The Department of Population and Public Health Sciences (DPPHS) is seeking a senior-level Research Administrator to oversee the department’s research administration operations.  The DPPHS has an extensive grant portfolio in excess of $40 million in annual sponsored research funding.

Reporting to the Senior Administrative Director and with guidance from the Vice Chair for Research, the Senior Research Administrator will monitor the department’s pre- and post-award grant activities, develop and implement written standard operating procedures and best practices for department research administrators and faculty, and establish training and career development for research administrators in the department. The Senior Research Administrator will also maintain departmental grant metrics to monitor and track sponsored research funding in the DPPHS. 

The successful candidate will have extensive prior experience with grants management in an academic research setting and possesses the skillset to transform research administrative services.

Key Accountabilities Include:

Engaged oversight of grant proposal submissions (Federal, State, and Private including Industry) for the department to ensure accuracy of proposed salaries and effort, appropriate

application of university fringe benefits and indirect cost rates and adherence to sponsor guidelines and ensuring the timely proposal submissions including meeting all internal Department, School, and University deadlines.

Development of internal policies and procedures to ensure departmental consistency in sponsored research administration practices that are compliant with federal and university guidelines.

Applies flexibility and adaptability as appropriate to resolve complicated grant issues.

Development of tracking tools for proposal submissions, progress reports, and other required reports required by sponsors.

Directly or indirectly manages program and administrative staff, usually through subordinate

managers and supervisors. 

Maintains confidential information.

Current knowledge of Federal, University and Keck School of Medicine research policies and procedures including regulatory compliance for research subjects, conflict of interest, biosafety and effort certification.

Job Duties:

Oversees a portfolio of complex grants and contracts including federally sponsored center grants and training grants.

Oversees departmental research administrators, providing ongoing guidance and training.

Assigns and monitors pre- and post-award grant activity staff assignments and makes adjustments as needed to meet departmental demands and sponsor deadlines. Conducts performance appraisals.

Provides short-term backup coverage for Research Administrators during periods of absence or leave.

Resolves complex grant-related issues, including but not limited to cost share requirements, escalated from team members and determines if further review is necessary by senior department management or key University or School constituencies.

Maintains internal documentation at grant proposal stage of department commitments.

Provides metrics of Departmental proposals, grant awards, grant expenses, and projections.

Serves as a Subject Matter Expert (SME). Interprets complex University and government

policies (Uniform Guidance, Cost Accounting Standards, Office of Management and Budget circulars, sponsor guidelines, etc.) for project and University personnel and helps guide other staff in interpreting complex policies.

Identifies and implements process improvements. Assists with cross campus projects as required by the Department.

Serves as primary liaison between principal investigators, Department of Contracts and Grants, Sponsored Projects Accounting, School Research Administration.

Maintains awareness and knowledge of current changes within legal, regulatory, competitive

economic and technology environments which may affect specialized programs. Ensures core

compliance with all local, state and federal regulations as they pertain to the University or its

research. Ensures senior department managers and staff are informed of any changes and updates in a timely manner. Establishes and maintains appropriate network of professional contacts.

Maintains membership in appropriate professional organizations and publications. Attends

meetings, seminars and conferences. Makes formal presentations. Represents University

and/or unit, as assigned or appropriate.

Directly or indirectly manages program and administrative staff, usually through subordinate

managers and supervisors. Recruits, screens, hires, and trains staff, as necessary. Evaluates

employee performance and provides guidance and feedback. Counsels, disciplines and/or

terminates employees as required. Recommends departmental goals and objectives,

including workforce planning and compensation recommendations. Reassesses or redefines

priorities as appropriate in order to achieve performance objectives. Recommends, approves

and monitors professional training and development opportunities for staff.

Performs other related duties as assigned or requested.

Job Qualifications

Minimum Education: Bachelor's degree

Minimum Experience: 10 Years in academic research institution

Preferred Education: Master's degree, Certified Research Administrator (CRA)

Preferred Experience: 12+ years with 5 years in managerial role

Minimum Field of Expertise: Expert knowledge and fluency of governmental regulations (e.g. Uniform Guidance, A-21, A-110, A-133, CAS).

Knowledge and ability to understand, interpret, and communicate University policies and

procedures.

Excellent oral, written, and communication skills.

Excellent analytical skills; demonstrated proficiency in Excel and web-based tools. Strong accounting skills; knowledge of accounting principles.

Expert in project management, including managing international collaborations and complex multi-subaward contracts.

Knowledge of personnel management, including proposing effort for and training and hiring of students, post-doctoral, academic appointments, regular staff, bargaining unit staff, and

consultants, along with the circumstances appropriate for each type of position.

Preferred Field of Expertise: Knowledge of procurement needs, including sole-sourcing, cost analyses, vendor requirements, and small business reporting. Ability to review a proposal or manage a project with understanding of the overall scope and goal of each sponsored project.