Proposed Classification Matrix for Sponsored Research Administrators

Transcription

1 Career Tracks Description A, B, & C combined are considered as the classification criteria UC San Diego Payroll Title Career Tracks Job Title Entry Level Administrative 1 Experienced Administrative 2 Administrative Analyst Senior Administrative Analyst Principal Analyst OR MSO (MSP A) Analyst Senior Analyst Contract and Grant Manager 1 Job Level Entry Intermediate Experienced Advanced Expert Education Generic Scope (Career Tracks) Custom Scope (Career Tracks) I. Volume (A, B & C) A. Proposals Submitted B. Awards Managed C. Number of PIs served 3 PIs or less Bachelor's degree in related area and/or equivalent experience/training 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. 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. <5 submissions OR <$500K proposals submitted annually <10 awards OR < $2M in awards managed annually Proposed Classification Matrix for Sponsored Research Administrators Bachelor's degree in related area and/or equivalent experience/training 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. 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 submissions OR $5M - $8M proposals submitted annually awards OR $2M - $4M awards managed annually 3-5 Pis, each with up to 7 awards Bachelor's degree in related area and/or equivalent experience 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. Uses skills as a seasoned, experienced research administrator to independently develop and/or oversee research proposals, awards and/or 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. 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 yrs, multiple investigators & multiple sub awards. >20 submissions OR >$8M proposals submitted annually >30 awards OR $4M-$6M awards managed annually Bachelor's degree in related area and/or equivalent experience 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. 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/or transactions to ensure compliance with institutional and sponsor policies. Works independently to assess complex grant, contract and subcontract transactions where analysis requires an indepth 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. 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. <5 but >$20M proposals submitted annually <5 but >$6M awards managed annually Bachelor's degree in related area and/or equivalent experience Spends the majority of time (50% or more) achieving organizational objectives through the coordinated achievements of subordinate staff. Establishes departmental goals and objectives, functions with autonomy. Manages the accountability and stewardship of human, financial, and often physical resources in compliance with departmental and organizational goals and objectives. Ensures subordinate supervisors and professionals adhere to defined internal controls. Manages systems and procedures to protect departmental assets. Receives assignments in the form of objectives and determines how to use resources to meet schedules and goals. Reviews and approves recommendations for functional programs. Provides guidance to subordinates to achieve goals in accordance with established policies. Erroneous decisions or failure to achieve goals results in additional costs and personnel. Manages operations of contracts and grants office and professional staff. The C&G Manager should be expected to manage proposals up to the volume of Research Administrator 2. The C&G Manager should be expected to manage awards up to volume of Research Administrator 2. >5 PIs, each wth up to 7 awards 3-5 PIs The C&G Manager wil probably serve <5 PIs. Page 1

2 Proposed Classification Matrix for Sponsored Research Administrators These describe the type of awards expected to be managed and the contributions to development at this level UC San Diego Payroll Title Career Tracks Job Title II. Complexity A. Proposals Entry Level Administrative 1 Unsolicited proposals only, <$250K dc annually per proposal B. Awards Regular research awards C. Self-Supporting Activities III. Contributions to Development None Provide input and feedback to proposed changes to policies and procedures Experienced Administrative 2 Unsolicited proposals; some RFA, RFP, or PA responding proposals; <25% subaward proposals, <25% institutional commitment proposals Regular research awards; <25% subawards; <25% cost sharing Research recharge operations (income <$500K/year); training grants Provide data gathering and analysis to the development of policies and procedures' Administrative Analyst Senior Administrative Analyst Principal Analyst OR MSO (MSP A) Analyst Unsolicited proposals; RFA, RFP, and PA response proposals, subaward proposals, institutional commitment proposals, Program Project or Center applications; Training grant applications; Contracts Regular research proposals; subawards, cost sharing, Program Project or Center awards; Training Grants; Contracts Research recharge operations (income $500K- $2M/year); Provide team leadership in the development of policies and procedues Senior Analyst Contract and Grant Manager 1 Highly complex proposals involving one or more of the following: multiple departments; multiple institutions (subawards); significant institutional cost-sharing; responsive to award agency proposal requirements (RFP, The C&G Manager should be expected to RFA, PA); numerous integrated manage proposals up to the complexity