Published: November 5, 2018
Version: June 18, 2010
UCOP Career Tracks Job Database
Job Family: / Research AdministrationJob Function: / Contracts and Grants
Category: / Professional
Job Title: / Rsch Adm 1
Job Level: / Entry
Job Function Summary: / 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.
Job Title / Job Code / Personnel Program / Grade / FLSA / Education / Career Path/Job
Rsch Adm 1 / 6204 / PSS / 18 / Non-Exempt / Bachelors degree in related area and/or equivalent experience/training / Research Administrator 2; Research Administration > Research Compliance > Professional
Generic Scope: / Entry-level professional with limited or no prior experience; learns to use professional concepts to resolve problems of limited scope and complexity; works on developmental assignments that are initially routine in nature, requiring limited judgment and decision making.
Custom Scope: / Learns to develop and/or oversee research proposals, awards and 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.
Key Responsibilities: / Dept Role (DR): Learns to develop grant proposals, applications and support documents. (DR): Under direct supervision, provides post-award financial administration and management for research funds. (DR): Learns to analyze expenses, develop cost projections, and assist with financial tracking and control. (DR): Learns to interpret regulations and guidelines and prepare periodic reports. Central Role (CR): Under direct supervision, supports other analysts in negotiation of terms and conditions of research agreements and awards from various sponsors. (CR): Learns to process research proposals, awards and transactions related to contract and grant management and maintains contract and grant records in compliance with institutional and research sponsor policies. (CR): Learns to establish contract and grant fund accounts with approval of other analysts or Director. (CR): Under direct supervision, learns to administratively review grant or contract proposals and budgets, obtains/verifies necessary compliance approvals, and recommends/negotiates needed changes to proposals with PIs and/or department administrators.
Knowledge Skills: / Must possess ability to thrive in a busy, high-volume, and deadline driven work environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize to accommodate emergency requests. Requires organization and communication skills and customer service focus. Detail oriented. Develops understanding of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines. Develops understanding of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, et cetera.
Published: November 5, 2018
Version: June 18, 2010
UCOP Career Tracks Job Database
Job Family: / Research AdministrationJob Function: / Contracts and Grants
Category: / Professional
Job Title: / Rsch Adm 2
Job Level: / Intermediate
Job Function Summary: / 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.
Job Title / Job Code / Personnel Program / Grade / FLSA / Education / Career Path/Job
Rsch Adm 2 / 6205 / PSS / 20 / Non-Exempt / Bachelors degree in related area and/or equivalent experience/training / Research Administrator 3; Research Administration > Research Compliance > Professional
Generic Scope: / 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.
Custom Scope: / Under general supervision, develops and/or oversees research proposals, awards and 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.
Key Responsibilities: / Dept Role (DR): Under general supervision, organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments and privately funded projects for faculty research programs. (DR): Analyzes transactions, expenditures, identifies and resolves discrepancies, financial and inventory reports. Develops and/or oversees non-competing continuations, supplements and other award/agreement amendments. (DR): Applies professional concepts to provide projections, analyze spending and recommend adjustments. (DR): Under general supervision, provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements. (DR): Assists with the staffing of research personnel. (DR): Advises department administrators on compliance regulations. (DR): Assists in support of audit as directed by senior staff. 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): Applies professional concepts to authorize establishment of contract and grant fund accounts with approval of other analysts or Director. (CR): Develops professional relationships with sponsor representatives. (CR): Under general supervision, provides advice and counsel regarding sponsored projects administration to Department Administrators and PIs. (CR): In compliance with institutional and sponsor policies, establish mandated recordkeeping.
Knowledge Skills: / Requires independent judgment and strong organization and communication skills and customer service focus. Knowledgeable in applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines. Knowledgeable in applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, et cetera. Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles. Proficiency working with computer and information management systems. Ability to perform moderately complex financial analysis and customized reporting. Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. Maintains current knowledge of compliance regulations in all areas of research administration.
Published: November 5, 2018
Version: June 18, 2010
UCOP Career Tracks Job Database
Job Family: / Research AdministrationJob Function: / Contracts and Grants
Category: / Professional
Job Title: / Rsch Adm 3
Job Level: / Experienced
Job Function Summary: / 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.
