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

The Department of Population and Public Health Sciences at the USC Keck School of Medicine seeks to recruit a Pre-Award Research Administrator to lead its proposal development and submission activities. The position oversees a pre-award research administration team and will serve as the expert for proposal submissions to staff and faculty. The successful candidate will demonstrate a capacity for working with diverse sponsor and proposal types and providing the highest level of service to faculty in preparing grant proposals for timely submission. This position requires an unwavering commitment to service and excellence in a demanding, deadline-driven environment. In addition to managing their own portfolio of proposals, the successful candidate will also be responsible for training all pre-award research administrators with a focus on service and excellence across all proposal development and submission activities and tasks. Excellent communication skills, adaptability, and flexibility to accommodate ongoing changes to internal and external policies and regulations; composure and diplomacy in facilitating short lead times on proposal or project deliverables; balancing conflicting priorities; and contributing and adjusting to a continuously evolving environment are vital.

Primary Responsibilities Include:

  • Supervise, train and evaluate pre-award research administrators;
  • Manage project proposals and applications for sponsored funding, organizing proposal plans or checklists and monitoring progress to keep development and required actions on track;
  • Develop administrative components of proposals for a wide variety of funding agencies, including federal sponsors, corporate entities, philanthropic funders, and local governmental agencies;
  • Manage pre-award submissions and generate reports to monitor and track submissions and outcomes;
  • Develop project budgets, draft budget justifications, secure internal approvals, liaise with sub-recipients;
  • Check proposal documents for compliance, prepare sponsor application packages, and work closely with the Department of Contracts and Grants for institutional review and submission;
  • Assist with post submission action items requested by the sponsor such as revised budgets, completion of sponsor forms, etc. Manage award set-up and ensure a smooth transition to the Post-Award team;
  • Coordinate with Senior Research Administrator, Department Administrator, the Vice Chair for Research, and USC Keck to resolve issues related to cost- sharing, approval for exceptions, , subcontracting, etc.;
  • Interpret sponsor guidelines and serve as an expert resource to ensure ongoing compliance with all applicable regulatory and financial requirements imposed on institutions of higher education;
  • Develop and maintain excellent working relationships with stakeholders across campus including but not limited to faculty, researchers, unit personnel, Department of Contracts and Grants representatives, and members of the USC Research Community;
  • Perform other responsibilities as assigned. Job duties may be added or modified as needed.

Diversity, equity, and inclusion are central to the mission of the Department of Population and Public Health Sciences. Our staff are expected to facilitate a culture of support and service, to model civility and respectful engagement at all times, and to maintain the highest ethical standards and to maintain strict confidentiality across all facets of their work.

Additional Information: This is a hybrid position with possibility of 2-3 days of work from home. All remote staff are expected to attend occasional meetings and activities as required by their supervisor and/or department.

Preferred Qualifications:

  • Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
  • Outstanding customer support, poise, tact and diplomacy
  • Meticulously detail-oriented and highly organized
  • Capable of working independently and a commitment to being part of a team
  • Flexible and adaptable in a continuously evolving operational environment
  • Leadership and training experience
  • Eager to continue growing, learning and developing professionally

Minimum Qualifications: • Minimum Education: Bachelor’s degree. Combined experience/education as substitute for minimum education​ • Minimum Experience: 5 years • Minimum Field of Expertise: Advanced 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; and 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 Required Applicant Documents: A resume/CV and a cover letter are required. Please feel free to upload your application materials in a single document.

The annual base salary range for this position is $96,227.26 – $99,999.96. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope of 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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