level projects; significant and unique of Research Administrator 3. reporting requirements; significant equipment acquisition or fabrication; performance milestones. Such proposals will usually be in excess of $6 million (direct cost) annually. Funds managed will be for awards received as a result of submission of proposals described above. Large, complex (income $2M - $5M/year) research recharge operations Provide team leadership in the development of policies and procedues; approve or recommend for approval changes The C&G Manager should be expected to manage awards up to the complexity level of Research Administrator 3. Large, complex (income >$5M/year) research recharge operations Spends the majority of time achieving organizational objectives through the coordinated achievements of subordinate staff. Establishes departmental goals and objectives. Manages the accountability and stewardship of human, financial, and often physical resources in compliance with departmental and campus wide goals and objectives. Ensures subordinate supervisors and professionals adhere to defined internal controls. IV. Supervision Received close general supervision general supervision direction autonomy r V. Act as Supervisor? No No Can supervise Can supervise Page 2

3 Proposed Classification Matrix for Sponsored Research Administrators Key Responsibilities Other UC San Diego Payroll Title Career Tracks Job Title Entry Level Administrative 1 Experienced Administrative 2 VI. Management None None None VII. Minimum Education or Experience Key Responsibility 1 Key Responsibility 2 Key Responsibility 3 Key Responsibility 4 Key Responsibility 5 Key Responsibility 6 Bachelor's degree in related area and/or equivalent experience Dept Role (DR): Under close supervision, administers and/or develops grant proposals, applications and support documents in conjunction with PI. (DR): Under direct supervision, provides post-award financial administration and management for research funds. Assists in preparation of routine proposal budgets and support documents that are required by proposal guidelines. (DR): Analyzes expenses, develops cost projections, and assists with financial tracking and control. (DR): Interprets regulations and guidelines and prepares 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): Processes 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. Bachelor's degree and one year demonstrated business experience, or equivalent 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. Prepares proposal budgets and support documents that are required by proposal guidelines. Develops and/or oversees noncompeting continuations, supplements and other award/agreement amendments. Administrative Analyst Senior Administrative Analyst Principal Analyst OR MSO (MSP A) Analyst Bachelor's degree and 2 years demonstrated business experience, or equivalent 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 complex proposal budgets and support documents that are required by proposal guidelines. Coordinates proposal submission. (DR): Applies professional Provides post-award financial concepts to provide projections, administration and management for analyze spending and recommend research funds in accordance with adjustments. organization policy and agency requirements. (DR): Under general supervision, provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements. (DR): Advises department administrators on compliance regulations. Provides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department Administrators. Assists in support of audits as directed by senior staff. Senior Analyst Part of the Fiscal Operations Manager Management Team Bachelor's degree and four years demonstrated business experience, or equivalent. Demonstrated leadership and management experie experience 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. Assists in support of audit as directed by senior staff. Provides guidance and counsel on wide variety of highly complex research administration matters to principal investigators, senior departmental administrators and less experienced department staff. Contract and Grant Manager 1 Bachelor's degree and 6 years demonstrated business experience, or equivialent. Demonstrated leadership and management Coordinates operations of department with other contract and grant professionals and managers in the organization. Establishes and recommends changes to policies which affect the department. Manages staff review of grant and contract award terms and conditions. Manages, through subordinate supervisors, the coordination of activities of a department with responsibility for results in terms of costs, methods, and employees. CR: Approves terms for acceptance Manages negotiations with contracting officers to substantiate budget requests and to secure terms and conditions. (DR): Ensures complete and accurate Makes recommendations to higher level collection of research management managers regarding organization-wide policies administration data at all stages of the and procedures. contract and grant life cycle. Independently oversees award reporting and closeout. Page 3

