Associate Research Administrator – (Los Angeles, California, United States)

The Department of Population and Public Health Sciences is seeking an Associate Research Administrator to join its Research Administration Team. This position will support the daily departmental contracts and grants research activity and other department financial needs. The core job duties are:

Research Proposals:

  • Assist assigned faculty, research staff, and post-docs with the submission of proposals to assure all necessary university and agency requirements are met.
  • Prepare budgets and gather data necessary to submit proposals in accordance with agency and university guidelines. Disseminate information to the Department of Contracts and Grants (DCG), Principal Investigators, and Agencies.
  • Assist when notifications of awards are received by updating original proposed account budgets. Notify faculty of the receipt of awards and communicate necessary expenditures.

Account Management:

  • Monitor account activity and reconcile accounts to assure that all account activity is related to the project and is charged appropriately.  When discrepancies are found, inform faculty, and take necessary steps to correct the transactions, such as expense transfers or object code corrections.  Observe account balances and process budget changes when necessary to comply with original scope of work.  Reference agency guidelines to make sure that budget changes are in compliance with the specified requirements from individual agencies.
  • Process, track, and post grant-related expenditures travel reimbursements, settlements of advances, and invoices on the assigned accounts) and expedite procurement orders and reimbursements, requisitions, and foreign drafts.
  • Reconcile and review monthly account statements and provide faculty with account summaries and projection reports monthly.
  • Keep current with information regarding agency funding/spending guidelines and restrictions.  Communicate information to faculty and other research-related staff to ensure that guidelines set forth by agencies are followed.
  • Keep current with USC/School/Departmental compliance guidelines and expenditure policies and procedures, and advise faculty and research related staff to assure these policies are followed when managing their requests for all purchases, including but not limited to equipment, travel arrangements, conference registrations, supplies reimbursement, and travel expense reimbursements, etc.
  • Work closely with Sponsored Projects Accounting (SPA) on questions that arise on continuing and expiring awards.
  • Advise faculty in advance of remaining time of project periods and account balances to assure that extensions on research projects are requested in a timely manner if research has to be extended beyond current project periods. Consult agency guidelines to provide faculty with options regarding extensions on research periods.

Financial Reports:

  • Reconcile and generate monthly post-award financial reports.
  • Conduct forecasts/projections for awards received to assure that original scope of work will be satisfied.  Communicate with faculty, review original proposal submission, and verify applicable fringe and F&A rates to prepare forecasts, annual, and final agency reports. 

Payroll:

  • Prepare payroll and track cost allocations for research staff, faculty, research assistants, student workers.

             

  • Using the eCERT Effort Certification Online System, review & prepare quarterly and semester reports for all faculty that serve as Principal Investigators.

Administration:

  • Stay informed regarding agency funding/spending guidelines.  Communicate information to faculty and other research-related staff to ensure that guidelines set forth by agencies are followed.
  • Assist SPA and DCG with the preparation of financial and/or progress reports requested by agencies for award continuation and/or final reports.
  • Advise research staff of disbursement & purchasing policies and procedures.  Assure these policies are followed when processing requests for purchases, travel, conference registrations, supply reimbursements, and travel expense reimbursements.
  • Attend department meetings and central meetings (e.g., USC Research Administration Office, DCG etc.

The hourly rate range for this position is $41.21 – $42.50. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Minimum Education:
Bachelor’s degree
Combined experience/education as substitute for minimum education

Minimum Experience:
3 years

Minimum Field of Expertise:

Basic knowledge of governmental regulations. Strong accounting skills. Competency in project management. A Bachelor’s Degree with broad knowledge of relevant research computer software, e.g.: Microsoft Access, Word, Excel, PowerPoint; Outlook. Experience in creating and analyzing statistical reports. Must be able to utilize computer technology to access data, maintain records and generate reports. Proven oral and written communication skills to interact with other employees.

Minimum Education:
Bachelor’s degree Combined experience/education as substitute for minimum education
Minimum Experience:
1 Year
Minimum Field of Expertise:
A Bachelor’s Degree or equivalent combination of education and experience with broad knowledge of relevant research computer software, e.g.: Microsoft Access, Word, Excel, PowerPoint; Outlook, SPSS, Visio, and SunGard. Experience in creating and analyzing statistical reports. Must be able to utilize computer technology to access data, maintain records and generate reports. Proven oral and written communication skills to interact with other employees.

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