Viterbi School of Engineering
Research Administrator
Viterbi School of Engineering, Los Angeles, California, United States, 90079
The Thomas Lord Department of Computer Science at USC Viterbi School of Engineering seeks to recruit a seasoned Research Administrator to join its outstanding team of faculty, staff, and students. The Department of Computer Science has a significant and dynamic student population that is home to more than 5,800 students.Under the direction of the Manager of Research Administration and faculty, the position will support daily departmental contracts and grants research administration activities and other department financial needs, as well as supervise the team of assistant and associate research administrators.This position requires an unwavering commitment to service and excellence in a demanding, deadline-driven environment. In addition to managing his/her own portfolio of proposals, the successful candidate will also be responsible for training research administrators with a focus on service and excellence across all research administration needs including proposal development and submission activities, financial account reconciliation, and closeout tasks. Excellent communication skills, adaptability, and flexibility to accommodate ongoing changes to internal and external policies and regulations; composure and diplomacy in facilitating short lead times on proposal or project deliverables; balancing conflicting priorities; and contributing and adjusting to a continuously evolving environment are vital. We seek agile and entrepreneurial candidates who embrace change and actively seek opportunities for growth in a dynamic environment. If you thrive on adaptability and are eager to take on new challenges, we encourage you to apply.The core job duties are:PRE-AWARDPrepares proposalStays informed and reminds faculty about research funding opportunities requirements of proposal solicitations. Develops, prepares, and finalizes proposal budgets for submission and review by Viterbi Business Affairs. Obtains cost sharing and commitment support. Fills out electronic-required USC and agency forms, and submits them for approval and signature. Assists faculty in entering proposal information in Fastlane or Grants.gov. and others. Checks for completeness of proposals. Communicates with Contracts & Grants for proposal requirements and authorization for submittal to agency Maintains the current and pending file of facultyPOST-AWARDManages Research Grants as Account ManagerOversees university accounting systems as related to expenditures in payroll, purchasing, check requests, and others (expense transfers and budget re-allocation). Initiates expenditure requests on research funds in agreement with university expenditure policies and AARC (allocable, allowable, reasonable, consistency) rule Checks budget and expenditures for compliance with funding agency restrictions Checks for funds availability before allocating expenses Prepares budget re-allocation requests in research grants and makes budget projections at the request of faculty and in agreement with agency regulations and USC policies
Audits expenses and encumbrances posted in university accounting system by maintaining a shadow report of transactions Reconciles expenses recorded on shadow report against university financial statements (Workday) Takes corrective actions in case of discrepancies noted during reconciliation process. Collaborates with Sponsored Projects Accounting and USC Business Services Follows up on purchases (billing and posting); payroll (set up and cost transfers); incremental funding; and other matters related to allocation & expendituresCLOSE-OUTReviews/audits shadow reports of all research accountsPlans closure of expiring grants (budgets and expenditures all posted and reconciled) Sends close-out notices 90/60/30 days before termination Communicates with Close-out Specialist from Dept of Contracts & GrantsPAYROLL and EFFORT CERTIFICATIONProcesses student and research staff PayrollPrepares offer letters for Research Assistants (Spring, Summer, Fall); authorizes set up of payroll.
