Description
Job Posting Details
Payroll Title: Research Administrator 3
Job Code: 006206
Job Open Date: 1/16/2024
Application Review Begins: 1/31/2024; open until filled
Department Code (Name): ICBT (Institute for Collaborative Biotechnologies)
Percentage of Time: 100%
Union Code (Name): 99 Non-Represented
Employee Class (Appointment Type): Staff (Career)
FLSA Status: Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: 21
Hiring/Budgeted Salary Range: $71,000 - $87,000/yr.
Full Salary Range: Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $67,200 to $119,600/yr. The budgeted salary range the University reasonably expects to pay is $71,000 to $87,000/yr.
Work Location: BioEngineering Building - Room 2010
Working Days and Hours: Monday-Friday; 8am - 5pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement if applicable: Hybrid
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement
The Institute for Collaborative Biotechnologies is a uniquely interdisciplinary, powerful alliance of Academia, Industry and the Government. Led by the University of California Santa Barbara, in collaboration with MIT, Caltech, the Federal Government, and Industry partners, the ICB transforms biological inspiration into technological innovation. Within this context, the financial unit is a fast-paced, dynamic environment that provides a broad set of services. Staff members take pride in providing high-quality service and creating a strong working relationship with our diverse clientele.
Benefits of Belonging
Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UCand why You Belong at UC.
Brief Summary of Job Duties
The Institute for Collaborative Biotechnologies (ICB) is a large, interdisciplinary research institute comprised of an ongoing, renewable University Affiliated Research Center (UARC) contract with a ceiling of $85.5 million that has ongoing subcontracts with California Institute of Technology (Caltech) and the Massachusetts Institute of Technology (MIT), and a minimum of six rotating subcontracts issued to for-profit companies. In addition, the ICB administers several, large federal and private awards. Within this context, the Contracts and Grants Manager is responsible for the full spectrum of contracts and grants pre-award functions. Annually, counsels 50+ principal investigators (PIs) on establishing UARC budgets for the core task orders. Works closely with partner institutions (Caltech and MIT) and reviews annual submission for contractual compliance. Works closely with PIs, Caltech, MIT, and for profit companies on annual submissions for the 6.2 applied research program. Provides consultation and guidance to principal investigators on non-UARC proposal submissions to up to 50 agencies. Advises faculty, research staff, and students of proper UC, agency, and contract guidelines. Is responsible for compliance issues pertaining to the scientific execution of awards (human subjects, animal subjects, stem cell, clinical trials, conflict of interest, etc.) and provides central offices with expert information, as needed.
Required Qualifications
- Bachelor's degree in related area and / or equivalent experience / training.
- 1 - 3 years experience in contract and grant administration.
- Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas.
Preferred Qualifications
- 1 - 3 years working knowledge of financial administration and management.
- Experience performing complex financial analysis, budget forecasting, and customized reporting.
- 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.
- Demonstrated competence in the use of spreadsheet and database software in financial analysis, financial management and financial reports.
- Knowledge of contract/grant policies of the University and multiple funding agencies.
- General knowledge of UC accounting and related policies and procedures for payroll, travel, purchasing, and business services/contracts.
- Demonstrates flexibility in learning, interpreting, and adapting new policies and procedures.
- Supervisory experience.
Special Conditions of Employment
- Satisfactory conviction history background check
- Position is funded by federal contract/sub-contract and requires E-Verify check
- UCSB is a Tobacco-Free environment
Job Functions and Percentages of Time:
20% UARC Contract Administration: Independently responsible for all aspects of proposal preparation and submission for any renewals or add on task orders relating to the Institute's $85.5 million, ongoing University Affiliated Research Center (UARC) contract, administered via 50-plus Task Orders and 80+ project codes. As one of only three such Army contracts and 13 DoD contracts the incumbent must understand the terms and conditions of the contract to determine if the new funds are in the 6.1 basic research and 6.2 applied research funding streams. Responsible for informing the ICB Management Services Officer and financial team of all new activity and summarizing any potential issues that may surround each new task order or add-on; coordinates with the MSO in order to ensure proper tracking for cost share requirements in the contract. The current UARC contract basic cost is $89,765,124 and the applied cost is $31,701,697 for a total contract cost of $121,466,821. The maximum ceiling of the contract is $142,091, 679. Annually, counsels 40+ UCSB faculty investigators on establishing UARC budgets for the core task orders in the contract that are renewed each fall. Ensures all required UCSB, Army, and DoD forms are completed accurately and timely. Works closely with PIs, Caltech, MIT, and for-profit companies on annual submissions for the 6.2 applied research program. Communicates with private industry subcontractors during white paper and submission process regarding specific UARC submission terms and conditions. Coordinates with the MSO and Director of Technology to resolve any submission issues that arise. Due to the discriminative relationship among the three partner institutions, and due to the potential for access to confidential and proprietary information from the various private industry stakeholders, exercises exceptionally diplomatic skills in communicating among all parties, ensuring that only appropriate information is shared.
