Research Administrator – (Alhambra, California, United States)

The Department of Family Medicine of the Keck School of Medicine of USC provides care for every member of the family, across generations and over lifetimes. We aim to enhance the quality of life for underserved and vulnerable patients, while educating future generations of highly skilled, compassionate primary care specialists. Our goal is to combine education, patient advocacy, and evidence-based research to advance family medicine and geriatrics.

The Department of Family Medicine is seeking an energetic, self-motivated team player with solid organizational, analytical and interpersonal skills to join its Research Division to support departmental research activity, manage contracts & grants, and supervise other grants management staff.  The best candidate will be detail oriented, can manage multiple projects simultaneously, and thrive in settings with many interesting and diverse activities.

Core job duties include:

Contracts & Grants

  • Prepares summary reports of grant applications and grant budgets for department administration as necessary
  • Supervises and trains research division personnel on new federal requirements, financial system updates, and grant management skills

Pre-award Support

  • Develops summary of request for proposal (RFP) deliverables and timeline for each application and reviews with Principal Investigator (PI)
  • Provides advice on regulations to faculty and staff for their preparation and submission of proposals
  • Assists PIs with budget development (modular and detailed budgets) and assembles sub-award packets for submission
  • Provides training to new faculty members for proposal submissions
  • Assists PIs with Kuali Coeus and Cayuse (Grants.Gov) submission
  • Assists with the resolution of pre-award issues
  • Oversees and negotiates the execution of contract agreements, coordinates with Office of General Counsel

Post-award Support

  • Works with Department of Contracts and Grants to get new awards set up. Processes advanced funding requests for grants to establish accounts as needed
  • Works with the Department Business Manager to finalize grant budgets and provide salary detail so payroll can be set-up appropriately in Workday
  • Provides budget guidelines and decision-support to staff who process check requests, POs, and requisitions for the Research division
  • Processes non-payroll and payroll expenses transfers
  • Tracks expenditures and reconciles accounts. Prepares regular monthly financial forecasts and labor planning reports. Evaluates and analyzes reports and data. Develops conclusions and recommendations
  • Processes requests for PIs for budget changes, budget roll-overs or transfers with Funding Agencies and internally
  • Arranges monthly financial meetings with PIs and/or management to review financial summaries, establish a plan for spending available balances, and address action items
  • Prepares and submits interim reports, assists with subcontract and/or consultant arrangements and with preparation of closeout documents
  • Using the eCERT Effort Certification Online System, reviews & prepares quarterly and semester reports for all faculty and exempt staff on projects
  • Assists with the resolution of post-award administrative issues and any issues that may arise on existing, continuing and/or expiring awards

Skills & Qualifications:

  • Directly related experience in a university environment with knowledge of university systems and procedures preferred
  • Advance proficiency with Microsoft Office (Excel, Word, PowerPoint, Access) and Adobe Acrobat
  • Excellent written and oral communication skills
  • Demonstrated analytical capability in financial analysis and reporting
  • Strong problem solving skills, including ability to research, organize and analyze information
  • Ability to anticipate potential issues and be proactive in formulating solutions
  • Ability to interpret university policies and applicable federal regulations
  • Must exercise a high level of confidentiality and discretion
  • A results-oriented focus with demonstrated ability to prioritize and manage time sensitive issues and meet strict deadlines
  • Ability to supervise direct report employees and allocate tasks appropriately to fulfill tasks and activities in support of Research Division needs

Required Application Documents: Cover Letter and CV/Resume

The annual base salary range for this position is $96,227.26 – $114,302.49. 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:
5 Years

Minimum Field of Experience:
Expert knowledge and fluency of governmental regulations (e.g. FAR, A-21, A-110, A-133,
CAS). Knowledge and ability to understand, interpret, and communicate University policies
and procedures. Excellent oral, written, and communication skills. Excellent analytical
skills; demonstrated proficiency in Excel and web-based tools. Strong accounting skills;
knowledge of accounting principles. Expert in project management, including managing
international collaborations and complex multi-sub award contracts. Knowledge of
personnel management, including proposing effort for and training and hiring of students,
post-doctorals, academic appointments, regular staff, bargaining unit staff, and consultants,
along with the circumstances appropriate for each type of position.

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