Job Function Summary:

Involves providing analytical, financial and training activities in support of contract and grant proposal development, grant-writing, funding, administration, and budget development. Activities may include pre-award proposal initiatives, management of funds post-award, and closeout activities for federal, state, local and private sponsors. Involves activities associated with analyzing research funding trends and sources, 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 and program success; 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.

Custom Scope

Uses skills as a seasoned, experienced research administrator to independently develop and / or oversee research proposals, awards, and / or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional research sponsor policies. Works on proposals and awards of diverse scope where analysis of data requires thorough understanding of complex regulations. Completes and approves transactions for signature by manager or other authorized institutional official. Works on complex proposals and awards that may involve multiple investigators and / or multiple sub awards. Guides less experienced staff. Central Role (CR): Is eligible for delegated signature authority (may vary by campus). Department Role (DR): Typically works on complex proposals such as grants / contracts which require task budgets, option years, multiple investigators and multiple sub awards.

Department Overview

The Office of Sponsored Research is an advocate for all researchers at UCSF and provides them with comprehensive pre-award services. The OSR, a $23M operation, is comprised of eleven shared service teams, including 151 Proposal and Grants Officers/Specialist/Associates, Contract and Award Officers/Specialist/Associates, and Team Managers supporting 2000+ faculty, and is responsible for all pre-award grant activity for the campus.

RESPONSIBILITIES

DUTIES & ESSENTIAL JOB FUNCTIONS

Identify the functions or tasks that employees in the job perform. The essential functions should state the purpose of the work and the results to be accomplished, rather than how the function is performed. Of the tasks listed, what percentage of time is devoted to each? The more time employees spend on a function, the more likely it is that the function is essential. Generally, include those functions that account for 10% or more of the work, i.e., key items that contribute significantly to the achievement of the job. The functions should add up to 100%.

• 15% - Yes - Coordinates proposal submissions for approximately 80-100 proposals per year of varying volume and sponsor requirements. Direct and manage the proposal preparation process for a timely and compliant submission. Develop timelines and coordinate work assignments with faculty, department staff, and Office of Sponsored Research, as needed. Provide thorough review, oversight, and expert guidance throughout proposal submission process. Manage and monitor the actual submission, whether hardcopy or electronic. Troubleshoot errors and technical difficulties during electronic proposal submissions.
• 5% - Yes - Develop professional relationships with sponsor representatives, serving as institutional liaison when clarification is needed on application instructions and providing information as appropriate. All written correspondence with the sponsor is facilitated and reviewed by the RA3, throughout the life of the award.
• 5% - Yes - Previews and approves submission of pre-award update information requested by sponsor representatives before issue of awards and submission. Obtain relevant application instructions; interpret and/or clarify with the sponsor as needed.
• 5% - Yes - Provides support to assigned PIs and understand their research portfolio. Ensures that faculty and departmental administrators have access to resources to identify funding sources and to successfully prepare their portions of the proposal.
• 10% - Yes - Provides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department administrators.
• 10% - Yes - Organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments, and privately funded projects for faculty research programs.
• 5% - Yes - Determine and document appropriate F&A (Facilities and Administration) base code and rate, project purpose, fringe benefit rates, and tuition for the project period.
• 10% - Yes - Other duties related to the proposal preparation and post-submission process, such as: Determine the need for PI Status Waivers, and/or mandatory or voluntary cost-sharing and advise the department as needed.
• 10% - Yes - Review proposal at various stages of development and at completion for appropriate and accurate content, grantsmanship, and compliance with sponsor, School and UCSF regulations.
• 5% - Yes - Other duties related to award negotiation and acceptance, such as: Collecting required compliance documentation and updating OSR databases accordingly.
• 5% - Yes - Interpret policy and guidelines; provide guidance, recommendations, instruction and facilitation for implementation of the policy and guidelines in each particular situation.
• 5% - Yes - Work towards obtaining delegated authority, in order to serve as an authorized institutional representative.

QUALIFICATIONS

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.
• Thorough 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 knowledge of federal regulations including the application of cost principles.
• Demonstrated competence in the use of spreadsheet and database software in the development of complex budget estimations and projections.
• Independent judgment and strong organization and communication skills and customer service focus across broad and diverse subject areas.
• Ability to analyze complex situations, identify workable solutions and make appropriate determinations based on regulations and the particular policies, sensitivities and the needs of the department, School and UCSF unit(s) being impacted.
• Demonstrated ability to interpret and communicate policies and guidelines effectively, both written and verbal.
• Strong and effective communication skills, both written and verbal. Excellent interpersonal skills.
• Demonstrated analytical, problem-solving, initiative, judgment, decision-making, organizational and communication skills.
• Maintains current knowledge of compliance regulations in all areas of research administration.
• Good leadership, diplomacy, judgment and decision-making skills. Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Advanced skills in using software applications such as Microsoft Excel, Microsoft Outlook, Microsoft Word and Adobe Acrobat.
• Ability to provide quality customer service. Ability to interface with various levels of faculty, staff and departments.
• Demonstrated ability to work in a collaborative team environment.
• Ability to work independently and possess a pro-active approach.
• Ability to take and pass general research administration training.
• Three (3) or more years of related work experience.

Preferred Qualifications:

• Experience working with UCSF faculty and UCSF research administration business processes and practices, electronic Systems used to manage research administration (e.g., eProposal, Proposal Express, Grants.gov, etc.)

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence – also known as our PRIDE values.

Equal Employment Opportunity

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 status under state or federal law.

Salary Information

The final salary and offer components are subject to additional approvals based on UC policy.