Contracts & Grants Supervisor

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Category
Governmental Relations and Communications
Organization
School of Medicine
Department
SOM Finance and Admin Dept
Location
Main Campus - UCR
Application Deadline
Open Until Filled
Full/Part Time
Full-time(100%)
Level of Supervision
Direction
Other Information
Qualifies for Employee Referral Bonus: No
UC Internal Job: No
Position Information
This position will provide comprehensive administrative, grant management, and budgetary support to principal investigators (PIs) on a wide portfolio of School of Medicine funds, including contracts, grants, and other restricted and unrestricted funding. This role is instrumental in ongoing program development activities for the School of Medicine (SOM), inclusive of highly complex programs involving large and/or multi-institutional collaborations. The customer audience includes a complement of SOM units (Dean's Office, the Division of Biomedical Sciences, the Division of Clinical Sciences, the Center for Healthy Communities, Student Affairs, Undergraduate Education, and Graduate Medical Education), as well as collegial collaborators, external business partners, and community-based organizations. The duties of this position include but are not limited to conducting a comprehensive analysis of a variety of funding mechanisms and awards; providing financial oversight and management of extramural funding; reviewing transactions to ensure institutional compliance; assessing and resolving complex contracts and grants issues; and participating in operational and fiscal planning activities. In order to carry out these responsibilities, advanced knowledge of relevant regulations and requirements to satisfactorily meet government and UC reporting requirements for financial activities is required. The salary range for this position is $87,300 to $163,300 annually. The expected pay scale for this position is up to $135,000 annually. We base placement within these ranges on the individual's qualifications as they relate to this position. Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff. As a university employee, you will be required to comply with all applicable University policies and/or collective bargaining agreements, as may be amended from time to time. Federal, state, or local government directives may impose additional requirements.
Requirements
Educational Requirements
Degree
Requirement
Bachelor's degree in related area and/or equivalent experience/training. Required
Conditions
Condition
Requirement
An additional four years of experience, above the six year minimum, will substitute the degree requirement. Required
Experience Requirements
Experience
Requirement
Related experience must be in a position with increasing responsibilities directly involved with sponsored funding administration or research administrative analysis. Level of work must involve working knowledge of federal regulations, policies and procedures related to sponsored awards and regulatory compliance (e.g., OMB Uniform Guidance). Required
6 - 10 years of related experience. Required
Post-award experience in preparing reports for submission to sponsor and/or review by management, preparing regular budget reports, and conducting variance and other analyses, to ensure compliance with sponsor terms and conditions. Required
Experience working in research administration at a college, university, non-profit research institute or hospital. Required
Previous supervisory/managerial experience. Preferred
Special Conditions
Special Condition
Requirement
Travel to UC locations, UCR Health clinics and affiliate sites may be required. Required
Minimum Requirements
Working knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
Proficiency in use of common desktop/web applications.
Strong interpersonal skills, service orientation, ability to multi-task effectively in a varied, high volume environment, judgment and decision-making, reasoning, ability to develop original ideas to solve problems, and effective verbal and written communication skills.
Demonstrated ability to maintain high level of confidentiality and HIPAA adherence.
Knowledge of and ability to interpret and apply sponsor, institutional and departmental policies. Knowledge of current compliance regulations in research administration.
Strong ability to organize workload when faced with competing priorities and to complete work assignments on a timely basis despite frequent interruptions.
Ability to manage high volume and complex transactions.
Proficiency in Microsoft Word, PowerPoint, Excel, Outlook, Internet Explorer or other web browsers; experience with maintaining moderately complex databases.
Ability to perform financial analysis and customized reporting.
Knowledge of generally accepted accounting, fiscal and reporting principles.
Demonstrated skill in working as part of a team and collaborating with others to complete tasks/projects.
Organization, communication skills and customer service focus.
Full knowledge of Federal Acquisition Regulation, Code of Federal Regulations, sponsor-specific policies, intellectual property policies, conflict of interest requirements, publication rights, application of indirect cost rates and other complex concepts in research administration.
Ability to interpret policy for others.
Excellent oral and written communication skills and the ability to deliver complex content clearly, concisely, and utilizing language a wide diversity of faculty and staff, both research and non-research, will understand and follow.
Preferred Qualifications
Demonstrated knowledge of the University of California's financial and personnel policies and procedures and the ability to interpret them, for the purpose of project scope and budget development.
Demonstrated knowledge of and working experience with University of California client/server systems.
Additional Information
In the Heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities' air, water, energy, transportation, politics, the arts, history, and culture. UCR gives every student, faculty and staff member the resources to explore, engage, imagine and excel. UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.

• UC Riverside is proud to be ranked No. 12 among all U.S. universities, according to Money Magazine's 2020 rankings, and among the top 1 percent of universities worldwide, according to the 2019-20 Center for World University rankings.
• UC Riverside is the top university in the United States for social mobility. - U.S. News 2020
• UCR is a member of the University Innovation Alliance, the leading national coalition of public research universities committed to improving student success for low-income, first-generation, and students of color.
• Among top-tier universities, UC Riverside ranks No. 2 in financial aid. - Business Insider 2019
• Ranked No. 2 in the world for research, UCR's Department of Entomology maintains one of the largest collections of insect specimens the nation. - Center for World University Rankings
• UCR's distinguished faculty boasts 2 Nobel Laureates, and 13 members of the National Academies of Science and Medicine.