Job Title / Job Code / Personnel Program / Grade / FLSA / Education / Career Path/Job
Rsch Adm 3 / 6206 / PSS / 21 / Exempt / Bachelors degree in related area and/or equivalent experience/training / Research Administrator 4; Contracts and Grants Supr 2; Research Administration > Research Compliance > Professional
Generic Scope: / 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.
Custom Scope: / Uses skills as a seasoned, experienced research administrator to independently develop and/or oversee research proposals, awards and transactions related to contract and grant management and maintains contract and grant records in compliance with institutional research sponsor policies. Work on proposals 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 that may involve multiple investigators and/or multiple sub awards. Guides less experienced staff.
Key Responsibilities: / Dept Role (DR): Organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments and privately funded projects for faculty research programs. (DR): Prepares proposal budgets and support documents that are required by proposal guidelines. Coordinates proposal submission. (DR): Provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements. Coordinates hiring of research personnel. (DR): Provides advice and counsel regarding sponsored projects administration, including compliance regulations, to Department Administrators and PIs. (DR): Assists in support of audits as directed by senior staff. Central Role (CR): Applies contracts and grants concepts to review complex grant or contract proposals and obtain/verify necessary compliance approvals, and recommend/negotiate needed changes to proposals with PIs and/or department administrators. (CR): Previews pre-award update information requested by sponsor representatives before issue of awards and submission. (CR): May negotiate terms and conditions of complex research agreements and awards from various sponsors. (CR): Develops professional relationships with sponsor representatives. (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 advance setups or research account updates.
Knowledge Skills: / Requires independent judgment and strong organization and communication skills and customer service focus across broad and diverse subject areas. Maintains current knowledge of compliance regulations in all areas of research administration. Requires thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment. Ability to manage significant volume of transactions. Thoroughly knowledgeable in applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, et cetera. Ability to translate technical/scientific concepts into a fundable proposal.
Published: November 5, 2018
Version: June 18, 2010
UCOP Career Tracks Job Database
Job Family: / Research AdministrationJob Function: / Contracts and Grants
Category: / Professional
Job Title: / Rsch Adm 4
Job Level: / Advanced
Job Function Summary: / 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.
Job Title / Job Code / Personnel Program / Grade / FLSA / Education / Career Path/Job
Rsch Adm 4 / 6207 / PSS / 22 / Exempt / Bachelors degree in related area and/or equivalent experience/training / Contracts and Grants Supr 2; Research Administration > Research Compliance > Professional
Generic Scope: / 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.
Custom Scope: / Uses advanced contracts and grants concepts to manage high volume and high complexity transactions. May review and guide others in the review of financial and administrative management requirements of research contract and grant proposals, awards and transactions 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 be eligible for delegated signature authority. May review and sign transactions for less experienced staff. May serve as a technical specialist in a particular area, such as federal contracts, state contracts, subcontracts or information systems. Typically works highly complex proposals such as grants/contracts which require task budgets, option years, multiple investigators and multiple sub awards. At the central level, may be eligible for delegated authority.
Key Responsibilities: / Dept Role (DR): Leads the organization, planning, establishment and monitoring of fiscal budget control of contracts and grants administration, submissions, budgets, support documents, gifts, endowments and privately funded projects for faculty research programs. (DR): Administers, in coordination with central and departmental administrators, the administrative and financial aspects of complex, awarded projects with organization-wide impact. (DR): Provides highly complex projections, analysis and recommendations. (DR): Assists in support of audit as directed by senior staff. (DR): Provides guidance and counsel on research administration matters to principal investigators, departmental administrators and less experienced department staff. (DR): Ensures complete and accurate collection of research management administration data at all stages of the contract and grant life cycle. Central Role (CR): Administratively reviews complex grant or contract proposals and budgets, obtains/verifies necessary compliance approvals. (CR): Approves/signs-off submission of pre-award update information requested by sponsor representatives before issue of awards. (CR): May negotiate terms and conditions of highly complex research grant, contract and subcontract proposals and awards from various sponsors. (CR): Reviews and approves or rejects requested advance setups or research account updates. (CR): Maintains professional relationships with sponsor representatives. (CR): Maintain appropriate approvals from applicable compliance committees. (CR): Maintains communication with review committees to learn of new requirements.
