The University of Southern California (USC), founded in 1880, is located in the heart of downtown Los Angeles and is the largest private employer in the City of Los Angeles. USC is consistently ranked among the nationâs most prestigious universities, and the USC Leonard Davis School of Gerontology features one of the worldâs best degree and research programs in gerontology. We have an international reputation as a hub of aging research and, with additional strong programs throughout the university leading the way in defining and advancing the field of gerontology.
The USC Leonard Davis School of Gerontology is seeking an Associate Research Administrator to join its team! This is a great opportunity for a reliable and self-motivated person to come in and take charge of the post-award administration responsibilities for the school. Working in the Business Office and under the direction of the SBO, the Associate Research Administrator-Post Award will be responsible for the managing of all grant accounts (Private foundations, NIH and NSF) through their life cycle, by developing and setting up multi-year budgets, modifications, and expenditures. This person is the primary liaison and active partner between principal investigators, the Office of Sponsored Research, research groups, and other departments. The Associate Research Administrator will also collaborate with the Office of Sponsored Research to ensure awards are set up properly and cost-sharing requirements are fulfilled and will also coordinate and supervise work assignments of other administrative personnel at the Shcool of Gerontology as assigned. The Associate Research Administrator is a member of a team and is expected to assist and collaborate with colleagues to ensure timely service to departments, units, and sponsors, as needed, and to perform backup duties during Busines Office staff vacations or sick leaves.
Responsibilities include but are not limited to handling all aspects of Post Award Administration such as the following:
Evaluating and processing modifications to Contracts, Cooperative Agreements, and Grants including changes to Terms and Conditions, Obligated Scope and Funding, and impacts on deliverables.
Assisting project leaders and administrative staff with contractual compliance and resolution of issues;
Initiating requests for sponsor approvals such as travel, budget changes, no-cost extension requests, limitations of funds notifications;
Preparing and processing account budgets and changes to budgets â¢ Initiating Purchase requests and change orders for subcontracts/subgrants;
Preparation and submission of reports into various sponsor systems; â¢ Entering modifications contractual and financial information into the database.
Monitor account activity and reconcile accounts to assure that all account activity is related to the project and is charged appropriately. When discrepancies are found, inform faculty and take necessary steps to correct the transactions, such as expense transfers or object code corrections. Observe account balances and process budget changes when necessary to comply with the original scope of work. Reference agency guidelines to make sure that budget changes are in compliance with the specified requirements from individual agencies.
Keep current with information regarding agency funding/spending guidelines and restrictions. Communicate information to faculty and other research-related staff to ensure that guidelines set forth by agencies are followed.
Keep current with USC/School/Departmental compliance guidelines and expenditure policies and procedures, and advise faculty and research related-staff to assure these policies are followed when handling their requests for all purchases, including but not limited to: equipment, travel arrangements, conference registrations, supplies reimbursement, and travel expense reimbursements, etc.
Work closely with Sponsored Projects Accounting (SPA) on questions that arise on continuing and expiring awards.
Advise faculty in advance of remaining time of project periods and account balances to assure that extensions on research projects are requested in a timely manner if the research has to be extended beyond current project periods. Consult agency guidelines to provide faculty with options regarding extensions on research periods.
Reconcile and generate monthly post-award financial reports.
Conduct forecasts/projections for awards received to assure that the original scope of work will be satisfied. Communicate with faculty, review original proposal submission, and verify applicable fringe and F&A rates to prepare forecasts, annual, and final agency reports.
Using the eCERT Effort Certification Online System, review & prepare quarterly and semester reports for all faculty that serve as Principal Investigators.
Stay informed regarding agency funding/spending guidelines. Communicate information to faculty and other research-related staff to ensure that guidelines set forth by agencies are followed.
Assist SPA and DCG with the preparation of financial and/or progress reports requested by agencies for award continuation and/or final reports.
Advise research staff of disbursement & purchasing policies and procedures. Assure these policies are followed when processing requests for purchases, travel, conference registrations, supply reimbursements, and travel expense reimbursements.
Attend department meetings and central meetings (e.g. Viterbi Business Affairs, USC Research Administration Office, DCG, etc.)
The successful candidate should possess exceptional communication skills and will be analytical, proactive, and a problem solver as well as be self-motivated and have the ability to exercise sound judgment in prioritizing tasks.
The individual in this position must have the willingness to learn new skills and take on new challenges, as well as having the ability to effectively interact and collaborate with all levels of university administrators and faculty members, including working effectively with individuals of diverse backgrounds.
Bachelor's degree in a related field of study;
3 plus years of demonstrated experience with budget development and proposal preparation experience; contracts and grants administration experience.
Experience with grants and grant terms;
Experience with NIH and NSF based Contracts and Subcontracts;
Strong written and oral communication and organizational skills;
Ability to work effectively in a high-energy team environment with a wide variety of technical and administrative personnel;
Ability to work with minimal supervision
A results-oriented focus with the demonstrated ability to prioritize and manage multiple time-sensitive issues and meet deadlines.
Basic knowledge of governmental regulations. Strong accounting skills. Competency in project management. A Bachelor's Degree with a broad knowledge of relevant research computer software, e.g.: Microsoft Access, Word, Excel, PowerPoint; Outlook, SPSS, Visio, and/or Kuali.
Experience in creating and analyzing statistical reports.
USC experience a big plus
Benefits include a competitive salary, a rich array of USC benefits including healthcare (including dental and vision), 403(b), tuition reimbursement, national holidays, paid vacation, and much more. This is a full-time non-exempt position that will require substantial commitment and flexibility. If you are looking to join a dynamic team and meet all the requirements/experience listed, we encourage you to apply.
USC is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring ordinance. We provide reasonable accommodations to applicants and employees with disabilities.
If you are interested, please submit your fully completed applicationÂ include a cover letter and resume with references. Thank you for your interest!
Minimum Education: Bachelor's degree Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Field of Expertise: Basic knowledge of governmental regulations. Strong accounting skills.
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.