4 UC San Diego Payroll Title Career Tracks Job Title Key Responsibility 7 Key Responsibility 8 Entry Level Administrative 1 Proposed Classification Matrix for Sponsored Research Administrators Experienced Administrative 2 (CR): establishes contract and grant (DR): Assists in support of audit as fund accounts with approval of other directed by senior staff. analysts or Director. (CR): Under direct supervision, administratively reviews grant or contract proposals and budgets, obtains/verifies necessary compliance approvals, and recommends/negotiates needed changes to proposals with PIs and/or department 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. Administrative Analyst Senior Administrative Analyst Principal Analyst OR MSO (MSP A) Analyst (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. Senior Analyst Central Role (CR): Administratively reviews complex grant or contract proposals budgets and awards, obtains/verifies necessary compliance approvals. (CR): Approves/signs-off submission of preaward update information requested by sponsor representatives before issue of awards. Contract and Grant Manager 1 Develops and monitors operational and budget processes, staff FTE, finance, human resources and space planning. (CR) Has a delegation of authority status to sign contracts and grants. Key Responsibilities Key Responsibility 9 Key Responsibility 10 Key Responsibility 11 Key Responsibility 12 Key Responsibility 13 (CR): Applies professional (CR): Negotiates terms and conditions of concepts to authorize complex research agreements and awards establishment of contract and from various sponsors. grant fund accounts with approval (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, establishes mandated recordkeeping. (CR): Develops professional relationships with sponsor representatives. Delivers specialized training for education workshops in the area of research administration. (CR): Authorizes establishment of complex contract and grant fund accounts with approval of other analysts, Director or other authorized institutional official. (CR): Negotiates terms and conditions of highly complex research grant, contract and subcontract proposals and awards from various sponsors. (CR): Reviews and approves or rejects requested fund advance setups or research account updates. (CR): Maintains professional relationships with sponsor representatives. Delivers specialized training and/or develops content for education workshops in the area of research administration. (CR): Reviews and approves or rejects (CR): Maintains appropriate approvals from requested fund advance setups or research applicable compliance committees. account updates. Coordinates and implements budget allocations, conceives of and maintains chart of accounts or other data management tools, and related business processes. Prepares journal entries, maintains and reconciles ledger accounts. Participates in gathering data from the general ledger for the collection of information for UBIT, preparing summary schedules, and either answering questions from departments or coordinating getting answers. (CR): Maintains communication with review committees to learn of new requirements. Functions as organization expert for policies and procedures relating to sponsored projects issues and concerns. Communicates/teaches advanced/expert research administration such as compliance focused concepts at campus, national, organization level meetings. Develops new programs on special or emerging areas of interest or concern. Provides training and professional development, either formally or on-the-job, for staff to ensure subject matter knowledge in appropriate areas (e.g., sponsored project administration, postaward administration, et cetera). Page 4

5 Proposed Classification Matrix for Sponsored Research Administrators UC San Diego Payroll Title Career Tracks Job Title Key Responsibility 14 Entry Level Administrative 1 Experienced Administrative 2 Administrative Analyst Senior Administrative Analyst Principal Analyst OR MSO (MSP A) Analyst Applies professional knowledge/experience to prepare, review and/or approve financial transactions. Senior Analyst Reviews budget allocations for policy exceptions, conceives of and maintains chart of accounts or other data management tools, and related business processes. Reviews and reconciles ledger accounts. Participates in gathering data from the general ledger for the collection of information for UBIT, preparing summary schedules, and either answering questions from departments or coordinating getting answers. Contract and Grant Manager 1 ualitative Level Cutter Key Responsibility 15 Key Responsibility 16 I. Job Knowledge Develop an understanding of research administration guidelines of Federal and non-federal sponsors; develop basic knowledge of OMB circulars/uniform guidance; basic understanding of generally accepted accounting principles, computer and information management systems; introduction to most common sponsored award mechanisms; understanding of compliance requirements related to the use of human or animal subjects in research, financial conflict of interest, biosafety, etc. Understanding of research administration guidelines of Federal and non-federal sponsors; Familiarity with OMB circulars/uniform guidance; Familiarity with generally accepted accounting principles; Familiarity working with computer and information management systems; Familiarity with most common sponsored award mechanisms; Familiarity with applicable compliance requirements related to the use of human or animal subjects in research, financial conflict of interest, biosafety, etc; demonstrated proficiency in the use of spreadsheet and database software in financial analysis and fiscal management Independently