Under direct supervision the incumbent will provide support to a team responsible for the accounting activities of a large and complex statewide program with research projects, fellowships, and extension services based throughout California.
Responsibilities include learning the full post award administration of the department’s fellowship, research, and administrative accounts from initiation through closeout in accordance with the policies and procedures of the University and funding agencies. Learns to establish and maintain internal bookkeeping systems for monitoring budgetary/financial activities. Assists with preparing financial reports, statements, and other special purpose reports. Assists with reviewing and approving invoices for payment, verifying appropriateness of expenditures, availability of funds and applicable funding restrictions in accordance with University and agency guidelines. Maintains the sponsored projects files and shared Google folders. Analyzes fiscal problems and determines the use of appropriate methods to correct discrepancies.
Incumbent will serve as the department timekeeper; and will also prepare and process travel and entertainment reimbursements, generate monthly fellowship stipends and health insurance reimbursements, process and reconcile other types of payments and reimbursements, purchase office supplies, review and reconcile procurement card transactions, and maintain department spreadsheets and files for California Sea Grant's many research and fellowship awards.
Other duties to include assisting with meeting set-up and preparations, reserving meeting rooms and venues, organizing catering, creating name and table tags, and ordering other supplies, as needed.
The Research Administrator 1 supports a fast-paced work environment, and daily responsibilities shift as needed. The incumbent must be able to interact professionally and confidently, and work within a team environment.
Develops and / or oversees research proposals, awards and / or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional and research sponsor policies. Follows institutional procedures and practices when analyzing or reviewing financial information or reports.
QUALIFICATIONS
- Ability to learn and develop understanding of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines.
- Ability to learn and develop understanding of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
- Ability to thrive in a busy, high-volume, and deadline driven work environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize to accommodate emergency requests. Detail oriented.
- Ability to perform routine financial analysis and reporting.
- Proficiency working with computer and information management systems.
- Organization and communication skills and customer service focus.
- Ability to monitor spending on Procurement Cards and ensure university policy is followed.
- Experience to learn and review funding announcements and accompanying guidelines for various proposals and advise PIs on drafting proposal budgets with respect to available funds.
- Experience to learn, understand, and acquire skills to analyze and interpret complex written material, financial data and computer generated models/information to effectively communicate results to PIs.
- Proven ability to prioritize heavy workload and meet deadlines despite constant interruptions and competing deadlines, where information must be assembled quickly with competing and conflicting deadlines.
- Proven ability to pay strict attention to detail, to accurately complete documents in a timely manner, to organize and maintain neat and accurate records for access by others, and to devise and implement new procedures or changes when necessary.
- Strong interpersonal skills, including tact, diplomacy, and flexibility. Ability to interact effectively with a diversity of people at all levels within the University and externally to promote positive working relationships and to achieve the organization's goals and objectives.
Salary Range: $19 - $25 / Hour
Total Openings: 2
Work Schedule: Days, 8 hrs/day, Mon-Fri
