Pre-Award Research Administrator
UC Santa Barbara, Santa Barbara, CA, United States
Overview
Position Numbers: 40072251 and 40076557
Payroll Title: RSCH ADM 2 CX (004486)
Job Code: 004486
Job Open Date: 4/24/26
Application Review Begins: 5/11/26
Department Code (Name): EXOF (EXOF Office of the Executive Vice Chancellor and Provost)
Percentage of Time: 100
Union Code (Name): CX - Clerical/Admin
Employee Class (Appointment Type): Staff: Career
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: STEPS
Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $36.43 to $37.91/hr. The full salary range for this position is $35.73 to $53.08/hr.
Work Location : Education Building – 4119 and SAASB 1207
Working Days and Hours : M-F, 8:00am-5:00pm
Benefits Eligibility : Full Benefits
Type of Remote or Hybrid Work Arrangement : Hybrid schedule considered after completion of onboarding period.
Special Instructions : For full consideration, must include a resume and a cover letter as part of your application.
About the Office
The Office of the Executive Vice Chancellor and Provost has oversight for academic planning and programming, the development and implementation of academic policy, and the academic personnel process. The office has responsibility for all academic units, on and off-campus instructional activities, and instructional support programs. It maintains formal liaison with the Office of the President.
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
Pre-Award Research Administrators (PRA) within Academic Affairs Research Services (AARS) in the Office of the Executive Vice Chancellor and Provost provide comprehensive proposal development and submission support for an assigned portfolio of medium to high-volume, complex sponsored projects. Reporting functionally to the Manager of Academic Affairs Research Services, this role supports UCSB's research mission through expert guidance on proposal preparation, regulatory compliance, and effective coordination with faculty and central offices. Key responsibilities include interpreting sponsor guidelines, developing proposal timelines, preparing and reviewing administrative components, coordinating budget development, and managing proposal routing and submission. The PRA ensures compliance with sponsor, federal, state, and university policies and facilitates timely and complete proposal submissions. The PRA also supports non-financial post-award activities such as NCE requests, prior approval requests, award setup coordination, and subaward initiation. The PRA serves as a key resource for faculty submitting grants and collaborates regularly with campus partners such as the Sponsored Projects Office (SPO).
Required Qualifications
Bachelor's Degree required in a related area and / or equivalent experience / training.
Demonstrated ability to maintain independent judgment; strong organization; communication skills; and a customer service focus.
Proven proficiency of professional writing skills.
Demonstrated capacity to manage a high volume of transactions.
Experience in Microsoft Office applications (Word, Excel), Google Workspace (Docs, Sheets), and Zoom.
1+ years of administrative experience.
Preferred Qualifications
1+ years of pre-award contracts and grants experience, including proposal submission.
1+ years of experience with UC Contracts & Grants policies and procedures.
Demonstrated competence in the use of spreadsheet and database software in financial analysis.
Proficiency in campus financial systems (Orbit, FinHub, EPM, PGM).
Proven knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
Evidence of the ability to perform moderately complex financial analysis and customized reporting.
Special Conditions Of Employment
Satisfactory criminal history background check
Misconduct Disclosure Requirement
As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer. “Misconduct” means any violation of the policies governing employee conduct at the applicant’s previous place of employment. See UC policies addressing misconduct (Sexual Violence and Harassment Policy; Anti-Discrimination Policy; Abusive Conduct in the Workplace).
Job Functions And Percentages Of Time
Pre-Award Research Administration (90%) : The Pre-Award Research Administrator supports faculty in pre-award activities including document preparation, compliance reviews, and budget creation and review. Coordinates and develops proposals, contracts, and other research-related agreements for sponsors, reviewing proposals for compliance. Serves as a liaison with SPO and sponsors, ensuring communication and timely submission. Manages complex proposal submissions, coordinates with SPO, and assists PIs with biosketches and budget justifications. Coordinates subawards and cost sharing, and ensures institutional commitments are documented. Coordinates proposal routing and internal approvals, responds to SPO review comments, and facilitates revisions. Verifies regulatory requirements are current at submission. Upon award, coordinates with PIs, RFAs, and SPO on award acceptance and revised spending plans. Initiates subaward setup and prepares prior approval requests. Develops revised budgets and justifications and follows up with sponsors until resolution.
Post-Award Research Financial Management (10%) : Provides support to AARS Research Finance Analysts in post-award financial management of sponsored portfolios, including GL reconciliation, transaction review, budget monitoring, cost transfers, and subaward administration. Maintains financial records, monitors expenditures, and prepares reports. Coordinates with SPO and campus partners to ensure operational continuity and proper financial stewardship.
Vaccination Policy
As a condition of employment, compliance with the University of California Vaccinations Policy is required. More information at the UC Policy on Vaccinations. Covered Individuals are defined in the policy.
Equal Employment Opportunity
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
Reasonable Accommodations
The University of California is committed to accessibility. For accommodation requests, contact Katherine Abad in Human Resources at 805-893-4664 or katherine.abad@hr.ucsb.edu.
Privacy And Application Status
Privacy notification statements and disclosures; Application Status can be checked via the Candidate Gateway.