15% Awards Compliance Officer:Reviews proposals for compliance issues including but not limited to research subjects (human and animal), stem cells, FDA-approved clinical trials, and conflict of interest. Advises PIs of applicable policies and procedures. Works with PIs on submission to external IRBs when the UCSB Human Subjects Committee does not have the capability to do the review. Coordinates with the Army Animal Care and Use Review Office (ACURO), the MEDCOM Human Research Protection Office (HRPO) and the ARL Human Research Protection Office (HRPO) to ensure compliance with Department of Defense (DoD) animal and human subjects regulations. Advises PIs of special policies and procedures for ACURO and HRPO. Tracks and submits protocols and renewals to ACURO and HRPO. Serves as the department and campus expert on clinical trials. Is responsible for researching FDA requirements and articulating these to PIs. Responsible for tracking compliance approvals for awards; submits notification of approvals to sponsoring agencies and the Office of Research. Monitors compliance approval expiration dates and advises PIs when renewals are required. Serves as a liaison between the campus conflict of interest coordinator and the PIs. Responsible for ensuring the UARC-specific conflict of interest disclosure forms are properly executed by all participating UCSB project leaders each year. Advises the PI on allowability of equipment purchases, equipment maintenance, contract services, and travel policies governed by both the agency and UC policy. Works closely with the Financial Manager on appropriate interpretation of OMB Circular A-21 and Uniform Guidance compliance issues. Keeps the ICB MSO informed of all compliance issues; consults with the MSO to determine the appropriate course of action, when compliance issues arise.
50% Contract & Grant Administration:The Contracts and Grants Manager is directly responsible for the preaward administration of all contracts and grants in the department. The ICB annual average is 36 proposals totaling $97 million processed over the past three years resulting in an annual average of 20 awards totaling $20 million. Advises principal investigators in proposal solicitation, budgetary matters, and aids in the writing of non-technical portions of the proposals. Ensures proposals meet sponsoring agency and UC requirements prior to submission. Tracks and advises investigators of proper procedures for renewal, continuation, and supplementary funding requests for various agencies. Uses and maintains knowledge of all electronic submission programs used by extramural funding agencies and the Office of Research. Responsible for maintenance of sponsoring agency information files for the office. Reviews calls for proposals and funding opportunity notices and forwards to appropriate PIs. Must have a general knowledge of UC fund accounting and related policies and procedures for payroll, travel, purchasing, and business services/contracts. Coordinates closely with the Personnel Manager and Financial Manager to ensure budgets are financially sound and based on UC and agency policies and guidelines. Reviews award notices. Performs detailed analyses of award terms and conditions, and advises PIs of any unusual terms. Notifies the Office of Research and/or Accounting of any discrepancies or errors in award setup. Serves as liaison between the Office of Research and PIs when questions arise as to the applicability or acceptability of specific award terms. Reviews awarded proposals to determine the involvement of collaborating institutions or consultants, and submits all applicable forms and documentation to issue subawards and/or consulting agreements. Works closely with the ICB financial supervisor in setting up new subawards for invoice payment. Monitors when reports are due, including technical, financial, patent and other reports; ensures PIs are notified of due dates. Assists PIs in submission of reports. Supervises the compilation of data and submission of administrative reports, as required by agency stated deadlines. Interacts with Grants offices and Agency Program Managers concerning timing of increments. Coordinates award closeout with PIs, ICB financial unit, including submitting final reports to the sponsoring agency and closeout documentation to the Office of Research. Assists PIs in obtaining approval when prior permission is required for rebudgeting, travel, purchase of equipment, exceptions, or extensions of award periods. Tracks outstanding approvals and updates the award database with approvals and/or new information when received. Prepares and submits revised budgets as required. When federal awards are received, notifies MSO to allow evaluation for Garamendi inclusion.
15% Unit Management & Supervision: Manages contracts and grants unit staff. Provides leadership, direction, and mentoring to ensure effective operation of the unit. Sets priorities and expectations for staff performance, establishes schedules, deadlines, and timelines so that the unit meets all of its operational goals. Trains staff in the preparation and submission of new proposals and budget revisions for existing grants in accordance with individual agency and UC guidelines. Directs the maintenance of proposal logs, and project folders, purging files at the appropriate time, and directs updates to the PI current and pending support information. Directs unit staff in the preparation of final proposal, assuring that the documents are in accordance with agency guidelines and format. Oversees the set up of new award files and the set up of awards in the department shadow system database.
UC Vaccination Programs Policy – With Interim Revisions
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs – With Interim Revisions.*
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals** must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.
For more information, please visit:
· UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
· University of California Policy on Vaccinations – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
*Note: The Policy on Vaccination Programs – With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.
** Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.
Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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