Vice Research Administration Operations Jobs (NOW HIRING)

Job Summary:

Reporting directly to the Division Manager, the Research Administration Manager serves as the Hematology and Oncology Division's point of contact for post-award research administration and ensures faculty are provided with high quality, accurate, responsive, and responsible post-award research administration services. This position will provide analytical and financial expertise and leadership for a team of Research Financial Analysts who support contracts and grant administration including post-award fund management activities associated with invoicing, forecasting, planning and managing of research portfolios, and closeout for federal, state, local, private sponsors, and clinical trials for the Hematology and Oncology Division. This position requires expert knowledge of Department of Medicine and University finance systems including PeopleSoft, MyReports, UCPath, cFTE Portal, OnCore, Clinical Billing Portal, PRISM, and the Department's budget tool. This position will have direct oversight and approval authority for GL Verification, Award Verification, journals and cost-transfers (PeopleSoft), and Funding Entries and Direct Retros (UCPath). This position will work with the Finance Manager to prepare and maintain the faculty statements, track and report on faculty compensation arrangements and financial commitments; and assist with the development of the divisional annual operating budget. This position is responsible for providing direct supervision and professional development of staff and will perform other duties as assigned.

Department Summary:

The Division of Hematology/Oncology is one of the largest and most complex divisions in the Department of Medicine.  Currently, the Division has 100 Full-time faculty, 15 emeritus and volunteer faculty, 25 ACGME and non-ACGME fellows, 24 post-doctoral fellows, 58 non-faculty academics, and 51 administrative, research, and programmatic staff.  The Division's primary research, clinical and teaching functions are primarily split between the Parnassus and Mission Bay campuses, although the faculty, fellows, and staff have appointments and clinical, research, and educational activities at ZSFG, and VAMC as well.

Required Qualifications:

• Bachelor's degree in related area and 5+ years of related work experience including 3+ years of supervisory, lead, or management experience; and / or equivalent experience / training
• Minimum 5 years of relevant experience in Post-Award Research Administration
• In-depth knowledge of the organization's operational, personnel, and financial transactions and systems related to administration of contracts and grants.
• Demonstrated ability to negotiate mutually beneficial agreements.
• Knowledge of industry and grant funding best practices and procedures.
• Demonstrated ability to work independently; excellent organizational and interpersonal skills.
• Service orientation, strong management skills, leadership, sound judgment and decision making, critical thinking and creative problem solving.
• Demonstrated skills using common desktop / web applications; understanding of research enterprise databases.
• Ability to communicate clearly verbally and in writing to multiple constituencies.
• Strong skills in the use of spreadsheet and database software.
• Ability to manage competiting priorities and direct the work of others accordingly. Ability to multi-task.
• Ability to screen applications, interview candidates, and either make selection decisions or recommend individuals for hire.

% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)30% 

Coordinates operations of department with other contract and grant professionals and managers in the organization.

• Direct supervision and professional development of Research Financial Analysts (RFAs)
• Determine staffing and budget needs for the research administration finance team and present recommendations to the Division Manager
• Provide feedback, performance evaluations, and effectively manage performance issues
• Develop training and mentoring plans for direct reports
• Conduct regular staff meetings and identify problem areas for team development and training
• Facilitate training sessions to provide for ongoing staff development, including time management, analysis and interpretation of financial reports, negotiation, and problem resolution
• Assess workloads and staffing needs and assure appropriate allocation of resources
• Support profession growth; foster beneficial relationships among diverse groups and individuals

30% 

Supervises and directs the work of a unit with responsibility for quality and quantity of work. Distributes and sets up work; monitors the progress of work of the unit. Performs personnel-related actions.

Ensures delivery of quality customer service to various constituencies.

• The Research Administration Manager oversees the research administration operation for the Division, ensuring deadlines are met for federal and private research grant post-award activities such as the creation of complex subcontracts, FSR's and other project maintenance functions.      Provide ongoing training, professional development, and mentorship for Division RFA's.
• Plan, assign, and direct all work of the research administration and finance team
• Assure that the team is updated and aware of all policy changes affecting grant management
• Ensure monthly BSRs are submitted on time and that overdraft accounts are promptly resolved. 
• Develop and implement divisional policies, procedures, and internal controls to ensure sound financial management of all extramural funding.
• Anticipate and communicate changes in either content or emphasis in agency grants policy statements and grants policy enforcement to ensure division compliance.
• Enforce SOM exceptional expenditure guidelines and educates staff and faculty on the nature of these guidelines.
• Will assess, develop and implement automated systems necessary to promote maximum efficiency in post-award management. 
• Make improvements to current operation as needed
• Serving as the approver for all PeopleSoft journals, and the UCPath system.

10% Applies professional knowledge and experience to prepare, review and / or approve financial transactions. Initiates and/or approves payroll distribution changes to ensure integrity of payroll charged to research accounts.  Reviews budget allocations for policy exceptions, conceives of and data management tools, and related business processes. Reviews and reconciles ledger accounts. 10% Leads the organization, planning, establishment and monitoring of fiscal budget control of contracts and grants administration, submissions, budgets, support documents, gifts, endowments and privately funded projects for faculty research programs and departmental operating budgets; Initiates and maintains ongoing, timely and effective communication with all relevant parties throughout the entire post-award process (e.g. agencies, investigators, department administrators and AAs, Research Services Management, contracts and grants, other campus units, etc.)  5% Makes recommendations to higher level managers regarding organization-wide policies and procedures.5% Develops and monitors operational and budget processes, staff FTE, finance, human resources, and space planning.5% Functions as an organization's point person for policies and procedures related to sponsored projects issues and concerns.5% Provides training and professional development, either formally or on-the-job, for staff to ensure subject matter knowledge in appropriate areas (e.g., sponsored project administration, post-award administration, et cetera).100%