The Mork Family Department of Chemical Engineering and Materials Science is seeking a Research Administrator (RA) to join its research administration team.Â Under the direction of the Department Chair, Department Business Manager and faculty, this position will support departmental research activity, contracts & grants, and other department financial needs. This is a leadership role and will have training responsibilities for other level of RAs. Additionally, it is expected that the RA will recruit, hire and train other staff. The core job duties are:
Assists assigned faculty, research associates/assistants, and post-docs with the preparations of complex proposals to assure all necessary university and agency requirements are met.
Develops budgets, budget justifications and other financial data necessary to submit proposals in accordance with agency and university guidelines. Disseminates information to Viterbi Research Administration, faculty home academic departments, the Department of Contracts and Grants (DCG), the Department of Sponsored Project Accounting, Principal Investigators, and Agencies.
Manages the notifications of awards received by updating original account budgets proposed. Notify faculty of the receipt of awards and communicate necessary expenditures.
Trains and supports other level Research Administrators on proposal submission.
Point person to communicate university and government proposal policies to other level Research Administrators.
Develops and communicates reports supporting project status.
Monitors account activity and reconcile accounts to assure that all account activity is related to the project and is charged appropriately.Â When discrepancies are found, inform faculty and take necessary steps to correct the transactions. Reference agency guidelines to make sure that budget changes are in compliance with the specified requirements from individual agencies.
Assist SPA and DCG with the preparation of financial and/or progress, expiring award reports requested by agencies for award continuation and/or final reports.
Processes, tracks, and posts expenditures for travel reimbursements, settlements of advances, and invoices on the assigned accounts.Â Expedite procurement orders and reimbursements, requisitions, and foreign drafts. Keep in compliance with USC/School/Departmental expenditure policies and procedures to advise faculty and research related-staff to assure these policies are followed when handling their requests for all purchases and reimbursements.
Reconciles and reviews monthly account statements and provides faculty with account summaries reports on a monthly basis, and projections on a quarterly basis.
Conduct forecasts/projections for awards received to assure that original scope of work will be satisfied.Â Communicate with faculty, review original proposal submission, and verify applicable fringe and F&A rates to prepare forecasts, annual, and final agency reports.Â
Manages contract closeout process and audits inquiries.
Advise faculty of remaining time of project periods and account balances in advance to assure that extensions on research projects are requested in a timely manner if research has to be extended beyond current project periods. Consult agency guidelines to provide faculty with options regarding extensions on research periods.
Serves as a Subject Matter Expert (SME).
May negotiate and communicate with federal and state sponsors or university divisions.
Expert in project management, including managing national and international collaborations and complex multi-sub award contracts.
Identifies and implements process improvements.
Prepare payroll for research staff, faculty, research assistants, student workers, visiting scholars.Â Prepares and processes hiring paperwork for research assistants and research staff.
Using the eCERT Effort Certification Online System, review & prepare quarterly and semester reports for all faculty that serve as Principal Investigator.
Attend department meetings and central meetings (e.g. Viterbi Business Affairs, USC Research Administration Office, DCG etc.)
Perform varied administrative and analytical duties for the department.
Recruits, screens, hires, trains and directly supervises all assigned staff.
Required Applicant Documents
- Cover Letter
These documents may be submitted as one PDF.Â
Four years of account and budget experience including knowledge of government and fund accounting and knowledge of university financial systems.Â Expert knowledge of governmental regulations.
Expert in project management.
Strong computer skills using MS Office Suite, Excel, Word, and PowerPoint.Â Excellent communication skills both written and verbal, ability to prioritize, organize, analyze and work independently in a fast paced and demanding work environment.
To apply submit a resume and cover letter; incomplete applications may not be considered.
Minimum Education:Bachelor's degreeCombined experience/education as substitute for minimum educationMinimum Experience:5 years
Internal Number: REQ20087366
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.