Research Administrator 1-2 CX, 3-5 RP

Job 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.

Job Title	Research Administrator 1 CX	Research Administrator 2 CX	Research Administrator 3 RP	Research Administrator 4 RP	Research Administrator 5 RP
Job Code	4485	4486	5264	5265	5266
Bargaining Unit	CX	CX	RP	RP	RP
FLSA	Non-Exempt	Non-Exempt	Exempt	Exempt	Exempt
Generic Scope	Entry-level professional with limited prior experience; learns to use professional concepts to resolve problems of limited scope and complexity; works on assignments that are initially routine in nature, requiring limited judgment and decision making. Employees at this level are expected to acquire the skills and knowledge to perform more advanced work following an agreed upon time in position, through defined training and development planning.	Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.	Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field. Independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.	Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.	Recognized organization-wide expert. Has significant impact and influence on organizational policy and program development. Regularly leads projects of critical importance to the organization; these projects carry substantial consequences of success or failure. Directs programs with organization-wide impact (or may have impact beyond the University) that include formulating strategies and administering policies, processes, and resources. Significant barriers to entry exist at this level.
Custom Scope	Develops and / or oversees research proposals, awards, and / or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional and research sponsor policies. Follows institutional procedures and practices when analyzing or reviewing financial information or reports. This title is bargaining unit only. There should never be an uncovered position.	Under general supervision, develops and / or oversees research proposals, awards and / or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional and research sponsor policies. Works on proposals of moderate scope such as single investigator NSF proposals where analysis of financial information or reports requires review of a variety of factors (e.g. budgets, salaries, expenses, etc.). Receives assignments on project basis and fully analyzes problems, gathers data and information, and recommends solutions. May be eligible for delegated signature authority. Completes and approves transactions for signature by manager or other authorized institutional official. This title is bargaining unit only. There should never be an uncovered position.	Uses skills as an experienced research administrator to independently develop and oversee research proposals, awards, and transactions ensuring contract and grant records comply with institutional research sponsor policies. Works on proposals and awards of diverse scope where analysis of data requires thorough understanding of complex regulations. Works on complex proposals and awards that may involve multiple investigators and / or multiple sub awards. Provides guidance to 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 awards. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “RP” ending.	Uses advanced contracts and grants concepts to manage high volume and high complexity transactions. Reviews and guides others on financial and administrative compliance for research proposals, awards, and transactions. Works independently to assess complex grant, contract and subcontract transactions where analysis requires an in-depth evaluation of variable factors. May be eligible for delegated signature authority. May serve as a technical specialist in areas such as federal/state  contracts,  subcontracts or information systems. Central Role (CR): Typically works on highly complex proposals and awards such as grants / contracts which require task budgets, option years, multiple investigators and multiple sub awards. Is eligible for delegated authority. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “RP” ending.	Having wide-ranging experience, uses contracts and grants concepts and organization objectives to assess and resolve the most complex contracts and grants issues having organization-wide impact. Proposals and contracts have direct organization-wide impact. Given scope and impact, this role only exists in a central research administration organization. Eligible for full delegation of authority to submit proposals on behalf of the organization and to act on behalf of the organization with federal, state and non-profit sponsors of extramurally funded grants, contracts, cooperative agreements and subcontracts and in acceptance of same. May serve as a recognized subject matter expert in areas such as federal/state contracts, subcontracts, information systems, sponsored project administration or compliance. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “RP” ending.
Key Resp 01	Department Role (DR): Under supervision, assists in developing and / or administering grant proposals, applications and support documents with the PI.	Department Role (DR): Under general supervision, plans, organizes,  establishes and monitors fiscal management for contracts, grants, gifts, endowments, and privately funded projects for faculty research programs.	Department Role (DR): Plans, organizes,  establishes and monitors fiscal management for contracts, grants, gifts, endowments, and privately funded projects for faculty research programs.	Department Role (DR): Leads the planning, organization, and oversight of fiscal management for contracts, grants,  gifts, endowments, and privately funded faculty research projects.	Manages and advises on the most complex contacts, transactions and proposals, including large collaborations and international partners. Reviews proposals to ensure proper resource commitment and compliance with institutional and sponsor policies.
Key Resp 02	(DR): Under direct supervision, assists with post-award financial management and prepares routine proposal budgets and supporting documents according to proposal guidelines.	(DR): Analyzes transactions and expenditures, identifies and resolves discrepancies, and prepares proposal budgets and supporting documents per proposal guidelines.	(DR): Prepares complex proposal budgets and support documents according to proposal guidelines.	(DR): Administers, in coordination with central and departmental administrators, the administrative and financial aspects of complex, awarded projects with broad impact.	Directs and ensures complete and accurate collection of research management data at all stages of the contract and grant life cycle.
