Senior Research Administration Specialist

2 weeks ago

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

Application Instructions:
Applicants are required to submit both a cover letter and a resume.

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 granted by 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 and campus policies, sponsor guidelines, and relevant federal and state laws and regulations concerning sponsored activities.


Position Overview:


The Senior Contract & Grant Analyst is responsible for providing expert guidance to UCLA faculty and staff in the areas of proposal development and award management. This role involves reviewing and authorizing the submission of both electronic and paper proposals, as well as negotiating, accepting, and executing moderately complex contracts and grant awards from government and non-profit sponsors.

This position entails institutional administration for a diverse portfolio of routine and non-routine research, public service, and training activities related to pre-award and non-financial post-award processes supported by government and non-profit entities.

Key responsibilities include, but are not limited to: 1) effectively communicating intricate policies and procedures to campus investigators and departmental support staff; 2) independently reviewing proposals and negotiating moderately complex grants and subgrants; 3) initiating the review of contracts and subcontracts; and 4) engaging in special projects and supporting training initiatives for junior staff members.

This role carries delegated signature authority from the Regents of the University of California, with operational policies aligned with current thresholds based on direct costs.

The Senior Contract & Grant Analyst is expected to represent OCGA with professionalism, demonstrating enthusiasm, effective problem-solving skills, and a commitment to the organization.

Within the OCGA structure, this position will focus on one of the following key areas:


  • Contracts & Grants: Administrative support for the negotiation and management of contract and grant proposals, awards, and non-financial post-award activities.
  • Outgoing Subawards: Administrative support for drafting, negotiating, and executing third-party agreements where UCLA serves as the prime grantee/awardee, including non-financial post-award activities.
  • Proposal & Award Intake Team: Administrative support in the receipt, review, tracking, and communication for all proposals and awards.

The Senior Contract & Grant Analyst will report directly to the Team Lead, who in turn reports to the Assistant Director, and is expected to work independently with limited guidance while consulting on non-routine actions or exceptions to existing policies and procedures.

Compensation & Benefits:
*UCLA offers a comprehensive pay range. Actual salary offers will take into account various factors, including budget constraints, prior experience, skills, knowledge, abilities, education, and certifications. For more information on benefits that commence on the first day of employment and to calculate total compensation value, please visit the appropriate resources.

Required Qualifications:
Minimum of 5 years of experience in a related field or equivalent education with transferable skills and knowledge.


Proficient computer skills and familiarity with applications that support campus administrative processes, including Microsoft Suite and electronic research administration systems.


Experience in conducting detailed reviews of contract and subcontract proposals, with assistance as needed.


Strong problem-solving abilities to identify and address concerns in procedures and business processes.


Ability to independently manage and prioritize a daily portfolio using automated work list reports to meet fixed sponsored deadlines.


Excellent written and oral communication skills to effectively convey concepts and procedures to individuals with varying levels of understanding.


Demonstrated capability to mentor and serve as a positive role model, showcasing enthusiasm and commitment to the profession.


Experience in contributing to process improvements to enhance office-wide operations and service delivery.


Ability to provide ongoing training and guidance to junior staff to develop advanced skills and navigate processes effectively.


Solid understanding of Intellectual Property (IP), Jurisdiction, and Governing Law terminology, as well as contractual constraints.


Experience in identifying and resolving complex issues in standard and non-standard awards and subawards.


Familiarity with academic research values and the ability to apply the goals of the Office of Research Administration.


Strong negotiation skills for standard and non-standard sponsor project agreements, with an understanding of the implications of acceptance or denial.


Proven interpersonal skills to maintain positive interactions and demonstrate respect for diverse perspectives.


Ability to adapt to changes in OCGA's direction and processes while remaining receptive to constructive feedback.


Critical thinking skills to analyze information, budgets, policies, and procedures, identifying potential errors and formulating effective solutions.


Demonstrated commitment to delivering high-quality customer service to a diverse group of colleagues.


Initiative to continuously learn new skills and seek feedback for performance improvement.


Ability to produce professional, clear, and comprehensive work products in a high-volume environment.


Knowledge of current federal, state, and local regulations, university policies, and sponsor guidelines related to extramural research.



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

Special Conditions of Employment:

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

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

Complete Position Description:
(url removed)(MI-DPT(phone number removed)-JC(phone number removed)-PD(phone number removed))

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