitating processes and procedures for acquiring and administering research funding; overseeing compliance of campus research with federal, state, and university regulations; ensuring the dissemination of faculty efforts both to the public, through publications, education, and research, and to private industry through technology transfer; and in partnership with the Division of Graduate Studies optimizing the quality of graduate education and research training. The Office of Research collectively promotes the execution of highly technical research activities spanning the entire range of disciplines of the UCSC faculty.

The following units are part of the Office of Research: Office of Sponsored Projects, Office of Research Compliance Administrations, Industry Alliances & Technology Commercialization, Research Development, and Office of Business Administration.

Job Overview

The position of Proposal Administrator in the Office of Research is an entry level position that is integral to UCSC's research mission. Our goal is to increase extramural funding, ensuring researchers and students have opportunities that will help shape our future for the better of society. This position plays a critical role in ensuring faculty and researchers have consistent and comprehensive administrative support for submitting high quality research proposals. 

The Proposal Administrator will work as part of a larger team of Research Development and Office of Sponsored Projects staff to support faculty with proposal submissions. Proposal submission support includes initiating proposal records, building budgets, assisting with budget justifications, fielding researcher requests for support, interpreting sponsor requirements, assisting with the development of required documentation, assisting with proposal content, assisting with formatting documents, and uploading documents into internal and external portals (Cayuse, Fastlane, etc.). As a resource, the Proposal Administrator will also assist faculty and researchers with funding opportunity search tools, sponsor and third-party resources/tools/portals (i.e., Pivot, InfoReady, eRA Commons, NSF SciENcv, ORCID ID), and develop/provide templates for proposals.  The Proposal Adminstrator will establish one-on-one relationships with faculty members and provide funding identification and proposal development support. Collaborates with faculty researchers, the Associate Vice Chancellor for Research, Research Development Director/Specialists, and other Office of Research units to support proposal submission for major projects and initiatives. Maintains a strong customer-service oriented environment. Conducts customized funding opportunity searches using relevant databases.

Pay, Benefits, & Work Schedule
Salary Information: Salary Range: $23.95 - $27.30/hour. Salary commensurate with qualifications and experience.

No. of Positions: 2

Benefits Level Eligibility: This position is eligible for Full benefits

Schedule Information:
Full-time, Fixed
Percentage of Time: 100%
Average Hours Per Week: 40
Days of the Week: Mon-Fri
Shift Includes: Day

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz main campus

Union Representation: None

Job Duties
25% - Proposal preparation. Initiate proposal submission records (Cayuse), assist in budgeting, budget justifications, and other proposal preparation functions.

25% - Support faculty and researchers with proposal development and supporting documentation (Tables, figures, basic content, Biosketches, Current and Pending, etc.). 

25% - Review, analyze, and interpret sponsor and University documents, policies, procedures, and correspondence. Ability to apply pertinent University policies when drafting budgets and proposal packages.

15% - With supervision, provide advice and counsel regarding sponsored projects as it relates to proposal preparation to faculty researchers.

5% - Provide opportunity search support to researchers and disseminate opportunities (Pivot, sponsor specific opportunity searches, internal opportunities).

5% - Other duties as assigned.

Required Qualifications
  • Bachelor's degree in related area and / or equivalent experience / training.
  • Ability to review, analyze, interpret and apply an understanding of applicable federal, state, local, sponsor and institutional regulations, policies and guidelines.
  • Enthusiasm for learning and a collaborative work environment.
  • Strong customer service orientation.
  • Demonstrated proficiency with Microsoft Office suite, including ability to create and modify documents in accordance with stated requirements (editing, formatting).
  • Proficiency with computers, databases, software programs and operating systems.
  • 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.
  • Ability to recognize inefficiencies and troubleshoot processes.
  • Ability to successfully work and collaborate with diverse personality types.
  • Self-awareness and emotional intelligence.
  • Strong organizational skills.
  • Attention to detail with a high degree of accuracy.
  • Skills to communicate issues clearly, both orally and in writing, to a wide variety of individuals.

View full job description and access on-line application:

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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