Research Administrator

Apply for Job Job ID 77631
Location Santa Cruz
Full/Part Time Full Time
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JOB POSTING

NO VISA SPONSORSHIP AVAILABLE FOR THIS POSITION.

Applicants must have current work authorization when accepting a Baskin Engineering or affiliate staff position. We are unable to sponsor or take over sponsorship of an employment Visa for staff.

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UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 05-12-2025

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Originally founded in 1997, the Baskin School of Engineering is the first professional school at UC Santa Cruz. Over the past 20 years, Baskin Engineering has become a unique 21st century school of engineering and technology, characterized by evolutionary growth fueled by on-going research opportunities that open new areas of intellectual inquiry. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society, and its diverse curricula facilitate creative thinking and prepare students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.

More information can be found at

JOB SUMMARY

Under general supervision and general guidance, the Research Administrator functions as part of a team that provides administrative and financial management services to the Baskin School of Engineering (BE) faculty and research programs/centers. The incumbent manages a portfolio of moderate to high complexity with management responsibility over at least $3,000,000 in sponsored funds across a diverse portfolio of moderate to highly complex contracts and grants for industry, private non-profit and government sponsors, plus an additional $2,000,000+ in non-sponsored startup and discretionary funds where analysis of financial information or reports requires review of a variety of factors (e.g. budgets, salaries, expenses, etc). They fully analyze problems, gather data and information, and implement solutions. They prepare and complete as well as approve transactions prepared by others.

The incumbent oversees, approves and reviews transactions across the portfolio and maintains contract and grant records in compliance with institutional and sponsor policies. They prepare and update financial reports using Excel and institutional reporting tools; prepare and approve financial journals (transfer of expense, transfer of funds, liquidation of liens) and prepare and review required documentation prepared by others; execute intake of award documents from central systems including budgets and budget justifications; draft new financial reports and update existing financial reports for new awards and award increments, process and approve retroactive payroll transfer of expense and document transactions accordingly.

The incumbent will provide guidance and advice to research program faculty and staff to achieve short-term goals in support of the division/department mission and consistent with longer-term strategic financial and programmatic goals. They inform and coach faculty and research staff on standard operating procedures, divisional/departmental or university policies and processes; ensures that these policies are sensibly applied. Provides decision support analysis and guidance for short- and long-term planning.

The incumbent is expected to provide high-level customer service as part of a dynamic, responsive team. Post-award financial management and reporting are critical functions of this position, as well as minimizing risk and assuring compliance with applicable University and sponsor/donor policies and federal/state regulations.

At this time, Baskin Engineering is reviewing in office, full remote, and hybrid work options. Based upon the department and selected candidate's needs an appropriate option will be made available. For fully remote or hybrid work options a telecommuting contract will be required to ensure compliance with ongoing service level agreements to our Campus clients.

APPOINTMENT INFORMATION

Budgeted Salary: $83,000 - $96,500/year. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:
•  Full-time, Fixed
•  Percentage of Time: 100%, 40 Hours per Week
•  Days of the Week: Mon-Fri
•  Shift Includes: Day Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 006206 (RSCH ADM 3) - Grade 21

Travel: Never or Rarely

JOB DUTIES

70% - Administration of Research Funds
•  Prepare periodic financial reports using established reporting templates, the UCSC Financial Information system, and data warehouse to provide Principal Investigators (PIs) with the financial status of their awards and ensure that financial records are accurate and complete. Review the reports for budgetary compliance, effective spending and provide recommendations and possible resolutions to potential budgetary problems.
•  Analyze data and develop financial projections to assist PIs in meeting the goals of their projects within the awarded period.
•  Provide payroll information for appropriate distribution of salary in the payroll system and obtain confirmation of effort on awards. Oversee payroll transactions and process transfers as necessary for Academic and staff appointments.
•  Review award documentation for terms and conditions, identify any specific restrictions and advise PI in determining proper use of funds according to agency guidelines and UC policy.
•  Alert PIs of the need for re-budgeting, extension of end date, and firm commitments to meet changing requirements of the project.
•  Assist in the completion and submission of internal forms in collaboration with the Office of Sponsored Projects.
•  Identify and correct transactional discrepancies in collaboration with Extramural Funds Accounting. Prepare final reports for Extramural Funds Accounting (EMF) including final equipment inventories and cost sharing reports.
•  Utilize the University's financial system to track and document cost share and obtain required certification.
•  At the end of each fiscal year, review all research accounts and direct appropriate transfers to ensure that funds are carried forward correctly and cleanly, and that any funds that are not to be carried forward are expended or returned. 15% - General Research Administration
•  Proactively manage a proportional share of the BE research awards. Develop an understanding of the financial/budgetary nuances associated with each funding mechanism.
•  Interpret and provide consultation and expertise for PIs on matters concerning university, division, federal, state, and private agencies' policies, procedures, guidelines, terms, conditions, allowability, and allocability of budget and expenditures.
•  Research and resolve unclear areas of the policy and disseminates information to the appropriate faculty and staff.
•  Review changes and updates in policy for applicability to current contract and grant awards.
•  Analyze and apply agency guidelines and University policy when approving expenditures, including direct pays, purchase orders, and travel reimbursements. Control, through approval, expenditures on restricted funds and provides direction to PIs and research groups click apply for full job details