Research Administrator

NO VISA SPONSORSHIP AVAILABLE FOR THIS POSITION.

Applicants must have current work authorization when accepting a Baskin Engineering or affiliate staff position. We are unable to sponsor or take over sponsorship of an employment Visa for staff.

HOW TO APPLY

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 05-12-2025

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Originally founded in 1997, the Baskin School of Engineering is the first professional school at UC Santa Cruz. Over the past 20 years, Baskin Engineering has become a unique 21st century school of engineering and technology, characterized by evolutionary growth fueled by on-going research opportunities that open new areas of intellectual inquiry. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society, and its diverse curricula facilitate creative thinking and prepare students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.

More information can be found at https://engineering.ucsc.edu/

JOB SUMMARY

Under general supervision and general guidance, the Research Administrator functions as part of a team that provides administrative and financial management services to the Baskin School of Engineering (BE) faculty and research programs/centers. The incumbent manages a portfolio of moderate to high complexity with management responsibility over at least $3,000,000 in sponsored funds across a diverse portfolio of moderate to highly complex contracts and grants for industry, private non-profit and government sponsors, plus an additional $2,000,000+ in non-sponsored startup and discretionary funds where analysis of financial information or reports requires review of a variety of factors (e.g. budgets, salaries, expenses, etc). They fully analyze problems, gather data and information, and implement solutions. They prepare and complete as well as approve transactions prepared by others.

The incumbent oversees, approves and reviews transactions across the portfolio and maintains contract and grant records in compliance with institutional and sponsor policies. They prepare and update financial reports using Excel and institutional reporting tools; prepare and approve financial journals (transfer of expense, transfer of funds, liquidation of liens) and prepare and review required documentation prepared by others; execute intake of award documents from central systems including budgets and budget justifications; draft new financial reports and update existing financial reports for new awards and award increments, process and approve retroactive payroll transfer of expense and document transactions accordingly.

The incumbent will provide guidance and advice to research program faculty and staff to achieve short-term goals in support of the division/department mission and consistent with longer-term strategic financial and programmatic goals. They inform and coach faculty and research staff on standard operating procedures, divisional/departmental or university policies and processes; ensures that these policies are sensibly applied. Provides decision support analysis and guidance for short- and long-term planning.

The incumbent is expected to provide high-level customer service as part of a dynamic, responsive team. Post-award financial management and reporting are critical functions of this position, as well as minimizing risk and assuring compliance with applicable University and sponsor/donor policies and federal/state regulations.

At this time, Baskin Engineering is reviewing in office, full remote, and hybrid work options. Based upon the department and selected candidate's needs an appropriate option will be made available. For fully remote or hybrid work options a telecommuting contract will be required to ensure compliance with ongoing service level agreements to our Campus clients.

APPOINTMENT INFORMATION

Budgeted Salary: $83,000 - $96,500/year. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 006206 (RSCH ADM 3) - Grade 21

Travel: Never or Rarely

JOB DUTIES

70% - Administration of Research Funds

• Prepare periodic financial reports using established reporting templates, the UCSC Financial Information system, and data warehouse to provide Principal Investigators (PIs) 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.
• 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 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.
• Alert PIs of the need for re-budgeting, extension of end date, and firm commitments to meet changing requirements of the project.
• 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.

15% - General Research Administration

• Proactively manage a proportional share of the BE research awards. Develop an understanding of the financial/budgetary nuances associated with each funding mechanism.
• 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 disseminates 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 approving expenditures, including direct pays, purchase orders, and travel reimbursements. Control, through approval, expenditures on restricted funds and provides direction to PIs and research groups.
• Ensure that all budgetary and expense transactions meet audit requirements and maintain appropriate documentation.
• Meet regularly with the Research Administration Manager and other members of the Research Administration 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.

10% - Divisional Liaison for Research Administration

• Coordinate the administration of contracts and grants with PI and various campus offices such as the Office of Sponsored Projects, Extramural Funds Accounting, Financial Accounting, Material Control, BE Academic Departments, the Graduate Division, and the Office of Research Compliance.
• Monitor indirect costs, initiate adjustments and advise PIs as to how this will affect the direct cost balance.
• Participate in regular meetings with Office of Sponsored Projects Manager, Extramural Funds Accounting Manager, and peers from other Divisions to discuss the application and interpretation of policies regarding contracts and grants and to improve processes.

5% - Special Projects

• When requested, collect data and information and provide it to the BE Research Administration Manager, Finance Director, the Director of Planning and Resource Management, Assistant Dean, or Dean, as needed for various Division and campus-wide reports or comparisons.
• Serve as Divisional representative on campus committees as required.
• 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.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
• Knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
• Ability to manage significant volume of transactions.
• Ability to perform complex financial analysis and customized reporting.
• Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.
• Excellent customer service skills.
• Ability to maintain independent judgment.
• Strong organizational skills.
• Maintains current knowledge of compliance regulations in all areas of research administration.
• Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.
• Ability to exercise sound judgment and discretion when dealing with confidential information.
• Experience working effectively as part of a professional team.
• Excellent interpersonal and communication skills including the ability to interact effectively with university faculty, government agencies, staff, and research support personnel.
• Demonstrated ability to analyze problems and situations in a multi-faceted way and develop and participate in implementing innovative solutions.

PREFERRED QUALIFICATIONS

• Experience with campus financial system (Banner/FIS), payroll system and campus Data Warehouse systems.
• 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.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• This is a fully remote position, and the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work a variable schedule.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

- UC Sexual Violence and Sexual Harassment Policy
- UC Anti-Discrimination Policy
- Abusive Conduct in the Workplace

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.