Knowledge Skills: / Requires extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment. Full facility with 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 complex concepts in research administration. Maintains knowledge of and ability to interpret and apply sponsor, institutional and departmental policies. Ability to manage high volume and complex transactions. Experienced with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements. Requires independent judgment and strong organization and communication skills and customer service focus. Ability to interpret policy for others. Stays current on compliance regulations in all areas of research administration.
Published: November 5, 2018
Version: May 29, 2008
UCOP Career Tracks Job Database
Job Family: / Research AdministrationJob Function: / Contracts and Grants
Category: / Professional
Job Title: / Rsch Adm 5
Job Level: / Expert
Job Function Summary: / 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.
Job Title / Job Code / Personnel Program / Grade / FLSA / Education / Career Path/Job
Rsch Adm 5 / 0387 / MSP / 24 / Exempt / Bachelors degree in related area and/or equivalent experience/training / Research Administration > Contracts and Grants > Supervisory & Managerial; Research Administration > Research Compliance > Professional; Research Administration > Research Compliance > Supervisory & Managerial
Generic Scope: / 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. May direct programs with organization-wide impact that include formulating strategies and administering policies, processes, and resources. Significant barriers to entry exist at this level.
Custom Scope: / 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. Manages the most complex transactions. Advises on the most complex proposals, including those involving large collaborations, international collaborators, complex contracts. Reviews research/training contract and grant proposals to extramural sponsors to ensure the proper commitment of institutional resources and compliance with institutional and sponsor policies. Proposals and contracts have direct organization-wide impact. 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. Serves as signing authority for less experienced staff. May serve as a staff manager and oversee staff, or may serve as a subject matter expert and is often recognized as an expert for the organization in the industry in a particular area, such as federal contracts, state contracts, subcontracts or information systems, or sponsored project administration and compliance.
Key Responsibilities: / Dept Role (DR): Oversees the organization, planning and monitoring of the fiscal budget controlling the most complex contracts and grants administration, submissions, budgets, support documents, gifts, endowments and privately funded projects for faculty research programs. (DR): Having wide-ranging experience, uses contracts and grants concepts and organization objectives to resolve the most complex problems related to award terms, budgets, compliance with sponsor and institutional policy, and reporting. (DR): Oversees hiring of research personnel. (DR): Orients, trains and provides guidance to new staff. (DR): Directs and ensures complete and accurate collection of research management data at all stages of the contract and grant life cycle. Independently oversees award reporting and closeout. (DR): Ensures that PIs maintain appropriate approvals from applicable compliance committees. (DR): Responds to external or internal auditors in their examination of active and terminated projects. Central Role (CR): Approves reviews conducted by entry-level analysts. (CR): Approves/signs-off submission of pre-award update information requested by sponsor representatives before issue of awards. (CR): Independently negotiates terms and conditions of the most complex research grant, contract and subcontract proposals and awards from various sponsors. (CR): Maintains appropriate approvals from applicable compliance committees. (CR): Directs, initiates and designs analyses of federal, state, and university policy and assists with developing and writing office and organization policy and procedures. (CR): Communicates/teaches research administration concepts at national meetings, organization or departmental. (CR): Maintains and develops professional relationships with sponsor representatives. (CR): Independently detects areas where new regulations need to be understood and implemented. Maintains communication with review committees to learn of new requirements.
Knowledge Skills: / Must possess expert knowledge of pertinent federal and non-profit sponsor regulations including OMB Circulars, the NSF and PHS Grants Policy Statements, Federal Acquisition Regulation, patent and copyright law, and cost-accounting standards. Must have a broad understanding of the institutional and sponsor policies related to 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). Must have expert knowledge of federal, state and non-profit sponsor regulations, policies, requirements, procedures and areas of interest. Must have leadership and mentoring skills to develop and oversee less experienced analysts.
Published: November 5, 2018