Enters graduate assistantships into SIS, namely, tuition benefits, health insurance, health center fee, and dental for:Research assistantsTeaching assistantsFellowshipsSubmits RA list to VBA Makes sure that RA and research staff payroll are verified before principal investigators certify the percent of effort Authorizes payroll for student workers on research and faculty restricted accounts Makes projections on research grants about RA payroll and tuition expenses in collaboration with Principal Investigators (P.I.) Prepares Data for Effort CertificationCollects and analyzes faculty, RA, and research staff payroll informationPrepares this data for effort certificationSUPERVISION OF OTHER STAFFServes as the supervisor for CS research administratorsServes as subject matter expert to other CS research administrators in agency guidelines and USC policies and procedures. Establishes professional contacts here and outside USCCollects, prepares and maintains database for audit purposes including data for faculty merit reviewPrepares reports as requested on number of proposals and grants; research personnel and other expenditure updates, including research equipment managementAssesses staff development needs to respond to needs of research active facultyJob duties may be added or modified as needed.Diversity, equity, and inclusion are central to the mission of the USC Viterbi School of Engineering. Viterbi staff are expected to facilitate a culture of support and service, to model civility and respectful engagement at all times, and to maintain the highest ethical standards and to maintain strict confidentiality across all facets of their work.Additional Information:This is a hybrid position. The Research Administrator will be expected to work fully onsite for the first three months of employment, and will subsequently be eligible to work 2-3 days from home. All remote and hybrid staff are expected to attend occasional meetings and activities as required by their supervisor and/or department. This position is not eligible for fully remote work.The annual base salary range for these positions is $96,227 - $114,302. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope of 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.Minimum Education:Bachelor's DegreeCombined experience/education as substitute for minimum educationMinimum Experience:5 YearsMinimum Field of Experience:Expert knowledge and fluency of governmental regulations (e.g. FAR, A-21, A-110, A-133, CAS). Knowledge and ability to understand, interpret, and communicate University policies and procedures. Excellent oral, written, and communication skills. Excellent analytical skills; demonstrated proficiency in Excel and web-based tools. Strong accounting skills; knowledge of accounting principles. Expert in project management, including managing international collaborations and complex multi-sub award contracts. Knowledge of personnel management, including proposing effort for and training and hiring of students, post-doctorals, academic appointments, regular staff, bargaining unit staff, and consultants, along with the circumstances appropriate for each type of position.Preferred Qualifications
:Knowledge and experience in WorkDay and SAP Concur.Knowledge of USC purchasing and travel/expense guidelines.Previous University experience in a research setting.Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.Outstanding customer support, poise, tact and diplomacyMeticulously detail-oriented and highly organizedCapable of working independently and a commitment to being part of a teamFlexible and adaptable in a continuously evolving operational environmentLeadership and training experienceEager to continue growing, learning and developing professionallyCertified Research Administrator (CRA) certificationRequired Applicant Documents:A resume/CV is required. Please feel free to upload your application materials in a single document.USC and the Viterbi School:The University of Southern California (USC), founded in 1880, is in the heart of downtown L.A. and is the largest private employer in the City of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the “Trojan Family,” which is comprised of the faculty, students, and staff that make the university what it is.Founded in 1905, the USC Viterbi School of Engineering is named for Andrew Viterbi who developed an algorithm to connect the world’s citizens. Similarly, the school, located in Los Angeles, a global center for arts, technology and international business in the heart of the Pacific Rim, is a hub for entrepreneurship that connects students from 64 countries.USC Viterbi is a pioneer in restoring sight to the blind; restoring memory to sufferers of Alzheimer’s; and socially assistive robots to aid seniors with stroke or children with autism. It is the home of the first operational quantum computing center in academia. Our alumni include Neil Armstrong, first human on the moon; A.C. Mike Markkula, co-founder of Apple; and Wanda Austin, former CEO of the Aerospace Corporation.The USC Viterbi School is consistently ranked among the top graduate programs (U.S. News and World Report). Under the leadership of Dean Yannis C. Yortsos, the school helped re-imagine the 21st century engineer, pioneering the Grand Challenge Scholars Program in schools across the globe. Our mission is to serve California, the nation and the world. At USC Viterbi, we call this the enabling power of Engineering+..
Audits expenses and encumbrances posted in university accounting system by maintaining a shadow report of transactions Reconciles expenses recorded on shadow report against university financial statements (Workday) Takes corrective actions in case of discrepancies noted during reconciliation process. Collaborates with Sponsored Projects Accounting and USC Business Services Follows up on purchases (billing and posting); payroll (set up and cost transfers); incremental funding; and other matters related to allocation & expendituresCLOSE-OUTReviews/audits shadow reports of all research accountsPlans closure of expiring grants (budgets and expenditures all posted and reconciled) Sends close-out notices 90/60/30 days before termination Communicates with Close-out Specialist from Dept of Contracts & GrantsPAYROLL and EFFORT CERTIFICATIONProcesses student and research staff PayrollPrepares offer letters for Research Assistants (Spring, Summer, Fall); authorizes set up of payroll.