The University of California is an Equal Opportunity/Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law. For information about our generous employee benefits package, visit: Employee Benefits Overview
Job Description Details
General Information
Job Title
CONTRACTS AND GRANTS SUPV 2
Department Head
Maria Aldana
Supervisor
Jessica Portillo
Positions Directly Supervised
Job Code
Title
FTE
007709 FINANCIAL ANL 3 1
007397 PROJECT POLICY ANL 2 1
Generic Scope
Provides direct supervision typically to professionals or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives.
Custom Scope
Supervises a small staff of Research Administrators working on grants or contracts according to established policies and management guidance. Recommends changes to department policies and practices. Receives assignments in the form of objectives with goals and the process by which to meet goals. Exercises judgment within defined procedures and policies to determine appropriate action. Identifies risks and responds accordingly. Provides priority setting and work flow analysis.
Department Custom Scope
This position will provide comprehensive administrative, grant management, and budgetary support to principal investigators (PIs) on a wide portfolio of School of Medicine funds, including contracts, grants, and other restricted and unrestricted funding. This role is instrumental in ongoing program development activities for the School of Medicine (SOM), inclusive of highly complex programs involving large and/or multi-institutional collaborations. The customer audience includes a complement of SOM units (Dean's Office, the Division of Biomedical Sciences, the Division of Clinical Sciences, Center for Healthy Communities, Student Affairs, Undergraduate Education, and Graduate Medical Education), as well as collegial collaborators, external business partners, and community-based organizations. The duties of this position include but are not limited to conducting comprehensive analysis of a variety of funding mechanisms and awards; providing financial oversight and management of extramural funding; reviewing transactions to ensure institutional compliance; assessing and resolving complex contracts and grants issues; and participating in operational and fiscal planning activities. In order to carry out these responsibilities, advanced knowledge of relevant regulations and requirements to satisfactorily meet government and UC reporting requirements for financial activities is required.
Key Responsibilities
Description
Percent Time
Reviews award terms and conditions.

• Adhering to sponsor terms and conditions, responsible for new account setup, financial status reporting and ongoing financial monitoring, revenue and expense reconciliation, effort and progress reports, award modifications and award closing.

15%
May become actively involved to meet schedules and resolve problems.

• Applies advanced knowledge and experience to review and approve financial transactions prepared by unit staff. Provides comprehensive and advanced financial analyses to Principal Investigators and Program Directors to ensure the accuracy, integrity, and timeliness of revenue and expense reporting and to effect short- and long-range planning and adherence to University and sponsor policies and procedures.

15%
Participates in the development and monitoring of policies and procedures for department or department operations. Suggests ways to improve operation: (techniques to improve performance, processes, etc.)

• Supervises and performs post-award financial administration and management for research and other funds in accordance with organization policy and agency requirements; resolves problems frequently requiring analysis of unique issues/problems without precedent and/or structure. Actively researches and develops practices to streamline administrative and financial processes to create efficiency and consistency in fund management across the Department and the greater School.

15%
Develops expense reporting capabilities and tools to track and disseminate information to PIs, and prepares progress reports for submission to sponsors. Using internal financial and payroll systems, prepares analyses of payroll and other expenditure projections and alerts PIs of needed rebudgeting or cost transfers, as appropriate. Coordinates fiscal closing process with departments, centers, and institutes within the School of Medicine and in partnership with other campus organizations. 15%
Provides training and professional development, either formally or on-the-job, for staff to ensure subject matter knowledge in appropriate areas (e.g., sponsored project administration, post-award administration, shared fund management, etc.) and consistency across fund operations. Delivers specialized training presentations and/or develops content and materials for PIs and/or staff for education workshops in the area of research administration. 10%
Recommends hiring of new employees, salary actions, terminations, and performance ratings. Evaluates performance and competency and defines development goals. Serves as a role model for assigned staff of technical expertise, professionalism, and excellent communication. 5%
Provides training and professional development, either formally or on-the-job, for staff to ensure subject matter knowledge in appropriate areas (e.g., sponsored project administration, post-award administration, etc.). Delivers specialized training and/or develops content for education workshop in the area of research administration, grant-writing, and other activities to enhance funding opportunities for the organization.

• Develop and present trainings to School of Medicine faculty and collaborators on hot topics at federal and state sponsors, regulatory and compliance concerns, and suggestions and assistance with continuing grant development.

5%
Independently gathers information as needed to perform financial analysis. prepares journal entries; maintains and reconciles ledger accounts. 5%
Oversees daily operations of department to ensure compliance, consistency, and effective collaborations. Independently resolves administrative, operational, compliance issues within the latitude of established guidelines and policies. 5%
Communicates regularly with management on unit activities and on pertinent operational or human resources issues. Acts as advisor to management on complex contract proposals and awards. 5%
Administers regular reporting of financial metrics, capturing quantitative and qualitative data required for research development, operational planning, and external constituents as applicable. Monitors and periodically modifies internal control guidelines to ensure research assets are adequately protected. Queries and prepares customized reports as required using campus and departmental information systems. Completes special research assignments. 5%
Develops and monitors operational and budget processes, staff FTE, finance, human resources and space planning. 0%
Other Requirements
done
Standard Office Equipment
done done clear done clear done clear done
Read/Comprehend: Constantly
done done
Perform Calculations: Constantly
done
Communicate Orally: Constantly
done
Reason & Analyze: Constantly

Environmental Requirements
clear
Is exposed to excessive noise: No
clear
Is around moving machinery: No
clear
Is exposed to marked changes in temperature and/or humidity: No
clear
Drives motorized equipment: No
clear
Works in confined quarters: No
clear clear done
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