Key Resp 03	(DR): Analyzes expenses, develops cost projections, and assists with financial tracking and control.	Develops and / or oversees non-competing continuations, supplements and other award and agreement amendments.	Provides post-award financial administration and management in accordance with organization policy and agency requirements.	(DR): Provides highly complex projections, analysis, and recommendations.	Independently oversees award reporting and closeout.
Key Resp 04	(DR): Interprets regulations and guidelines and prepares periodic reports.	(DR): Applies professional concepts to provide projections, analyze spending and recommend adjustments.	Coordinates proposal submissions.	Provides guidance on highly complex research administration matters to principal investigators, departmental administrators and department staff.	Present and educate professionals on  advanced research administration topics, including compliance, at national, systemwide and local events.
Key Resp 05	Central Role (CR): Under direct supervision, supports other analysts in negotiation of terms and conditions of research agreements and awards from various sponsors.	(DR): Under general supervision, provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements.	(CR): Reviews complex contract or grant proposals, obtains / verifies compliance approvals, and recommends or negotiates changes with PIs and administrators.	Central Role (CR): Reviews complex grant and contract budgets and awards, obtaining required approvals and ensuring compliance. May review and sign transactions for junior staff.	Approves analyst reviews and signs off on pre-award updates requested by sponsors before award issuance. Acts as signing authority for junior staff.
Key Resp 06	(CR): Processes research proposals, awards, and transactions, and maintains records in compliance with institutional and sponsor policies.	(DR): Advises department administrators on compliance regulations.	Provides guidance on complex research administration and compliance regulation to principal investigators and administrators.	(DR): Ensures complete and accurate collection of research management data throughout the contract and grant lifecycle. Independently oversees award reporting and closeout.	Independently negotiates terms and conditions of the most complex research grant, contract and subcontract proposals and awards from various sponsors.
Key Resp 07	(CR): Establishes contract and grant fund accounts with approval of analysts or Director.	(DR): Assists in support of audit as directed by senior staff.	Assists in support of audit as directed by senior staff.	Leads education and outreach activities to facilitate connections between faculty and relevant programs or/ funding opportunities and promotes research to external entities.	Maintains appropriate approvals from applicable compliance committees.
Key Resp 08	(CR): Under direct supervision, reviews contract or grant proposals and budgets, secures compliance approvals, and recommends or negotiates changes with PIs and administrators.	Central Role (CR): Under general supervision, works with other analysts in negotiation of terms and conditions of research agreements and awards from various sponsors.	(CR): Previews pre-award update information requested by sponsor representatives before issue of awards and submission.	(CR): Approves / signs-off submission of pre-award update information requested by sponsor representatives before issue of awards.	Directs, initiates, and designs analyses of federal, state, and university policy and assists with developing and writing office and organization policy and procedures. Develops and implements research initiatives, training programs, and tools to identify funding opportunities.
Key Resp 09		(CR): Develops professional relationships with sponsor representatives to help identify funding opportunities for researchers.	(CR): Develops professional relationships with sponsor representatives to identify funding opportunities. Delivers specialized training in research administration, grant writing, and proposal development to improve funding success. Develops and implements new initiatives.	(CR): Maintains professional relationships with sponsor representatives and develops detailed understanding of funding opportunities, needs and requirements. Delivers specialized training and / or develops content for research administration  workshops. Leads initiatives to develop effective proposal processes and resources for researchers.	Maintains and develops professional relationships with sponsor representatives. Liaises with corporations and funding sources to identify, communicate, and facilitate funding opportunities aligned with researchers’ interests.
Key Resp 10		(CR): Under general supervision, provides advice on sponsored projects administration to department administrators and PIs. Supports grant writing and proposal development initiatives to improve funding success.	(CR): Authorizes establishment of complex contract and grant fund accounts with approval of other analysts, director or other authorized institutional official.	(CR): Reviews and approves or rejects requested fund advance setups or research account updates.	Independently detects areas where new regulations need to be understood and implemented.
Key Resp 11		(CR): In compliance with institutional and sponsor policies, establishes mandated recordkeeping.	(CR): Reviews and approves or rejects requested fund advance setups or research account updates.	(CR): Maintains appropriate approvals from applicable compliance committees and ensures compliance with institutional and sponsor policies.	Maintains communication with review committees to learn of new requirements.
