Location: Santa Cruz
Job ID: 11252
Initial Review Date (IRD)
The Initial Review Date (IRD) for this position is: 10/7/2020
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.
Dept Marketing Statement
The University of California Observatories (UCO) is a Multi-Campus Research Unit of the University of California, with headquarters at the UC Santa Cruz campus. UCO operates on behalf of astronomers on eight UC campuses and two national laboratories and is comprised of extensive technical facilities, a business office, telescopes and support facilities at the Lick Observatory on Mt. Hamilton. UCO provides UC's scientific and administrative interface to the Keck Observatory on Mauna Kea, Hawaii, and the Thirty-Meter Telescope international project, and supports the training of astronomy Ph.D.s throughout the UC system.
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.
Under general supervision of the Associate Director of Business and Administration, the incumbent is responsible for the fiscal management of approximately 70-80 contracts and grants, seed, start-up, and Faculty Research Committee accounts in support of UC Observatories Principal Investigators. 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.
The incumbent operates in an advisory capacity to the Principal Investigators by analyzing and interpreting agency regulations, providing budget analysis and problem resolution. Most of these researchers have multiple awards, spanning several years, requiring long range planning and resource management. Funds cover postdoctoral and GSR employment, summer salary for faculty, equipment purchases, travel and research support.
Pay, Benefits, & Work Schedule
Salary Information: $41,600 - $72,500 / Annually. Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: Full
40 hours weekly
Employee Classification: Career Appointment
Job End Date: None
Work Location: UC Santa Cruz Main Campus
Union Representation: None
65% - Fiscal Administration of Research Funds
Create and maintain faculty research funding portfolio. Prepare monthly financial reports using established reporting templates, the UCSC Financial Information system, and data warehouse to provide Principal Investigators (PI's) with the financial status of their awards and ensure that financial records are accurate and complete. Review the reports for budgetary compliance, effective spending and provide recommendations and possible resolutions to potential budgetary problems. Complete any necessary journal entries for correction of records. Complete any necessary documentation and tracking of sub award agreements, invoicing and cost share agreements.
Analyze data and develop financial projections to assist PIs in meeting the goals of their projects within the awarded period.
Provide payroll information for appropriate distribution of salary in the payroll system (UCPath) and obtain confirmation of effort on awards. Oversee payroll transactions and process transfers as necessary for academic and staff appointments.
Review award documentation for terms and conditions, identify any specific restrictions and advise PI in determining proper use of funds according to agency guidelines and UC policy.
Consult with the PIs as necessary, to interpret financial reports, makes recommendations regarding necessary re-budgeting and to determine future research needs and the availability of funds.
Assist in the completion and submission of internal forms in collaboration with the Office of Sponsored Projects.
Identify and correct transactional discrepancies in collaboration with Extramural Funds Accounting. Prepare final reports for Extramural Funds Accounting (EMF) including final equipment inventories and cost sharing reports.
Utilize the University's financial system to track and document cost share and obtain required certification.
At the end of each fiscal year, review all research accounts and direct appropriate transfers to ensure that funds are carried forward correctly and cleanly, and that any funds that are not to be carried forward are expended or returned.
20% - General Research Administration
Interpret and provide consultation and expertise for PIs on matters concerning university, division, federal, state, and private agencies' policies, procedures, guidelines, terms, conditions, allowability, and allocability of budget and expenditures.
Research and resolve unclear areas of the policy and disseminate information to the appropriate faculty and staff.
Review changes and updates in policy for applicability to current contract and grant awards.
Analyze and apply agency guidelines and University policy when providing tier 2 approval of expenditures, including direct pays, purchase orders, and travel reimbursements. Control, through approval, expenditures on restricted funds and provide direction to PIs and research groups.
Ensure that all budgetary and expense transactions meet audit requirements and maintain appropriate documentation.
Meet regularly with the Associate Director of Finance and other members of the finance team to discuss current issues in research administration. Review internal business processes, revise or develop new processes as appropriate, and maintain knowledge of workloads in order to provide backup for other team members as needed.
In consultation with PIs, Technical personnel, and the Associate Director, coordinate with OSP the submission of proposals to sponsor. Consult with PI to discuss scope and duration of project.
In conjunction with OSP, coordinate proposal submission to sponsors. Compile information and prepare budget using a campus customized computer program.
10% - Other Financial Support
Manage Network, Infrastructure and Computing Services (NICS) recharge services.
Submit annual recharge rate proposal for institutional review and approval.
Manage, review, and reconcile the monthly operations NICS accounts. Provide administrative computer services support, including account setup and billing to clients and staff.
5% - Special Projects
When requested, collect data and information and provide it to the Assistant Director of Finance, the Director of Research Development and Finance, various other GI leadership, and as needed for various Division and campus-wide reports or comparisons.
Actively cultivate and maintain skills in contracts and grants accounting and financial management.
Participate in campus, university-wide, regional, and national training opportunities, seminars, and conferences as appropriate.
- Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
- Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.
- Ability to perform complex financial analysis and customized reporting with strong attention to detail.
- Ability to manage a high volume of transactions.
- Experience working with university fund accounting and knowledge of OMB Uniform Guidance for grants and agreements with institutions of higher education, hospitals, and/or other non-profit organizations.
- Ability to maintain independent judgment.
- Strong organization skills.
- Strong written and verbal communication skills.
- A customer service focus across broad and diverse subject areas.
- Excellent interpersonal skills including the ability to interact effectively with university faculty, government agencies, staff, and research support personnel.
- Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.
- Demonstrated ability to analyze problems and situations in a multi-faceted way and develop and participate in implementing innovative solutions.
- Experience working effectively as part of a professional team.
APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
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; https://jobs.ucsc.edu. 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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