gathers information as needed to perform financial analysis. Advanced understanding of research administration guidelines of Federal and non-federal sponsors supporting research; maintain current knowledge of compliance regulations in all areas of research administration; Knowledgeable about 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; thorough knowledge in OMB circulars/uniform guidance; knowledgeable of generally accepted accounting principles; proficiency working with computer and information management systems; experience with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements; knowledgeable in applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc; demonstrated expertise in the use of spreadsheet and database software in financial analysis and fiscal management Prepares, reviews and/or approves financial transactions. Independently gathers information as needed to perform financial analysis. Thorough understanding of research administration guidelines of Federal and non- Federal sponsors supporting research; maintain current knowledge of compliance regulations in all areas of research administration; Knowledgeable about 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; thorough knowledge in OMB circulars/uniform guidance; knowledgeable of generally accepted accounting principles; proficiency working with computer and information management systems; experience with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements; knowledgeable in applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc; demonstrated expertise in the use of spreadsheet and database software in financial analysis and fiscal management Expert knowledge of research administration policy, regulations and compliance; expert knowledge of OMB circulars such as A-21, A110, A-133, Federal Acquisition Regulations, and principles of cost accounting standards; expert knowledge and experience in research pre-award administration, and proposal preparation/submission processes; expert working knowledge of institutions of higher education fiscal policies/procedures and with Financial Systems; expertise in compliance issues related to research administration and the ability to appropriately interpret policies and regulations; demonstrated expertise to train subordinate staff in policy interpretation and implementation; expert knowledge of external sponsor requirements, such as NSF, DOE, DARPA, NIH, Non-Profits, Industry etc; demonstrated expertise in managing complex financial accounts and funds, including cost projections and budgeting, ability to perform high level financial analysis and customized reporting; demonstrated expertise developing subordinate staff, manage performance, coach for development and develop succession plans; in-depth knowledge of campus operational, personnel, and financial transactions and systems related to administration of contracts and grants; knowledge of industry best practices Page 5

6 Proposed Classification Matrix for Sponsored Research Administrators Qu UC San Diego Payroll Title Career Tracks Job Title II. Organizational Development Entry Level Administrative 1 Develops a basic understanding of the structure and functions of the administrative unit as well as other interacting administrative units; develops a basic understanding of the relationship(s) between the administrative unit and other interacting administrative units; provides feedback after the development of policies and procedures related to the operation of the administrative unit. Experienced Administrative 2 Recommends modifications to improve the structure and functions of the administrative unit as well as other interacting administrative units; develops a full understanding of the relationship(s) between the administrative unit and other interacting administrative units; participates in the development of policies and procedures related to the operation of the administrative unit. Administrative Analyst Senior Administrative Analyst Principal Analyst OR MSO (MSP A) Analyst Solicits recommendations from within and outside of the administrative unit to improve the structure and functions of the administrative unit as well as the relationship(s) between the administrative unit and other units; composes recommendations for improvements to policies and procedures and presents recommendations to supervisor. Senior Analyst Engages colleagues within and outside of the administative unit to propose recommendations to improve the structure and functions of the administrative unit as well as the relationship(s) between the administrative unit and other units; reviews, returns or approves recommendations and presents to senior management. Contract and Grant Manager 1 Creates an environment to encourage and develops (preferably online) processes to conduct continuous evaluation and improvement of the structure and functions of the administrative unit; analyzes recommendations submitted for adherence to agency and University policies. III. Initiative and Independence Learns the administrative unit's processes for pre- and post-award administration; learns and catalogs resources for obtaining answers to questions regarding duties and responsibilities; meets with PIs to develop understanding of research goals, personnel, and funding agencies. Knowledgeable of pre- and postaward processes for the administrative unit; anticipates changes to processes and takes initiative to modify tasks to conform