#J-18808-Ljbffr
Position Numbers: 40072251 and 40076557
Payroll Title: RSCH ADM 2 CX (004486)
Job Code: 004486
Job Open Date: 4/24/26
Application Review Begins: 5/11/26
Department Code (Name): EXOF (EXOF Office of the Executive Vice Chancellor and Provost)
Percentage of Time: 100
Union Code (Name): CX - Clerical/Admin
Employee Class (Appointment Type): Staff: Career
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: STEPS
Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $36.43 to $37.91/hr. The full salary range for this position is $35.73 to $53.08/hr.
Work Location : Education Building – 4119 and SAASB 1207
Working Days and Hours : M-F, 8:00am-5:00pm
Benefits Eligibility : Full Benefits
Type of Remote or Hybrid Work Arrangement : Hybrid schedule considered after completion of onboarding period.
Special Instructions : For full consideration, must include a resume and a cover letter as part of your application.
About the Office
The Office of the Executive Vice Chancellor and Provost has oversight for academic planning and programming, the development and implementation of academic policy, and the academic personnel process. The office has responsibility for all academic units, on and off-campus instructional activities, and instructional support programs. It maintains formal liaison with the Office of the President.
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
Pre-Award Research Administrators (PRA) within Academic Affairs Research Services (AARS) in the Office of the Executive Vice Chancellor and Provost provide comprehensive proposal development and submission support for an assigned portfolio of medium to high-volume, complex sponsored projects. Reporting functionally to the Manager of Academic Affairs Research Services, this role supports UCSB's research mission through expert guidance on proposal preparation, regulatory compliance, and effective coordination with faculty and central offices. Key responsibilities include interpreting sponsor guidelines, developing proposal timelines, preparing and reviewing administrative components, coordinating budget development, and managing proposal routing and submission. The PRA ensures compliance with sponsor, federal, state, and university policies and facilitates timely and complete proposal submissions. The PRA also supports non-financial post-award activities such as NCE requests, prior approval requests, award setup coordination, and subaward initiation. The PRA serves as a key resource for faculty submitting grants and collaborates regularly with campus partners such as the Sponsored Projects Office (SPO).
Required Qualifications
Bachelor's Degree required in a related area and / or equivalent experience / training.
Demonstrated ability to maintain independent judgment; strong organization; communication skills; and a customer service focus.
Proven proficiency of professional writing skills.
Demonstrated capacity to manage a high volume of transactions.
Experience in Microsoft Office applications (Word, Excel), Google Workspace (Docs, Sheets), and Zoom.
1+ years of administrative experience.
Preferred Qualifications
1+ years of pre-award contracts and grants experience, including proposal submission.
1+ years of experience with UC Contracts & Grants policies and procedures.
Demonstrated competence in the use of spreadsheet and database software in financial analysis.
Proficiency in campus financial systems (Orbit, FinHub, EPM, PGM).
Proven knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
Evidence of the ability to perform moderately complex financial analysis and customized reporting.
Special Conditions Of Employment
Satisfactory criminal history background check
Misconduct Disclosure Requirement
As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer. “Misconduct” means any violation of the policies governing employee conduct at the applicant’s previous place of employment. See UC policies addressing misconduct (Sexual Violence and Harassment Policy; Anti-Discrimination Policy; Abusive Conduct in the Workplace).
Job Functions And Percentages Of Time
Pre-Award Research Administration (90%) : The Pre-Award Research Administrator supports faculty in pre-award activities including document preparation, compliance reviews, and budget creation and review. Coordinates and develops proposals, contracts, and other research-related agreements for sponsors, reviewing proposals for compliance. Serves as a liaison with SPO and sponsors, ensuring communication and timely submission. Manages complex proposal submissions, coordinates with SPO, and assists PIs with biosketches and budget justifications. Coordinates subawards and cost sharing, and ensures institutional commitments are documented. Coordinates proposal routing and internal approvals, responds to SPO review comments, and facilitates revisions. Verifies regulatory requirements are current at submission. Upon award, coordinates with PIs, RFAs, and SPO on award acceptance and revised spending plans. Initiates subaward setup and prepares prior approval requests. Develops revised budgets and justifications and follows up with sponsors until resolution.
Post-Award Research Financial Management (10%) : Provides support to AARS Research Finance Analysts in post-award financial management of sponsored portfolios, including GL reconciliation, transaction review, budget monitoring, cost transfers, and subaward administration. Maintains financial records, monitors expenditures, and prepares reports. Coordinates with SPO and campus partners to ensure operational continuity and proper financial stewardship.
Vaccination Policy
As a condition of employment, compliance with the University of California Vaccinations Policy is required. More information at the UC Policy on Vaccinations. Covered Individuals are defined in the policy.
Equal Employment Opportunity
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
Reasonable Accommodations
The University of California is committed to accessibility. For accommodation requests, contact Katherine Abad in Human Resources at 805-893-4664 or katherine.abad@hr.ucsb.edu.
Privacy And Application Status
Privacy notification statements and disclosures; Application Status can be checked via the Candidate Gateway.
#J-18808-Ljbffr