Assistant Research Administrator

3 weeks ago

Los Angeles CA University Park Campus, United States Viterbi School of Engineering Full time

The USC Viterbi School of Engineering seeks to hire a Research Operations Assistant to join Viterbi Business Affairs (VBA), the central administrative team at the School (VBA manages finance, HR/payroll, facilities, and research administration). The Research Operations Assistant will support the School’s extensive research operation across multiple academic departments and research centers, providing administrative and budgetary support across all areas of research operations. This position works on assignment as an internal resource to the entire school’s academic departments, providing temporary support during high volume periods to department staff as needed.

This position may work with several units simultaneously or have overlapping work assignments. This is a full-time staff position that supports both pre- and post-award research administration and financial/payroll administration. 

The ideal candidate will have a background in accounting/finance, grants administration, and/or project management, along with the ability to skillfully and cheerfully manage multiple and competing priorities in a fast-paced environment. 

This position reports to and works in close collaboration with the Business Affairs Coordinator in the School’s Human Resources/Payroll division. Assignments will be based on business needs.

PRIMARY JOB DUTIES

  • Sponsored Research Proposals/Grant Solicitation: Works with assigned units to support local research teams with the submission of research proposals to sponsoring U.S. government agencies (e.g., the Department of Defense, the National Institute for Health) and other grant-makers (corporations, foundations). Prepares draft budgets and gathers data necessary to submit proposals in accordance with agency and university guidelines.

  • Account Management: Works with assigned units to support budget management related to sponsored projects. Helps monitor and reconcile account activities for assigned projects. Supports expense management and procurements (i.e., materials purchasing) in assigned units. 

  • Payroll: Supports grant-funded payroll operations in assigned units for research staff, faculty, research assistants, student workers, and visiting scholars in collaboration with the central Viterbi HR/Payroll team. 

  • Compliance: Supports all elements of institutional compliance to ensure that all policies and procedures are followed across all areas of research administration.

  • Continuous Improvement: Participates in and contributes to process improvements. Supports efforts to standardize and streamline operations. 

    Coordination and Administrative Support: Supports the Business Affairs Coordinator in coordinating and tracking work assignments. Provides other administrative support as needed to assigned units during periods of high-volume activity to ensure a continuity of critical work.

    The hourly rate range for these positions is $33.97 - $37.26. 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 Qualifications:

  • Bachelor’s degree; combined experience/education as substitute for minimum education.

One year of relevant experience.

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.


Minimum Qualifications: Bachelor’s degree; combined experience/education as substitute for minimum education. One year of relevant experience. 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. Preferred Qualifications: Two years of account or budget experience. Knowledge of government and fund accounting. University experience and knowledge of university financial systems. Ability to self-manage, and the ability and the willingness to work on changing programs and projects. Strong interpersonal skills and the ability to work well with diverse multi-cultural workforce. Required Applicant Documents (These documents may be submitted as one PDF) Resume/CV Cover Letter

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