to changes; reviews and evaluates RFAs/RFPs/PAs and explains them clearly to interested PIs. Utilizes creatvitiy to offer solutions to complex problems; works independently with little required supervision; independently interprets and implements applicable UC, UC San Diego and agency policies, procedures and guidelines. Engages colleagues within and outside of the administrative unit to discuss best practicies for the development of initiative and independence of staff of the administrative unit; recommends changes to the administrative unit's best practices to senior management. Creates an environment to encourage and develops processes to encourage initiative and independence of staff and provides opportunities to staff; analyzes recommendations submitted by staff for changes to the administrative unit's practices for improvement of staff initiative and independence. Qualitative Level Cutter IV. PI and Department Business Office/MSO Relationship V. Problem Resolution Develops relationships with PIs as well as PIs' department MSOs; learns PIs' primary funding agency(ies); acquaints with PI research personnel; learns fiscal-related practices (procurement, expense reimbursement, etc) of PIs' departments. Meets regularly with PIs to review award portfolios and discuss opportunities and challenges; recomends potential solutions to challenges; reviews with department MSO solutions agreed to by PI; subscribes to PI awarding agency(ies) funding announcements; reads and interprets OMB Circulars/Uniform Guidance and other awarding agencies' policies and procedures. Entry level analysis to determine, Identifies problems that lack gather and present data necessary to apparent solutions and propose to resolve a problem supervisor alternative(s) that may not be readilty apparent Partners with PIs to strategize best paths for maximization of award funds and achieve desired PI outcomes to challenges; ably interprets UC, UC San Diego, and awarding agency policies to predict potential challenges and initiate changes to avoid challenges; communicates the intricacies of research award administration to PIs. Utlizes innovative strategies to identify and recommend solutions within existing programs Utilizes thorough understanding of awarding agencies, UC and UC San Diego policies to manage large research programs efficiently and cost effectively; utilizes financial analysis tools (spend rate, trend analysis, etc) to forecast research portfolio status, anticipate challenges and independently initiate changes to address chakllenges. Identifies problems that are unique and require application of fresh, "first-time" solutions develops recommendations accordingly on Creates an environment to encourage the development of true business partner relationships between fund manages and PIs served; researches staff educational opportunities for relationship building and makes these opportunities available to staff; meets regularly with staff to discuss Pi partnership building strategies and subsequently develops best practices. Creates an environment that encourages thorough understanding of existing policies and development of innovative and effective problem resolutions strategies Page 6

7 UC San Diego Payroll Title Career Tracks Job Title VI. Guidelines Used in Performance of Duties Entry Level Administrative 1 Follows existing guidelines approved by supervisor in the performance of duties Proposed Classification Matrix for Sponsored Research Administrators Experienced Administrative 2 Identifies inadequacies in current guidelines and recommends alternatives Administrative Analyst Senior Administrative Analyst Principal Analyst OR MSO (MSP A) Analyst Identifies inconsistency of inter-dependent variables amongst campus guidelines and recommends alternate solutions to reconcile inconsistencies Senior Analyst Reviews "cradle to grave" guidelines and recommends improvements to increase business efficiency Contract and Grant Manager 1 Solicits recommendations to address inadequacies or inconsistencies of existing guidelines; encourage s and fosters work environment that emphasizes continuous examination of guidelines with the goal to improve operations VII. Innovation and Originality Does not deviate significantly from established procedures or standards Develops processes or solutions that utlize innovative or alternate recommendations to existing procedures or standards Utilizes knowledge gained through work experience to develop and recommend to management innovative solutions to procedures or standards that comply with existing policies Develops "first time" procedures or standards in response to unique problems Solicits innovative and original recommendations from subordinates; encourages and fosters work environment that emphasizes innovation and originality in all business practices orstandards Page 7

