The USC Viterbi School of Engineeringâs Department of Aerospace and Mechanical Engineering (AME) is seeking an experienced full-time Associate Research Administrator to join its contracts and grant research administration team.Â The AME faculty members generate wide ranging and complex research programs, sponsored projects, contracts and grants.Â With guidance and direction from the Department Business Manager and/or Supervising Research Administrator, this position supports the daily research activities and other financial needs of the department.
Core Department Accountabilities:
Assists assigned faculty and research team members in the preparation and submission of proposals.
Prepares project budgets.
Gathers necessary data for individual proposal, included all budget and administrator documents in accordance to agency and university guidelines.
Â Be able to Disseminates information to Viterbi Business Affairs Office, Department of Contracts and Grants, Principal Investigators and Agencies.
May resolve issues related to the proposal process and submittal process. Â Â Â Â
Post-Award/Account Management and Financial Reporting:
Administers assigned accounts, monitors actual income, authorizes expenses and may develop projections for departmental financial commitments.Â Reconciles accounts to assure all account activity is related to the project(s) and charged appropriately.
Monitors AME departmental balances and processes budget changes when necessary.Â Reviews agency guidelines to confirm budget changes are in compliance with the specified requirements of individual agencies.
Updates original proposal account budgets.Â Confirms that any cost-sharing requirements are set up properly and fulfilled.
Maintains project reports and data sheets to document and communicate current project status.
Processes, tracks and posts expenditures for travel reimbursements and invoices on appropriate accounts.Â Expedites procurement orders and reimbursements, requisitions and foreign drafts.
Provides faculty with account summary and account projections on awards to ensure the original scope of work will be satisfied.
Keeps up with current USC/Department/Agency compliance and expenditure policies and procedures.Â Communicates information to insure these policies are followed.
Participates in project closeout and extension processes.
Serves as primary communication liaison between faculty, the Office of Sponsored Research, the Department of Contracts and Grants, Viterbi Business Affairs and program sponsors as required.
Payroll and Personnel:
Prepares monthly and biweekly payroll for faculty, staff and students paid on sponsored research and unrestricted funds.
Reviews payroll projection reports generated by the Viterbi Payroll office.
Utilizes the universityâs online E-cert effort certification system, reviews and prepares quarterly and semester reports for faculty.
Assists with responsibilities related to recruitment, hiring, on-boarding and immigration visa processing for the project(s) faculty, research staff and students.
Routinely meets with faculty and principal investigators.
Attends department, school and central meetings.
Contributes to process improvements.
May take on additional administrative tasks as determined by the department.
Combined experience/education as substitute for minimum education.
Three (3) years
Preferred Experience and Field of Expertise:
Four (4) yearsâ experience.Â Proficient knowledge in the field of sponsored research and research administration with strong accounting and analytical skills.Â The ideal candidate must be able to work in fast-paced environment and be able to work with high volume data, handling requests that are unique to robust research portfolios.Â In addition, candidate must be flexible and adaptable learning new systems and processes.Â
Required Applicant Documents:
Applications must include a complete and current resume and cover letter describing interest in this role.Â Incomplete applications will not be considered.Â The documents may be uploaded as one or two documents.
USC is the leading private research university in Los Angeles—a global center for arts, technology and international business. With more than 47,500 students, we are located primarily in Los Angeles but also in various US and global satellite locations. As the largest private employer in Los Angeles, responsible for $8 billion annually in economic activity in the region, we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills across a variety of academic and professional schools and administrative units. As a USC employee and member of the Trojan Family—the faculty, staff, students, and alumni who make USC a great place to work—you will enjoy excellent benefits, including a variety of well-being programs designed to help individuals achieve work-life balance.