The Senior Research Administrator (RA) is an important member of the Departmental post-award team who will use their advanced contracts and grants skills as an experienced research administrator to independently manage all post-award support for projects assigned to a portfolio of Principal Investigators (PI) within the Department of Medicine at Zuckerberg San Francisco General. This position will be responsible for managing high volume and highly complex transactions across several Divisions within the Department of Medicine at Zuckerberg San Francisco General Hospital.
This position will involve significant global research and clinical trial work that adds to both the complexity of the role and the problem-solving skills required. Complex analysis and coordination of the financial aspects of grants management will be required to ensure compliance with applicable policies, including monitoring account budgets and revenue, as well as award spending projections and transaction reconciliation by working with various system applications including, but not limited to, Peoplesoft, Oracle, My Reports, UCPath, BearBuy, and more.
The Senior Research Administrator will demonstrate independence in planning, budgeting, analyzing information and keeping detailed records of financial transactions as they serve as the investigators’ primary point of contact for research related financial issues. The successful candidate will be able to support faculty in their decision making by being able to clearly explain convoluted grants management concepts and processes, and ensuring that investigators are provided with high quality, efficient, responsive, and responsible post-award research administration services.
This senior level position will work closely with the Research Administration Manager and assist with the development and deployment of team trainings and will actively participate in workgroups and committees. Furthermore, they will bring leadership and expertise to change management projects focused on streamlining internal processes and will review and approve transactions for less experienced staff. This position will act as a Research Administration source matter expert across the Department and will occasionally provide temporary coverage of post-award services when needed.
The Senior Research Administrator is a valued member of the team and an important resource to both Principal Investigator, Division Manager, and other departmental personnel in the interpretation of University and sponsor policies and procedures within the financial component of the research area. The successful candidate will be expected to provide high-level customer service as part of a dynamic, responsive team, and they will interact with a diverse and engaging group of mission-driven colleagues across the Department and therefore need excellent communication skills and a commitment to providing exceptional customer service.
Department
The Department of Medicine (DOM) is the largest department at Zuckerberg San Francisco Hospital (ZSFG) and the second largest department in the School of Medicine. The Department is divided into 14 Divisions/Centers, plus Central administration and operates 33 outpatient clinics, 4 inpatient services, and 14 consult services. There are close to 600 full- time faculty leading top-notch research, clinical, and education programs.
Responsibilities % of time Essential Function (Yes/No) Key Responsibilities (To be completed by Supervisor) 20 Yes Leads the organization, planning, establishment and monitoring of fiscal budget control of contracts and grants administration, submissions, budgets, support documents, gifts, endowments, and privately funded projects for faculty research programs 20 Yes Administers, in coordination with central and departmental administrators, the administrative and financial aspects of complex, awarded projects with broad impact.
Reviews award letters and budgets with Principal Investigators, Division Managers and others as necessary (e.g., purchasing agents) to assure that funds will be spent within budget and in compliance with awarding agency and campus policies. Reviews budget allocations for policy exceptions, conceives of and maintains chart of accounts or other data manacgement tools, and related business processes. Reviews and reconciles ledger accounts.
Participates in gathering data from the general ledger, preparing summary schedules, and answering questions from departments or coordinate getting answers. 15 Yes Provides highly complex projections, analysis, and recommendations. Assists in support of audit as directed by senior staff. 15 Yes Applies professional knowledge / experience to oversee and / or approve financial transactions. Attends campus and departmental post-award meetings and trainings to ensure continuous learning and knowledge of updated policies and procedures.
Maintains professional relationships with sponsor representatives. Delivers specialized training and / or develops content for education workshops in the area of research administration to new and jr. departmental staff. Initiates and or approves payroll distribution changes to ensure integrity of payroll charged to research accounts.
Prepares financial transactions. Independently gathers information as needed to perform financial analysis. Initiates and maintains timely and effective communication with all relevant parties throughout the entire post-award process (e.g. agencies, investigators, department administrators, central partners, etc.) 10 Yes Provides guidance and counsel on wide variety of highly complex research administration matters to principal investigators, senior departmental administrators and less experienced department staff 10 Yes Ensures complete and accurate collection of research management administration data at all stages of the contract and grant life cycle.
Independently oversees award reporting and ensures the timely closeout of sponsored funds. Research and identify outstanding issues inhibiting closeout and resolve with sponsor agencies as needed. Generate financial reports and/or invoices required by the Controller’s Office and sponsoring agencies.
Analyze the need and timing of requesting fund advances as needed. Coordinate the closeout of projects, including subcontract closeouts, financial reports, grant transfers and relinquishments, as appropriate 8 Yes Administratively reviews complex grant or contract budgets and awards, obtains / verifies / maintains necessary and applicable compliance approvals 2 Yes Maintains professional relationships with sponsor representatives to develop detailed understanding of funding opportunities, needs and requirements.
Delivers specialized training and / or develops content for education workshops in the area of research administration. Leads broad initiatives to develop processes and develop resources for researchers 100% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.) Required
Bachelor's degree in Finance or Government Accounting and 5+ years related experience and / or equivalent experience / training Extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment Advanced knowledge of effective grant funding processes, procedures and techniques Maintains knowledge of and ability to interpret and apply sponsor, institutional and departmental policies.
Knowledge of current compliance regulations in all areas of research administration. Ability to manage high volume and complex transactions Ability to perform highly complex financial analysis and customized reporting Ability to interpret policy for others Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles Demonstrated advanced competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.
Excellent computer skills and facility with using MS Excel e.g., (sorting, pivot tables, filtering, basic formulas) Knowledge of general fund accounting, purchasing, and budgeting, financial projection and business planning concepts Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas Proven superior analytical, interpersonal, communication (verbal and written), organizational and problem-solving skills
Certified Research Administrator (CRA) or Certified Financial Research Administrator (CFRA) Full knowledge of Federal Acquisition Regulation, Code of Federal Regulations, sponsor-specific policies, intellectual property policy, conflict of interest requirements, publication rights, application of indirect cost rates and other complex concepts in research administration Experience with all types of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements Previous experience working in an academic environment Previous experience with research administration in an international environment
Day shift