8 Request Summary JOB DESCRIPTION NO DEPARTMENT VC-ACADEMIC AFFAIRS REASON FOR REQUEST Recruitment for a new position INCUMBENT NAME New Position VERSION 1 PREVIOUS JD NO UNIT CODE POSITION CONTROL NO 1 VC AREA ACADEMIC AFF REPLACEMENT FOR PHONE INCUMBENT WORK LOCATION Main Campus CURRENT TITLE TITLE CODE CURRENT GRADE CURRENT HEERA REQUESTED TITLE ADMIN SPEC BACKGROUND CHECK REQD? TITLE CODE 7646 REQUESTED GRADE PSS 4 C.O.I. DISCLOSURE REQD? No REQUESTED HEERA PHYSICAL REQD? No SUPERVISOR NAME PHONE SUPERVISOR SUPERVISOR TITLE Department Classification DEPARTMENT CLASSIFIER Ross, Steven M. APPROVED TITLE ADMIN SPEC EFFECTIVE DATE DEPARTMENT CLASSIFIER COMMENTS CLASSIFIER sross@ucsd.edu APPROVED TITLE CODE 7646 DATE RECEIVED CLASSIFIER PHONE APPROVED GRADE PSS 4 DATE REVIEW COMPLETED IMPORTANT INFORMATION This job description functions as a template tool for delegated authorities in the EVC Area to classify positions in the functional area of sponsored research/research administration. This is a classification practice internal to the EVC area and is an early implementation effort by the EVC area for Career Tracks mapping of the Research Administration Family. The UCSD-wide implementation, however, will be coordinated by Campus HR and must follow the (tbd) guidelines set forth by UCOP. Comp/Class encourages and supports the efforts of the departments to accurately reflect the responsibilities of our employee and the use of these job card templates. There is no guarantee that the decisions made by the delegated authorities during the early implementation effort will, in fact, be mapped over to the corresponding levels in the Career Tracks Research Administration family. Campus HR will make the determination of classification levels for all Career Tracks titles and ensuring that the implementation of the UCSD Career Tracks titles is consistent with the system-wide implementation. INSTRUCTIONS / REMINDERS ABOUT YOUR RESPONSIBILITY AS THE DELEGATED AUTHORITY Delegated Authority for Classification of this Title Code should analyze all this information. Most of these factors will be addressed in the Supplement, but you are encouraged to analyze the information in your classifier comments. Describe how and why the job has changed. Include functions that have been added or deleted and include dates. Explain why you believe these changes support a change of classification. Compare position to the Classification Matrix for Sponsored Research Administrators (see attached), class specs/series concepts, series overview. Specify what factors apply/not apply to this particular position Identify other positions in the department (if not department, then division or VC) that are classified at the same title and compare complexity, scope, responsibility, resources managed, resource profiles, employees supervised, supervision received, degree of independence/initiative/innovation/originality applied, organizational structure, etc. Identify if and why any other positions in the unit will be reclassified or modified within close time proximity to this position. For example, there are 3 Admin s in the unit at the RA 1 level, and 2 of those positions are being reclassified to the RA 2 level because (include justification). Describe the change in responsibilities. For example, where did the work come from? Who was doing it before? What is the reason for this change? Revise other job cards affected by this position, if applicable Describe what percent of this job has changed? Remember that changes in the nature, variety and difficulty of work are considered. Volume of work and employee performance are not considered. Overview WORKING TITLE Job Description # (Draft) - Page 1 of 4

9 1 (100%) DEPARTMENT OVERVIEW This job description functions as a template tool for delegated authorities in the EVC Area to classify positions in the functional area of sponsored research/research administration. This is a classification practice internal to the EVC area and is an early implementation effort by the EVC area for Career Tracks mapping of the Research Administration Family. The UCSD-wide implementation, however, will be coordinated by Campus HR and must follow the (tbd) guidelines set forth by UCOP. POSITION OVERVIEW This is a professional position at the entry-level, journey-level of the Research Administrator series. The incumbent 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. The incumbent 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. The RA, 1 will be providing basic 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. Under close supervision, processes 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 limited 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 provides input to proposed changes to policies and procedures. Participates in short and long-range planning and policy or program development and provides recommendations based on significant knowledge of the organization's professional objectives and activities. The complexity of the proposals and awards is defined as follows: Type of Proposals - Unsolicited proposals; < $250K dc annually per proposal. Type of Awards - regular research awards; limited-moderate number of awarding entities. Contributions to Development of Policies and Procedures: Participates in short and long-range planning and policy or program development and provides recommendations based on significant knowledge of the organization's professional objectives and activities. Resources to be managed will be determined by each department reflecting the quantitative measures in the Classification Matrix for Sponsored Research Administrators. EDUCATION AND EXPERIENCE Minimum of a Bachelors degree in related area or equivalent experience SPECIAL CONDITIONS Overtime and weekends may be required. Job offer is contingent on clear Background Check. LICENSES AND CERTIFICATIONS EMPLOYEES DIRECTLY SUPERVISED EMPLOYEES SUPERVISED THROUGH OTHERS Areas of Responsibility I. Research Administration, 1 - Do not modify the language in this section. The % time in this section may not exceed 30%. 30% Job Description # (Draft) - Page 2 of 4