Enters graduate assistantships into SIS, namely, tuition benefits, health insurance, health center fee, and dental for:Research assistantsTeaching assistantsFellowshipsSubmits RA list to VBA Makes sure that RA and research staff payroll are verified before principal investigators certify the percent of effort Authorizes payroll for student workers on research and faculty restricted accounts Makes projections on research grants about RA payroll and tuition expenses in collaboration with Principal Investigators (P.I.) Prepares Data for Effort CertificationCollects and analyzes faculty, RA, and research staff payroll informationPrepares this data for effort certificationSUPERVISION OF OTHER STAFFServes as the supervisor for CS research administratorsServes as subject matter expert to other CS research administrators in agency guidelines and USC policies and procedures. Establishes professional contacts here and outside USCCollects, prepares and maintains database for audit purposes including data for faculty merit reviewPrepares reports as requested on number of proposals and grants; research personnel and other expenditure updates, including research equipment managementAssesses staff development needs to respond to needs of research active facultyJob duties may be added or modified as needed.Diversity, equity, and inclusion are central to the mission of the USC Viterbi School of Engineering. Viterbi staff are expected to facilitate a culture of support and service, to model civility and respectful engagement at all times, and to maintain the highest ethical standards and to maintain strict confidentiality across all facets of their work.Additional Information:This is a hybrid position. The Research Administrator will be expected to work fully onsite for the first three months of employment, and will subsequently be eligible to work 2-3 days from home. All remote and hybrid staff are expected to attend occasional meetings and activities as required by their supervisor and/or department. This position is not eligible for fully remote work.The annual base salary range for these positions is $96,227 - $114,302. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope of 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.Minimum Education:Bachelor's DegreeCombined experience/education as substitute for minimum educationMinimum Experience:5 YearsMinimum Field of Experience:Expert knowledge and fluency of governmental regulations (e.g. FAR, A-21, A-110, A-133, CAS). Knowledge and ability to understand, interpret, and communicate University policies and procedures. Excellent oral, written, and communication skills. Excellent analytical skills; demonstrated proficiency in Excel and web-based tools. Strong accounting skills; knowledge of accounting principles. Expert in project management, including managing international collaborations and complex multi-sub award contracts. Knowledge of personnel management, including proposing effort for and training and hiring of students, post-doctorals, academic appointments, regular staff, bargaining unit staff, and consultants, along with the circumstances appropriate for each type of position.Preferred Qualifications
:Knowledge and experience in WorkDay and SAP Concur.Knowledge of USC purchasing and travel/expense guidelines.Previous University experience in a research setting.Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.Outstanding customer support, poise, tact and diplomacyMeticulously detail-oriented and highly organizedCapable of working independently and a commitment to being part of a teamFlexible and adaptable in a continuously evolving operational environmentLeadership and training experienceEager to continue growing, learning and developing professionallyCertified Research Administrator (CRA) certificationRequired Applicant Documents:A resume/CV is required. Please feel free to upload your application materials in a single document.USC and the Viterbi School:The University of Southern California (USC), founded in 1880, is in the heart of downtown L.A. and is the largest private employer in the City of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the “Trojan Family,” which is comprised of the faculty, students, and staff that make the university what it is.Founded in 1905, the USC Viterbi School of Engineering is named for Andrew Viterbi who developed an algorithm to connect the world’s citizens. Similarly, the school, located in Los Angeles, a global center for arts, technology and international business in the heart of the Pacific Rim, is a hub for entrepreneurship that connects students from 64 countries.USC Viterbi is a pioneer in restoring sight to the blind; restoring memory to sufferers of Alzheimer’s; and socially assistive robots to aid seniors with stroke or children with autism. It is the home of the first operational quantum computing center in academia. Our alumni include Neil Armstrong, first human on the moon; A.C. Mike Markkula, co-founder of Apple; and Wanda Austin, former CEO of the Aerospace Corporation.The USC Viterbi School is consistently ranked among the top graduate programs (U.S. News and World Report). Under the leadership of Dean Yannis C. Yortsos, the school helped re-imagine the 21st century engineer, pioneering the Grand Challenge Scholars Program in schools across the globe. Our mission is to serve California, the nation and the world. At USC Viterbi, we call this the enabling power of Engineering+..