Position Information

Payroll Title: Research Admin 2

UC Job Code: 6205

Job Open Date: 2/22/2023

Application Review Begins: 03/09/2023; open until filled

Department Code (Name): INEE (Institute of Energy Efficiency)

Percentage of Time: 100%

Union Code: 99 Non-Represented

FLSA Status: Non-Exempt

Grade Type/Grade: PSS / 20

Budgeted Hourly Range: $27.68 - $32.40/hr.

Full Salary Range: Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $27.68 to $50.57/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.68 -$32.40/hr.

Work Location: Henley Hall 1005

Working Days/Hours: Mon-Fri; 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement: Hybrid (Both UC & Non-UC locations)

Special Instructions

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement

The Institute for Energy Efficiency (IEE) is an interdisciplinary research institute dedicated to cutting-edge science and technologies that support an energy-efficient and sustainable future. IEE’s research activities leverage the considerable expertise of UCSB’s highly acclaimed faculty, scientists, engineers and researchers. By fostering collaborations, sponsoring research, and expediting the commercialization of new technologies, IEE is a key driver of significant advances in energy efficiency.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties

Under the general supervision of the Business Officer, the Contract & Grant Analyst is responsible for the administration of IEE contracts and grants. Manages and monitors complex awards. Acts as liaison between the Office of Research, Business & Financial Services and approximately 25 Principal Investigators (PIs) and numerous federal, state, local and private agencies. Monitors the financial progress of projects and alerts the Financial Manager and PI's to any concerns or potential problems related to the administration of research funds, escalating only the most complex issues to the Business Officer. Researches, develops, and proposes solutions to complex problems that arise during the administration of awards. Advises PI's on University and agency policies regarding financial matters such as allowability of travel, equipment, and consultants. Responsible for the audit and reconciliation of all payroll and general ledgers.

Required Qualifications

• Bachelor's Degree in related area or equivalent experience and/or training.
• 1-3 years administrative office experience.
• Knowledge of grant funding processes, procedures and techniques.
• Ability to maintain independent judgment; strong organization; communication skills; and a customer service focus.
• Ability to manage a high volume of transactions.
• Knowledge of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines.
• Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.

Preferred Qualifications

• 1-3 years University administration experience.
• 1-3 years experience with UC contracts and grants policies and procedures.

Special Conditions of Employment

• Satisfactory conviction history background check.
• UCSB is a Tobacco-Free environment.

Job Functions/Percentage of Time/Duties

• 85% Contract & Grant Administration - Under the general supervision of the Business Officer is responsible for the administration of IEE contracts and grants. Utilizes detailed knowledge of relevant policy and procedure requirements of the University and granting agencies to ensure compliance. Manages and monitors complex awards, acts as a liaison between the Office of Research, Business & Financial Services and approximately 25 Principal Investigators (PIs) and numerous federal, state, local and private agencies. Analyzes award documents, confirming that award info is correct and ensuring that all terms and conditions can be followed. Relays relevant information to Business Officer and PI's as appropriate. Receives, obtains authorizations, and processes all subcontract invoices. Responsible for ensuring department PI's meet stringent quarterly effort reporting requirements and deadlines, utilizing the Effort Reporting System (ERS). Provides assistance to Business Officer and PI's in proposal preparation, including the creation of detailed budgets. Independently monitors and reviews expenditures for appropriateness and availability of funds. Ensures that appropriate approvals are secured for all expenditures. Evaluates cumulative and projected purchases, recharge costs, and salary expenditures to perform budget projections on accounts, prepares other reports or statistics as requested by the Business Officer. Assembly and distribution of monthly financial reports and payroll projections, which includes the evaluation of spending patterns to advise PI's on proposal budget estimates for expenses and assist them with long-range project expenditure planning. Periodically audits and analyzes personnel projections in shadow system for accuracy and researches unreconciled personnel liens from past months. Researches and plans for changes in benefit costs, salary increases due to merits, promotions, and/or cost of living adjustments and changes in student tuition and fee costs; notifies PI's when budget balances are affected due to these changes. Monitors the financial progress of projects & alerts the Business Officer and PI's to any concerns or potential problems related to the administration of research funds. Researches, develops, and proposes solutions to complex problems that arise during the administration of awards. Advises PI's on University & agency policies regarding financial matters such as allowability of travel, equipment, & consultants. Advises and assists PI's with actions that require agency approval, such as budget revisions, no cost extensions, changes in approved work scope or personnel. Drafts request letters as necessary. Monitors requests & ensures that all needed approvals are obtained. Advises PI's and other admin staff on reporting requirements. Manages corrections resulting from overdraft notices. Researches, proposes, & implements solutions to address overdrafts. Works with the IEE financial team and Business & Financial Services to facilitate corrective actions as necessary. Manages the timely close-out of awards. Responsible for updating GUS and internal account tracking databases to reflect the project status and activities of new awards, no cost extensions, and closed awards. Creates and maintains folders for all awards, from proposal submission to closing of the award. Purges records at appropriate intervals.
• 15% Financial Analysis & Management - Responsible for monthly reconciliation of payroll and general ledgers and ensures Institute's GUS financial data balances to the campus general ledger. Identifies financial transaction discrepancies and errors on general ledgers and resolves related issues with PIs. Utilizes GUS to produce monthly financial statements including audit reports, outstanding liens, and personnel projections, including the analysis and research of purchasing activity. Analyzes campus facility recharge activity monthly to ensure accuracy and allowability, coordinates with various departments in the correction of errors. Performs periodic audits of internal shadow system and general ledger reconciliation to ensure accuracy and appropriateness of expenditures.

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

Vaccination Program

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

• UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
• University of California Policy on Vaccinations – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement)https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx

• Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

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