10 01. Under close supervision, administers and/or develops grant proposals, applications and support documents in conjunction with PI. 02. Under close supervision, provides post-award financial administration and management for research funds. Assists in preparation of routine proposal budgets and support documents that are required by proposal guidelines. 03. Analyzes expenses, develops cost projections, and assists with financial tracking and control. Interprets regulations and guidelines and prepares periodic reports. Percent 30% II. Contracts and Grant Management - Do not modify the language in this section. The % time in this section must be at least 21%. 01. Under close supervision prepares the close-out activities including: final projection, subcontracts, Percent personnel, and recurring expenses. In conjunction with faculty/pi and Team Lead guidance, submits 21% NCE request via Office of Post Award (OPAFs) as necessary and initiates fund changes or expense transfers. Finally, completes FER closeout report and monitors Financiallink until all chart of accounts are inactivated. With help of Supervisor, applies professional concepts to provide monthly financial reports, projections, analyze spending and recommend adjustments. Prepares basic statistical reports upon request. Assists in support of audit as directed by senior staff. 02. Serves as the liaison to faculty/pi for the campus Reporting Systems (i.e. ECERT) Seeks information to learn & maintain current knowledge on compliance regulations in all areas of research administration. Maintain excellent rapport with the principal investigators; be responsive to request for information and assistance from PIs and other involved campus departments as well as awarding agency program and administrative representatives. 03. Under close supervision, provides post-award financial administration and management for research funds in accordance with campus policy and agency requirements. Limited subrecipient monitoring and administration. Provides standard financial reports and projections. Under close supervision, monitors and ensures allowabilty for financial transactions, expenditures, reconciles funds, identifies and resolves discrepancies, develops financial reports and retains all necessary back up documentation. Processes non-competing continuations, supplements, sub-award requests and other award/agreement amendments. Tracks and ensures compliance with cost sharing commitments. 04. Under close supervision serves as the primary faculty liaison, assists Principal Investigators (PI) with the development of contract and grant proposals including proposal budgets. Prepares support documents as required by proposal guidelines and coordinates proposal submissions with Office of Contracts & Grant (OCGA). The Research Administrator (RSA) oversees the process from submission through negotiation of the final award. RSA will primarily submit standard, single investigator, single institution proposals. 05. Under close supervision, organizes plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments and privately funded projects for faculty research programs. This is to ensure complete and accurate collection of research administration at all stages of the contract and grant life cycle. III. Previous Job Card Responsibilities - Please include responsibilities from the previous job card and/or customize this section with responsibilities not already mentioned in the sections above. The % time in this section may not exceed 49% Please include language from the prior job card, if the responsibilities are not already described in the above sections. The % time in this section may not exceed 49%. Knowledge, Skills and Abilities A B C DESCRIPTION Percent 49% Ability to learn and develop understanding of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines. (CT) 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, et cetera. (CT) 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. Detail oriented. (CT) 21% 49% IMPORTANCE D Ability to perform routine financial analysis and reporting. (CT) E Proficiency working with computer and information management systems. (CT) F Organization and communication skills and customer service focus. (CT) G Requires entry level problem solving skills. H Ability to work with a high degree of accuracy. I Demonstrated effective interpersonal skills to interact with diverse individuals and groups. J Ability to learn and stay current with compliance regulations in all areas of research administration. K Basic knowledge with generally accepted accounting, fiscal and reporting principles. L Basic knowledge with common sponsored award mechanisms. M Basic experience utilizing Financiallink reports or similar experience using other financial reporting tools. N Demonstrated ability to use spreadsheet and database software in financial analysis. O Experience working in a university environment. Preferred P Basic knowledge of OMB circulars such as Uniform Guidance, A-21, A110 and principles of cost accounting standards, including allowability, allocability, and reasonableness, state, local, sponsor and institutional regulations, policies, and guidelines. Preferred Job Description # (Draft) - Page 3 of 4

