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, leads 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 is responsible for the managing of all grant accounts (Private foundations, NIH and NSF) throughout their life cycle. Developing and set-up of 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 Collaborates with the Office of Sponsored Research to ensure awards are set up properly and cost-sharing requirements are fulfilled. Coordinates and supervises work assignments of other administrative personnel as assigned.
Responsibilities include but are not limited to handling all aspects of Post Award Administration including:
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 will possess exceptional communication skills and will be analytical, proactive, and a problem solver. Will be self-motivated and have the ability to exercise sound judgment in prioritizing tasks.
The individual in this position must have a willingness to learn new skills and take on new challenges, as well as the ability to effectively interact and collaborate with all levels of university administrators and faculty members, including working effectively with individuals of diverse backgrounds. It is expected that the Post-Award Grant Administrator will have the ability to work with minimal supervision. This individual is a member of a team and must contribute to the team effort, as needed. This will involve assisting colleagues to ensure timely service to departments, units, and sponsors, as needed, and to perform back-up duties during staff vacations or sick leaves.
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; and
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’s Viterbi School of Engineering has been one of the economic engines in Southern California and a vital hub in the California economy. The technical innovations and ideas generated by the Viterbi faculty and research community have resulted in countless innovations, many becoming the foundations for new companies, products and services. The thousands of students graduating each year bring new ideas and vitality to companies in California and beyond. With an annual research budget exceeding $205M each year, more than 46 research centers and institutes, more than 180 faculty members, 7,800 students and over 60,000 impassioned alumni world-wide, the Viterbi School is addressing some of the world’s great challenges.