The Division of Nephrology and Hypertension is seeking a highly motivated, organized part-time Assistant Research Administrator to join its team at Keck School of Medicine of University of Southern California. The Assistant Research Administrator will support, facilitate and coordinate the exchange of information and provide services associated with pre- and post-award administration of contracts and grants. Specific job accountabilities will be: Coordinate research proposals from start to finish with PIâs of the Division. This includes but is not limited to budget development, grant writing, OnCore and IRB submissions. Review and submit final proposal to all Departments necessary and follow up with these Departments. Provide pre- and post-award administrative support. Disseminate contracts and grants information regarding policies and procedures and guidelines for Federal, Non-Federal and Foundation grants. Maintain all Laboratory Compliance. Set up, maintain and reconcile Division accounts, including year-end, transfer, and closing activity. Assist faculty and staff in financial transactions such as purchasing equipment, supplies, and accounting for travel expenditures and reimbursements. Perform other related duties as assigned or requested. The University reserves the right to add or change duties at any time. Perform other duties as assigned or requested. Must submit resume and cover letter.
Assist assigned faculty, research associates/assistants, and post-docs with the submission of proposals to assure all necessary university and agency requirements are met.
Prepare budgets and gather data necessary to submit proposals in accordance with agency and university guidelines. Disseminate information to Office of Research, the Department of Contracts and Grants (DCG), Principal Investigators and Agencies.
Assist when notifications of awards are received by updating original proposed account budgets. Notify faculty of the receipt of awards and communicate necessary expenditures.
Monitor 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, such as expense transfers or object code corrections.Â Observe account balances and process budget changes when necessary to comply with original scope of work.Â Reference agency guidelines to make sure that budget changes are in compliance with the specified requirements from individual agencies.
Process, track, and post expenditures for travel reimbursements, settlements of advances, and invoices on the assigned accounts.Â Expedite procurement orders and reimbursements, requisitions, and foreign drafts.
Reconcile and review monthly account statements and provide faculty with account summaries and projection reports on a monthly basis.
Keep current with information regarding agency funding/spending guidelines and restrictions.Â 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 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 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 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
Prepare payroll for research staff, faculty, research assistants, student workers,Â visiting scholars.Â Prepare and process hiring paperwork for research assistantsÂ and research staff.Â Assist with immigration visa processing when appropriate.Â Â Enter graduate research assistant awards in the university student informationÂ system.
Using the eCERT Effort Certification Online System, review & prepare quarterly andÂ semester reports for all faculty that serve as Principal Investigators.
Stay informed regarding agency funding/spending guidelines.Â 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.Â 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., Business meeting, Administration Office, DCG etc.)
May take on additional administrative tasks as needed.
The hourly rate range for this position is$33.47 - $40.00 p/hr. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
Preferred Education: Bachelorâs degree
Preferred Experience: 2 years
Preferred Field of Expertise: Â Background in accounting/finance, grants administration, and project management. Broad knowledge of relevant research computer software, e.g.: Microsoft Access, Word, Excel, PowerPoint, and Outlook. Experience in creating and analyzing statistical reports. Ability to utilize computer technology to access data, maintain records and generate reports. Proven oral and written communication skills to interact with other employees.
Percentage of Time: 50% part time
Minimum Education: Bachelor's degree Combined experience/education as substitute for minimum education Minimum Experience: 1 Year Minimum Field of Expertise: A Bachelorâs Degree or equivalent combination of education and experience with broad knowledge of relevant research computer software, e.g.: Microsoft Access, Word, Excel, PowerPoint; Outlook, SPSS, Visio, and SunGard. Experience in creating and analyzing statistical reports. Must be able to utilize computer technology to access data, maintain records and generate reports. Proven oral and written communication skills to interact with other employees.
Minimum Education:Bachelor's degree Combined experience/education as substitute for minimum educationMinimum Experience:1 YearMinimum Field of Expertise:A Bachelorâs Degree or equivalent combination of education and experience with broad knowledge of relevant research computer software, e.g.: Microsoft Access, Word, Excel, PowerPoint; Outlook, SPSS, Visio, and SunGard. Experience in creating and analyzing statistical reports. Must be able to utilize computer technology to access data, maintain records and generate reports. Proven oral and written communication skills to interact with other employees.
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.