11 Environment PHYSICAL ACTIVITIES Standing: Rarely Crawling: Rarely Bending: Rarely Walking: Rarely Climbing: Rarely Kneeling: Rarely Sitting: Frequently Reaching: Rarely Balancing: Rarely Seeing: Constantly Keying: Frequently Feeling: Occasionally Talking: Frequently Hearing: Frequently Handling: Rarely Lifting 0-20 lb: Rarely Lifting lb: Rarely Lifting 50+ lb: Never Carrying 0-20 lb: Rarely Carrying lb: Rarely Carrying 50+ lb: Never Pushing 0-20 lb: Rarely Pushing lb: Rarely Pushing 50+ lb: Never MENTAL ACTIVITIES Reading: Frequently Writing: Frequently Calculating: Frequently Communicating Orally: Frequently Reasoning: Frequently Analyzing: Frequently ENVIRONMENTAL CONDITIONS Confined Areas: Constantly Exposed to Weather: Never Noise Exposure: Constantly Vibrations: Rarely Extreme Temperatures: Rarely Potential Hazards: Never Fumes/Odors/Mists/Dusts: Never Potential Allegenics: Never Work Inside: Constantly Work Outside: Never Other: Signatures for Printed Copy A. SAFETY Based on Labor Code Section it is expected that all employees know and practice all appropriate safety methods and procedures. B. PAYMENT OF OVERTIME If this position is designated as eligible for premium overtime and is not subject to any collective bargaining agreement, overtime may be paid by either compensatory time off or cash at the option of the department, unless agreement to this effect is not reached, in which case pay shall be provided. EMPLOYEE'S SIGNATURE I certify that the above description is correct, complete and describes my job as I understand it. I have read both the Safety and Overtime Payment statements. Employee's Signature: Date: SUPERVISOR'S / DEPARTMENT HEAD'S SIGNATURES I have reviewed the job description and the above statements and certify to their accuracy. Supervisor's Signature: Date: Dept. Head's Signature: Date: Job Description # (Draft) - Page 4 of 4

12 Request Summary JOB DESCRIPTION NO DEPARTMENT VC-ACADEMIC AFFAIRS VERSION 1 REASON FOR REQUEST Update description, minor changes (no title review) PREVIOUS JD NO UNIT CODE POSITION CONTROL NO VC AREA ACADEMIC AFF REPLACEMENT FOR INCUMBENT NAME PHONE INCUMBENT WORK LOCATION Main Campus CURRENT TITLE ADMIN SPEC TITLE CODE 7646 CURRENT GRADE PSS 4 CURRENT HEERA REQUESTED TITLE TITLE CODE REQUESTED GRADE REQUESTED HEERA BACKGROUND CHECK REQD? C.O.I. DISCLOSURE REQD? No PHYSICAL REQD? No SUPERVISOR NAME PHONE SUPERVISOR SUPERVISOR TITLE Department Classification DEPARTMENT CLASSIFIER Ross, Steven M. APPROVED TITLE ADMIN SPEC EFFECTIVE DATE DEPARTMENT CLASSIFIER COMMENTS CLASSIFIER sross@ucsd.edu APPROVED TITLE CODE 7646 DATE RECEIVED CLASSIFIER PHONE APPROVED GRADE PSS 4 DATE REVIEW COMPLETED IMPORTANT INFORMATION This job description functions as a template tool for delegated authorities in the EVC Area to classify positions in the functional area of sponsored research/research administration. This is a classification practice internal to the EVC area and is an early implementation effort by the EVC area for Career Tracks mapping of the Research Administration Family. The UCSD-wide implementation, however, will be coordinated by Campus HR and must follow the (tbd) guidelines set forth by UCOP. Comp/Class encourages and supports the efforts of the departments to accurately reflect the responsibilities of our employee and the use of these job card templates. There is no guarantee that the decisions made by the delegated authorities during the early implementation effort will, in fact, be mapped over to the corresponding levels in the Career Tracks Research Administration family. Campus HR will make the determination of classification levels for all Career Tracks titles and ensuring that the implementation of the UCSD Career Tracks titles is consistent with the system-wide implementation. INSTRUCTIONS / REMINDERS ABOUT YOUR RESPONSIBILITY AS THE DELEGATED AUTHORITY Delegated Authority for Classification of this Title Code should analyze all this information. Most of these factors will be addressed in the Supplement, but you are encouraged to analyze the information in your classifier comments. Describe how and why the job has changed. Include functions that have been added or deleted and include dates. Explain why you believe these changes support a change of classification. Compare position to the Classification Matrix for Sponsored Research Administrators (see attached), class specs/series concepts, series overview. Specify what factors apply/not apply to this particular position Identify other positions in the department (if not department, then division or VC) that are classified at the same title and compare complexity, scope, responsibility, resources managed, resource profiles, employees supervised, supervision received, degree of independence/initiative/innovation/originality applied, organizational structure, etc. Identify if and why any other positions in the unit will be reclassified or modified within close time proximity to this position. For example, there are 3 Admin s in the unit at the RA 1 level, and 2 of those positions are being reclassified to the RA 2 level because (include justification). Describe the change in responsibilities. For example, where did the work come from? Who was doing it before? What is the reason for this change? Revise other job cards affected by this position, if applicable Describe what percent of this job has changed? Remember that changes in the nature, variety and difficulty of work are considered. Volume of work and employee performance are not considered. Overview WORKING TITLE Job Description # (Draft) - Page 1 of 4