Jul 24, 2020

Assistant Manager

  • University of California Santa Cruz
  • Santa Cruz, CA, USA
Full-Time Management

Job Description

Assistant Manager

Location: Santa Cruz

Job ID: 9276

Initial Review Date (IRD)
The Initial Review Date (IRD) for this job is: 08-06-2020

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
Reporting to the Research Administration Manager (RAM) for Physical and Biological Sciences, the Assistant Manager has responsibility for supervision of over half of the unit's Research Accountants and all of staff training, and for the financial management and administration of some of the Division's more complex and challenging research portfolios. The incumbent may also be asked to serve as the unit lead in the RAM's absence.

The Division of Physical and Biological Sciences (PBSci) extramural income, generated from over 175 distinct funding agencies, is currently $80 million income annually and $60 million in direct cost expenditures. Including university-wide research funding, the unit manages 1000 accounts and multiple cost centers for 280 faculty and principal investigators.

The Assistant RAM plays a pivotal role in research administration support services for PBSci faculty and principal investigators. The position provides critical input in developing business practices and leading process improvements, trains new research accountants hired into the unit and works with the RAM to implement new systems (ex: UC Path). The incumbent facilitates the administration of unique and complex research initiatives by balancing and resolving contrasting perspectives and requirements of researchers, agencies, and the University of California and identifying solutions to problems to ensure that research can move forward successfully.

Client Population: The Departments of Astronomy, Ecological and Evolutionary Biology, Molecular Cell and Developmental Biology, Chemistry, Earth and Planetary Sciences, Microbiology and Environmental Toxicology, Mathematics, Ocean Sciences, and Physics, and the Institute of Marine Sciences, Institute for Particle Physics, ACCESS Program, CAMP Program, Minority Access to Research Careers/Minority Biomedical Research Support, UC LEADS, Monterey Bay Regional Studies Program, Center for Molecular Biology of RNA, and the research affiliates at the National Marine Fisheries Service Santa Cruz Laboratory and the Santa Cruz branch of the United States Geological Service.

More information about University Relations can be found at: https://science.ucsc.edu/about/

Job Overview

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.

Supervises a small staff of Research Administrators working on grants or contracts according to established policies and management guidance. Uses advanced contracts and grants concepts to manage high volume and high complexity transactions. Reviews and guides others in the review of financial and administrative management requirements of research contract and grant awards to ensure compliance with institutional and sponsor policies. Works independently to assess complex grant, contract and subcontract transactions where analysis requires an in-depth evaluation of variable factors. May serve as a technical specialist in a particular area, such as federal contracts, state contracts, subcontracts or information systems. Typically works on highly complex awards such as grants / contracts which require task budgets, option years, multiple investigators and multiple sub awards. Is eligible for delegated authority.

Pay, Benefits, & Work Schedule
Salary Information: Starting Salary Range: $75,000 - $95,000/annually. Salary commensurate with qualifications and experience.

No. of Positions: 1

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
40% - Research Administration


• Responsible for the fiscal administration of research funds from extramural and inter/intramural funding sources. including contracts, grants, cooperative agreements, gifts, university sponsored programs, revenue/income accounts, divisional research, incentive, seed, startup, Academic Senate, Committee on Teaching, instructional improvement, and student fellowship accounts.
• Analyze and interpret agency regulations providing budget analysis and problem resolution. Administration of research portfolios requires long-range planning and resource management across multiple awards supporting Principle Investigators (PIs), their labs and staff located on and off campus.
• Provide consultation and expertise for PBSci staff and 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 complex problems, errors, and inconsistencies that may arise under active contracts and grants.
• Prepare bi-monthly and ad hoc financial analytical reports for each PI's research portfolio, including budget and expenses, projections, indirect costs adjustments/estimates and detailed payroll information.
• Review financial transactions, including personnel actions, to ensure proper usage of funds and to prevent overdrafts. Provide advice and assistance to the faculty, administration, and staff on the policies and procedures pertaining to the administration of extramural funds from a wide range of agencies.
• Consult with PIs to interpret/explain reports, to make recommendations regarding necessary re-budgeting, to advise the PI on appropriate course of action on all financially related issues, and to determine projected needs and availability of funds. .
• Coordinate the administration of contracts and grants with PI and various campus offices (e.g. Office of Sponsored Projects, Accounting, Material Control, Departments, Graduate Division, etc.).

50% - Supervision and Training


• Supervise a portion of unit staff. Complete performance reviews for direct reports. Recommend hiring of new employees, salary actions, terminations, and performance ratings. Collaborate with RAM on full team training on new policies and procedures.
• Onboard and train all incoming research administration staff on division practices, policies and procedures. Provide ongoing training to research administration staff and other groups when there are policy revisions related to sponsored projects.
• Ensure all new staff have appropriate access to and are trained to use campus systems required for job, including Infoview, Cayuse, Google Drive, etc.
• Develop written training materials and timelines as needed. Recommend appropriate development opportunities via UC Learning, professional organizations and other resources.

5% - Divisional Liaison for Research Administration


• Represent PBSci on the campus Effort Reporting Workgroup and manage quarterly data feed to the unit; troubleshoot ongoing problems with the system, and assist faculty and staff in understanding the data.
• Represent Division on enterprise system workgroups. Disseminate information from working groups back to RA team.

5% - Special Projects


• Provide analytical support for special projects, financial reports for agencies, and surveys as assigned. Identify relevant and usable data sources and select appropriate methods of data collection, analysis and reporting.
• Serve as subject matter expert on current and proposed institutional and agency policies and practices. Advise team when changes are proposed and works with RAM to plan efficient, logical implementation of new policies and systems.
• Propose changes to existing and new processes to reduce redundancies, create efficiencies and optimize the efforts of the RA team.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Extensive knowledge and experience in the areas of sponsored projects administration, finance, accounting, business management, and information management including demonstrated skills in accurately administering large budgets with multiple fund sources.
• Strong knowledge of university fund accounting, generally accepted accounting principles, OMB A-21 federal cost accounting standards for educational institutions, OMB A-110 uniform administrative requirements for grants and agreements with institutions of higher education, hospitals, and other non-profit organizations, OMB A-133 audit requirements, internal control principles, and financial reporting. Familiar with Uniform Guidance as it relates to contracts and grant administration.
• Demonstrated skill in financial planning, analysis, and budgeting, with proven skills to interpret and apply complex university, state and federal regulations and a working knowledge of those regulations as they relate to administration and compliance.
• Excellent interpersonal skills including the ability to interact effectively with university faculty, government agencies, staff, and research support personnel. Ability to communicate issues clearly, both orally and in writing.
• Strong negotiating and decision making skills.
• Ability to exercise sound judgment and discretion when dealing with confidential information.
• Demonstrated ability to analyze problems and situations in a multi-faceted way and develop and participate in implementing innovative solutions.
• Strong technical skills in the use of financial software with the ability to conceptualize, develop, and maintain financial models and automated financial reports.
• Strong skills in supervision and training of staff, reviewing staff financial reports, and evaluating training progress.


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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