Pre-Award Research Administrator
University of California - Santa Barbara, Santa Barbara, CA, United States
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, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct: UC Sexual Violence and Sexual Harassment Policy, UC Anti-Discrimination Policy, Abusive Conduct in the Workplace.
Pre-Award Research Administration (90%)
The Pre-Award Research Administrator (PRA) supports faculty in pre-award activities related to proposal planning. Including document preparation, compliance reviews, and budget creation and review. Coordinates and develops proposals, contracts, and other research-related agreements for federal, state, local, and private sponsors, reviewing proposals for institutional compliance, accuracy, and completeness. Provides guidance to Principal Investigators (PIs) and departmental staff on proposal development, compliance, and institutional processes. Serves as a liaison with SPO and sponsors, ensuring clear communication, issue resolution, and successful proposal submission. Independently manages complex proposal submissions by interpreting sponsor guidelines, developing timelines, coordinating required components, and ensuring timely and compliant submission. Advises PIs on proposal requirements, funding opportunities, and sponsor expectations. Reviews funding opportunity announcements to identify key requirements, deadlines, and compliance elements. Develops and communicates submission plans, including roles and responsibilities, and coordinates with SPO to ensure alignment with institutional policies. Prepares and completes administrative proposal components, including institutional forms and sponsor-required documentation. Assists PIs with biosketches and Current and Pending/Other Support documentation and effort calculations, ensuring accuracy, compliance, and appropriate certifications. Collaborates with PIs to develop proposal budgets and justifications, ensuring costs are allowable and compliant. Coordinates subawards by requesting, reviewing, and validating subrecipient documentation and budgets, ensuring proper integration into the overall proposal. Facilitates cost sharing by determining sponsor requirements, developing budgets with PIs, and preparing and routing required documentation. Coordinates institutional contributions and ensures commitments are properly documented and recorded. Coordinates proposal routing and internal approvals, responds to SPO review comments, and facilitates revisions. If applicable, submits final proposals upon institutional endorsement and ensures completion of all required documentation and records. Verifies that regulatory requirements (e.g., HSC, IACUC, stem cell, COI) are current at submission. Upon award notification, reviews terms and conditions, including budget and reporting requirements. Coordinates with PIs, Research Financial Analysts (RFAs), and SPO on award acceptance, documentation, and revised spending plans as needed. Initiates subaward setup and advance spending requests. Prepares prior approval requests (e.g., carryforward, re-budgeting, personnel changes, no-cost extensions) in collaboration with PIs and RFAs. Develops revised budgets and justifications, coordinates submission through SPO, and follows up with sponsors until resolution.
Post-Award Research Financial Management (10%)
Provides support to AARS Research Finance Analysts (RFAs) in the post-award financial management of sponsored research portfolios, assisting with the administration of complex awards to ensure compliance with sponsor, federal, and university policies. Supports key financial activities including general ledger reconciliation, transaction review, budget monitoring, cost transfers, and subaward administration. Assists in maintaining accurate financial records, monitoring expenditures for allowability and alignment with approved budgets, and preparing financial reports for PIs. Supports the review and processing of financial transactions across campus systems and helps identify and resolve discrepancies. Provides support in subaward monitoring, including invoice review and coordination of approvals, and assists with award closeout activities by ensuring expenditures are reconciled and documentation is complete. Collaborates with RFAs and campus partners such as the SPO, Extramural Funds Accounting (EMF), Payroll, Procurement, and Accounts Payable to ensure continuity of operations and effective financial stewardship.
UC Vaccination Programs Policy
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs. 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. For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
Equal Employment Opportunity
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment 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 endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805‑893‑4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
Privacy Notification Statement
Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures.
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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, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct: UC Sexual Violence and Sexual Harassment Policy, UC Anti-Discrimination Policy, Abusive Conduct in the Workplace.
Pre-Award Research Administration (90%)
The Pre-Award Research Administrator (PRA) supports faculty in pre-award activities related to proposal planning. Including document preparation, compliance reviews, and budget creation and review. Coordinates and develops proposals, contracts, and other research-related agreements for federal, state, local, and private sponsors, reviewing proposals for institutional compliance, accuracy, and completeness. Provides guidance to Principal Investigators (PIs) and departmental staff on proposal development, compliance, and institutional processes. Serves as a liaison with SPO and sponsors, ensuring clear communication, issue resolution, and successful proposal submission. Independently manages complex proposal submissions by interpreting sponsor guidelines, developing timelines, coordinating required components, and ensuring timely and compliant submission. Advises PIs on proposal requirements, funding opportunities, and sponsor expectations. Reviews funding opportunity announcements to identify key requirements, deadlines, and compliance elements. Develops and communicates submission plans, including roles and responsibilities, and coordinates with SPO to ensure alignment with institutional policies. Prepares and completes administrative proposal components, including institutional forms and sponsor-required documentation. Assists PIs with biosketches and Current and Pending/Other Support documentation and effort calculations, ensuring accuracy, compliance, and appropriate certifications. Collaborates with PIs to develop proposal budgets and justifications, ensuring costs are allowable and compliant. Coordinates subawards by requesting, reviewing, and validating subrecipient documentation and budgets, ensuring proper integration into the overall proposal. Facilitates cost sharing by determining sponsor requirements, developing budgets with PIs, and preparing and routing required documentation. Coordinates institutional contributions and ensures commitments are properly documented and recorded. Coordinates proposal routing and internal approvals, responds to SPO review comments, and facilitates revisions. If applicable, submits final proposals upon institutional endorsement and ensures completion of all required documentation and records. Verifies that regulatory requirements (e.g., HSC, IACUC, stem cell, COI) are current at submission. Upon award notification, reviews terms and conditions, including budget and reporting requirements. Coordinates with PIs, Research Financial Analysts (RFAs), and SPO on award acceptance, documentation, and revised spending plans as needed. Initiates subaward setup and advance spending requests. Prepares prior approval requests (e.g., carryforward, re-budgeting, personnel changes, no-cost extensions) in collaboration with PIs and RFAs. Develops revised budgets and justifications, coordinates submission through SPO, and follows up with sponsors until resolution.
Post-Award Research Financial Management (10%)
Provides support to AARS Research Finance Analysts (RFAs) in the post-award financial management of sponsored research portfolios, assisting with the administration of complex awards to ensure compliance with sponsor, federal, and university policies. Supports key financial activities including general ledger reconciliation, transaction review, budget monitoring, cost transfers, and subaward administration. Assists in maintaining accurate financial records, monitoring expenditures for allowability and alignment with approved budgets, and preparing financial reports for PIs. Supports the review and processing of financial transactions across campus systems and helps identify and resolve discrepancies. Provides support in subaward monitoring, including invoice review and coordination of approvals, and assists with award closeout activities by ensuring expenditures are reconciled and documentation is complete. Collaborates with RFAs and campus partners such as the SPO, Extramural Funds Accounting (EMF), Payroll, Procurement, and Accounts Payable to ensure continuity of operations and effective financial stewardship.
UC Vaccination Programs Policy
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs. 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. For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
Equal Employment Opportunity
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment 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 endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805‑893‑4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
Privacy Notification Statement
Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures.
#J-18808-Ljbffr