Key Resp 12		(CR): Applies professional concepts to authorize establishment of contract and grant fund accounts with approval of other analysts or director.	(CR): Negotiates terms and conditions of complex research agreements and awards from various sponsors.	(CR): Negotiates terms and conditions of highly complex research grant, contract and subcontract proposals, and awards from various sponsors.	Consults with senior leadership and researchers in the development and submission of complex research proposals for extramural funding, including those involving multiple PIs and partnerships with other entities.
Key Resp 13			Coordinates budget allocations and manages chart of accounts, data management tools, and related processes. Prepares journal entries and reconciles ledger accounts. Participates in gathering general ledger data for UBIT, preparing summary schedules, and addressing or coordinating department inquiries.	Reviews budget allocations for policy exceptions, manages chart of accounts, data management tools, and related business processes. Reviews and reconciles ledger accounts. Participates in gathering general ledger data for UBIT, preparing summary schedules, and addressing or coordinating department inquiries.	Oversees publications and other vehicles that highlight research activities.
Key Resp 14			Applies professional knowledge / experience to prepare, review, and / or approve financial transactions.	(CR): Maintains communication with review committees to learn of new requirements.	Develops and maintains knowledge of faculty research interests and strengths to align with potential funding sources.
Key Resp 15			Independently gathers information as needed to perform financial analysis.	Prepares, reviews and / or approves financial transactions. Independently gathers information as needed to perform financial analysis.	Orients, trains and provides guidance to new or less experienced staff. May serve as a staff manager.
Education	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.
Special Condition	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.	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.	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.	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.	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.
KSA 01	Ability to learn and develop understanding of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines.	Knowledge of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines.	Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.	Extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.	Expert knowledge of pertinent federal and non-Federal sponsor regulations including OMB Circulars, the NSF and PHS Grants Policy Statements, Federal Acquisition Regulation, patent and copyright law, and cost-accounting standards.
KSA 02	Ability to learn and develop understanding of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.	Knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.	Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.	Advanced knowledge of current compliance regulations and requirements in all areas of research administration.	Expert knowledge and understanding of the compliance and sponsor policies related to research administration.
KSA 03	Ability to thrive in a fast-paced, high-volume, deadline-driven environment  coordinating multiple tasks with judgment and flexibility to reprioritize for emergencies. Detail oriented.	Ability to manage a high volume of transactions.	Ability to manage significant volume of transactions.	Ability to manage high volume and complex transactions.	Expert knowledge of federal, state and non-profit sponsor regulations, policies, requirements, procedures and areas of interest.
KSA 04	Ability to perform routine financial analysis and reporting.	Ability to perform moderately complex financial analysis and customized reporting.	Ability to perform complex financial analysis and customized reporting.	Ability to perform highly complex financial analysis and customized reporting.	Ability to perform highly complex financial analysis and customized reporting.
KSA 05	Proficiency in working with computer and information management systems.	Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.	Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.	Demonstrated advanced competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.	Demonstrated expert level competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.
KSA 06	Organization and communication skills and customer service focus.	Ability to maintain independent judgment; strong organization; communication skills; and a customer service focus.	Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas.	Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas.	Leadership and mentoring skills to develop and oversee less experienced analysts.
KSA 07		Maintains current knowledge of compliance regulations in all areas of research administration.	Maintains current knowledge of compliance regulations in all areas of research administration.	Advanced knowledge of Federal Acquisition Regulation, Code of Federal Regulations, sponsor-specific policies, intellectual property policy, conflict of interest requirements, publication rights, application of indirect cost rates and other concepts in research administration.	Expertise in the areas of fiscal management, human / animal subject compliance, intellectual property, conflict of interest, procurement, property management, environmental health and safety, and human resources (for academic and staff positions).
KSA 08		Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.	Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.	Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles.	Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles.
KSA 09		Knowledge of grant funding processes, procedures and techniques.	Demonstrated knowledge of effective grant funding processes, procedures and techniques	Advanced knowledge of effective grant funding processes, procedures and techniques	Expert knowledge of effective grant funding processes, procedures and techniques
KSA 10		Writing skills to draft persuasive text for a variety of audiences.	Strong  writing skills  to craft compelling content tailored to various audiences, while consistently ensuring compliance with funding sponsors’ guidelines.	Advanced ability in developing and delivering training on grant writing and communication skills for diverse audiences to effectively secure funding.	Ability to lead and implement grant writing and other research development resources for the organization.
KSA 11				Advanced knowledge of, and ability to interpret, apply and explain sponsor, institutional and departmental policies.	Expert knowledge of techniques for identifying and securing funding opportunities.
KSA 12				Experience with all types of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements.	Demonstrated skills developing complex large scale research initiatives, proposals and techniques.
Environment	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.