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Research Administration Associate

2 months ago

Los Angeles California, United States The Regents of the University of California on behalf of their Los Angeles Campus Full time

Application Instructions:
*Candidates must submit a cover letter and resume for consideration.

Department Overview:


The Office of Contract and Grant Administration (OCGA) operates under the Office of Research Administration (ORA) and plays a crucial role in managing the substantial research portfolio at UCLA, which amounts to $1 billion annually.

With the authority delegated from the University of California Office of the President and the UCLA Chancellor, OCGA is responsible for soliciting, accepting, and executing research agreements for various sponsored project activities.

OCGA is tasked with interpreting University-wide policies, sponsor guidelines, and relevant federal and state regulations concerning sponsored activities.


Position Overview:


The Administrative Specialist/Coordinator serves as an entry-level role within the sponsored project sector, providing essential support to senior staff and managing various administrative functions related to contracts and grants for research, public service, and training initiatives funded by governmental and non-profit organizations.


Key responsibilities include, but are not limited to: 1) offering general assistance and communicating fundamental policies and procedures in a professional manner to campus researchers and departmental support staff to address inquiries regarding contracts and grants; 2) initiating the evaluation of Requests for Proposals (RFP), Requests for Applications (RFA), etc., to facilitate proposal development, award requests, and related business processes; 3) processing transactions and maintaining accurate records within the UCLA electronic grants management systems in a timely manner; 4) managing incoming and outgoing correspondence, particularly time-sensitive materials; and/or 5) conducting preliminary reviews of proposal materials for submission by senior staff and/or initiating the setup of incoming awards.

The Administrative Specialist/Coordinator is expected to represent OCGA professionally, demonstrating enthusiasm, effective problem-solving skills, and a commitment to the organization and the profession.

Based on OCGA's organizational structure, the position will focus on one of the following key areas:
A) Grants: Assisting the team responsible for negotiating and managing grant proposals, awards, and non-financial post-award activities. B) Contracts: Supporting the team in negotiating and managing contract proposals, awards, and non-financial post-award activities. C) Outgoing Subawards:

Assisting the team in drafting, negotiating, and executing third-party agreements where UCLA is the primary grantee/awardee, including non-financial post-award activities. D) Proposal & Award Intake Team: Supporting the receipt, review, tracking, and communication (both internal and external) for all proposals and awards. The Administrative Specialist/Coordinator will report directly to the Assistant Director, receiving ongoing supervision and guidance.

The incumbent will be assigned routine tasks and is expected to adhere to established workflows, business processes, and procedures.*Candidates must submit a cover letter and resume for consideration.


Compensation:
*UCLA offers a comprehensive pay range. Actual salary offers will take into account various factors, including budget constraints, prior experience, skills, knowledge, abilities, education, licensure, certifications, and other business considerations. Salary offers at the upper end of the range are uncommon. Visit to explore benefits that commence on the first day of employment and to calculate the total compensation value including benefits.

Qualifications:

Proficient computer skills and demonstrated ability to utilize various applications that support campus administrative functions, with a strong preference for familiarity with the current version of Microsoft Suite.

(Required)

Understanding of mathematical concepts sufficient to perform calculations such as percentages, averages, and ratios. (Required)


Strong written and verbal communication skills to effectively compose documents and convey concepts and procedures to individuals at different organizational levels.

(Required)

Familiarity with academic research values, priorities, expectations, and the structure of the University. (Preferred)

0-2 Years of Experience. (Preferred)


Ability to collaborate as part of a team and establish and maintain cooperative working relationships with faculty, staff, and administrators at all levels.

Demonstrate a willingness to learn from and consider others' ideas and perspectives. (Required)


Interpersonal skills to foster positive interactions, showing respect for diverse viewpoints, and maintaining professionalism with all levels of faculty, staff, and external entities.

Uphold the principles of dignity, diversity, and inclusion. (Required)


Capacity to learn, adapt, and respond to evolving compliance policies and procedures to remain aligned with professional expectations in research administration.

(Required)


A proactive approach to problem-solving to prevent recurring issues and provide potential solutions to management.

(Required)


Ability to deliver high-quality customer service to a diverse group of colleagues within the organization and the campus research community, meeting service expectations and providing a comprehensive suite of services.

(Required)


Consistent adherence to work schedules and timely completion of assignments, demonstrating effective planning and time management skills.

(Required)


Ability to perform detailed tasks with a high degree of accuracy despite competing priorities and interruptions.

(Required)


Prioritize tasks appropriately based on urgency, scope, potential impact on others, and the seniority of the requestor.

(Required)

Demonstrate initiative by taking ownership of assigned tasks and completing them promptly. Proactively identify necessary actions and follow through to completion, providing regular updates to supervisors. (Required)


Exhibit a commitment to continuous learning and skill development that benefits the position and operational goals, seeking feedback on performance and exploring innovative ideas to enhance personal and team effectiveness.

(Required)

Strong attention to detail and critical thinking skills to review information, budgets, policies, and procedures.

Identify potential errors and inconsistencies that may require further investigation and propose improvements to supervisors for enhanced job performance.

(Preferred)


Ability to understand and apply the objectives of the Office of Research Administration and its organizational functions, grasp fundamental concepts, and discern the implications of various actions.

(Preferred)

Education, Licenses, Certifications, & Professional Affiliations:
Bachelor's Degree (Preferred)

Employment Conditions:

Background Check:
Continued employment is contingent upon the successful completion of a background investigation.

Live Scan Background Check:
A Live Scan background check must be completed prior to the commencement of employment.

Complete Position Description:
(url removed)