Lead Research Administrator for Academic Affairs

Position Number: 41192795

Payroll Title: Research Administrator 4

Job Code: 006207

Job Open Date: 08/05/2025

Application Review Begins: 08/20/2025; open until filled

Department Code (Name): EXOF (Office of the Executive Vice Chancellor)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 23

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $95,000 to $105,000/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $88,000 to $161,600/year.

Work Location: SAASB 1207F

Working Days and Hours: M-F; 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid scheduled after completion of training period.(Both UC & Non-UC locations)

Special Instructions:

For full consideration, must include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Office of the Executive Vice Chancellor, in consultation with the Santa Barbara Division of the Academic Senate, has oversight for academic planning and programming, the development and implementation of academic policy, and the academic personnel process. The office has responsibility for all academic units, on and off-campus instructional activities, and instructional support programs. It maintains formal liaison with the Office of the President.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

As part of the Academic Affairs Research Services (AARS) team in the Office of the Executive Vice Chancellor, the Lead Research Administrator for Academic Affairs provides expert-level post-award financial management for a portfolio of high-complexity sponsored projects within Academic Affairs Research Services (AARS). This role supports UCSB's research mission through advanced fiscal oversight, strategic financial planning, and high-level coordination with faculty, departmental administrators, and central offices. The Lead Research Administrator serves as a technical leader and recognized campus expert in research finance, often guiding compliance interpretation and shaping financial management practices. Core responsibilities include the full lifecycle of complex awards-from proposal and budget establishment through closeout-with independent authority over cost transfers, effort reporting, subaward oversight, and sponsor billing. The Lead Research Administrator leads the development of internal systems, ensures regulatory compliance, mentors other analysts, and contributes to university-wide process improvement initiatives. Regularly collaborates with AARS Analysts, Sponsored Projects Office (SPO), Extramural Funds Accounting (EMF), Payroll, Procurement, Accounts Payable, and Principal Investigators (PIs) to promote fiscal accountability and streamline financial operations. Serves as dotted line supervisor for College of Engineering Research Finance Analysts (RFAs) overseeing training, onboarding for RFA duties, process standardization, compliance alignment, technical issue triage, and policy interpretation.

Required Qualifications:

• Bachelor's Degree in related area and / or equivalent experience / training.
• 3+ years direct administration of extramural funds, especially federal contracts and grants, preferably in an academic setting.
• 3+ years experience interfacing with a broad range of constituents, including staff, faculty and administrators.
• 3+ years experience producing complex financial reports and providing analytical summaries.
• 3+ years experience with research proposal submission, funding agency requirements, processes and regulations.

Preferred Qualifications:

• 5+ years experience managing extramural funds at UCSB.
• 1-3 years providing instruction and/or experience mentoring and training others in relevant areas of research administration.

Special Conditions of Employment:

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

Post-Award Research Financial Management (60%): The Lead Research Administrator is an advanced technical expert in post-award administration, independently managing the financial lifecycle of high-complexity grants, contracts, and subawards within AARS.

• Applies extensive knowledge of federal, state, private, and extramural sponsor requirements, university policy, and accounting standards to oversee all aspects of post-award financial administration.
• Establishes and monitors detailed budgets, coordinates award setup in collaboration with EMF, and ensures accurate fund allocation and chartfield configuration across multiple projects and funding types.
• Leads advanced financial reviews of expenditures in key systems (e.g., OFC, Gateway, Concur, UCPath, FlexCard), ensuring allowability, allocability, consistency, and compliance.
• Maintains proactive oversight of cost sharing, fabrication components, salary allocations, and effort certification.
• Manages and monitors subawards, including invoice review, amendment processing, and subrecipient closeout in alignment with sponsor terms. Leads sponsor billing processes, tracks receivables, and collaborates with EMF to resolve -payment issues.
• Maintains documentation to ensure audit readiness and compliance across all award stages.
• Regularly prepares in-depth financial analyses, projections, and burn-rate reports to guide PI decision-making. Develops contingency plans to address projected deficits, resolves reconciliation issues, and coordinates closeout procedures in collaboration with SPO and EMF.
• Provides strategic guidance on sponsor compliance and interpretation, supports audits, and implements internal control measures to reduce institutional risk.
• Serves as a resource and mentor to RFAs within Academic Affairs and department finance staff. Participates in policy working groups, develops internal tools and process documentation, and delivers campus training on research administration best practices.
• Maintains advanced expertise in all relevant financial systems and serves as a key contact for sponsor and departmental communications.

College of Engineering Lead RFA (25%): Serves as dotted line supervision for College of Engineering Research Finance Analysts (RFAs).

• Serves as lead for compliance alignment, technical issue triage, and policy interpretation.
• Coordinates with department managers for backup when a RFA is on leave or a position is vacant.
• Oversees training and onboarding for RFA duties. 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, PGM). Delivers specialized training and / or develops content for education workshops in the area of research administration.
• Acts as liaison to PIs, lab staff, department heads, EMF, and other partners, maintaining regular communication.
• Provides feedback and professional development planning to department managers to address professional development and performance issues.
• Communicates regularly with departments on unit activities and on pertinent operational issues.
• Provides input for performance evaluations for post-award administration for RFAs.
• Meets with and provides consultation to PIs and research staff on regulations and policies related to pre-award and post-award financial administration and management.
• Acts as advisor to management on complex proposals and awards.
• Responsible for maintaining expert knowledge of crucial campus systems, including OFC, PGM, EPM, Gateway, Concur, and UCPath. Recognized as a technical expert in PGM.

Organizational Support (15%): Provides essential administrative, logistical, and operational support to ensure the smooth functioning of AARS. Acts as a resource for AARS pre-award and post-award analysts.

• Functions as a point person for policy and procedure interpretation and questions related to pre-award proposal submission and post-award financial management.
• Resolves escalated pre-award and post-award administration and management issues.
• Responds to organizational inquiries regarding research issues, serving as a first-line contact for compliance issues.
• Assists in the oversight and execution of pre-award duties, including proposal submission as needed.
• Identifies key unit performance metrics in conjunction with management.
• Serves on campus committees, and contributes to research administration policy development.
• Communicates regularly with management on team activities and on pertinent operational or human resources issues.
• Responsible for meeting published office service level agreements.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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