Research Administrator 3 / Fund Manager

The Fund Manager provides analytical and financial support in proposal processing, contract and grant administration, and budget development, including pre-award proposal initiatives, management of complex funds post-award, and closeout activities for federal, state, local and private sponsors. Involves activities associated with forecasting, planning, and managing of research and fellowship 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. Typically works on complex proposals such as grants/contracts which require task budgets, option years, phases, multiple investigators and multiple sub-awards. Works on proposals and awards of diverse scope where analysis of data requires the thorough understanding of complex regulations. Guides less experienced staff.

Advise PIs and staff on applicable overhead rates, UC and agency rules, regulations, funding restrictions, required language for budget justifications, cost-sharing rules, fees, and funding trends. Responsible for a high degree of accuracy in compiling budget data, spending projections, and salary and benefit rates for the proposal submittals. Requires compiling information from multi-faceted research groups and from other UCSD/SIO departments and external organizations including other universities, state and federal agencies, other research institutions, non-profits, and industry. Completes and approves transactions for signature by manager or other authorized institutional official.

Follow through on proposal applications, agency reporting requirements, no-cost extensions, re-budgets, continuations, and renewals. Maintains contract and grant records in compliance with institutional research sponsor policies. The position will also be responsible for the oversight of complex awards; the processing and billing of outside purchase orders for services; and the billing of complex awards. Responsibilities include preparing monthly financial statements; review appropriateness of expenditures, availability of funds and applicable funding restrictions; prepare allocations and budget adjustment transfers as required; prepare cost transfer and other financial adjustments for fiscal closing and award close-out.

Serves as the primary Departmental Security Administrator (DSA) for Sea Grant, responsible for all matters regarding access to the departmental financial and operational computer systems. This includes granting/requesting access, password resets, sponsorship, and processing of terminations in the system.

Must be able to interact professionally and confidently with a variety of faculty and research professionals and to incorporate assertive methods of connecting with PI's, Specialists, fellows, agency contacts, and university and other institutional resource offices on behalf of the researcher and/or management. Work effectively in a team environment by participating in and contributing to business office procedures and policy planning. Provide fiscal advice, assistance and guidance to researchers, fellows, and other business contacts and department support staff. Act as liaison with OCGA, OPAFS, General Accounting, OGSR, Disbursements and other central campus departments at UCSD, other UC campuses, and other public and private institutions.

California Sea Grant is a federally funded program and is very unique within the UC system. We are, in essence, a funding agency that supports research projects throughout California at a number of public and private universities, including UCSD/SIO, and other research institutions. We also have a large fellowship program that annually places more than 30 fellows at state and federal host agencies across California and in Washington D.C., and we have 10 PI's plus additional staff based both at SIO and around the state doing research, extension and outreach.

• # of Proposals submitted: 30-40

• $ Amount of Proposals submitted: $10-20 million

• % of Proposal types: 70% state contracts, 10% federal cooperative agreements, 5% federal grants, 5% federal contracts; 8% local/municipal grants, 2% foundation.

• # of Awards Managed: 20-30

• # of Sub awards managed: 40-50

• $ Amount of Awards Managed: Direct $8-10 million, Indirect $2-4 million

• % of Award types: 30% contracts, 10% cooperative agreements, 50% sub awards with cost sharing, 10% grants

• Post award reporting complexity: Very strict agency requirements for invoicing and reporting. Invoices to agencies with all back-up documentation and progress reports. Setting up, issuing, and monitoring all sub award projects to ensure they are billing correctly, providing all required reports, processing invoices for payment, and resolving invoicing, reporting or other issues and discrepancies. Managing and tracking cost share.

• # of PI’s supported: 10

Additional complexity: Contracts require detailed back-up for proposals. PI Exception requests. Cost share.

• Bachelor's degree in related area; and/or equivalent experience/training.

• Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment. Knowledge of financial accounting/bookkeeping principles, purchasing, inventory, travel, and all related functions. Experience in interpreting and applying complex rules, regulations, systems, and design/develop enhancements to routine operations.

• Proven skill in preparation and analysis of contractual proposal documents, including budget data, support details, and other data as required by the granting/contracting agencies. Knowledge of proposal formats and requirements of federal, state and private agencies including submission deadlines. Ability to interpret government regulations.

• Ability to perform complex financial analysis and customized reporting. Ability to analyze and prepare budgets, to identify spending patterns and project future expenditures to include projecting salary, benefits, fees, and indirect costs with knowledge of payroll and personnel regulations impacting such costs.

• Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. Proven ability to read, understand, and interpret the general and sub ledgers and other accounting documents.

• Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas. Ability to prioritize work with conflicting and changing priorities and deadlines

• Maintains current knowledge of compliance regulations in all areas of research administration. Knowledge of federal and state rules, regulations, and guidelines to ensure strict compliance with auditing and reporting requirements and ability to translate them into daily departmental practices and procedures.

• Thorough knowledge of generally accepted accounting, fiscal and reporting principles. Strong analytical ability working with extensive and detailed information in an accurate manner within established deadlines and procedures. Ability to review and apply cost accounting standards (CAS) to all contract/grant expenditures.

• Proven experience with all types of award mechanisms including grants, contracts, subcontracts/sub awards and cooperative agreements.

• Excellent interpersonal communications skills both oral and written. Ability to interact comfortably and effectively with a wide range of personalities in person, over the phone, video conferencing, and email exercising tact, diplomacy, and confidentiality with emphasis on flexibility and professionalism.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

Our employees enjoy competitive compensation packages and educational opportunities in a diverse, stimulating workforce.

This position is eligible for full benefits first day of hire:
a) Health/Dental/Vision Insurance
b) Vacation/holidays (15 vacation days & 13 paid holidays a year)
c) Work/Life Balance
d) Life insurance
e) UC Retirement Plan
f) Pet Insurance

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