Research Program Coordinator (7377U)
University of California
- Berkeley, CA
- $77,600-95,000 per year
- Permanent
- Full-time
- Formulate annual operating budgets including spending projections; anticipate and resolve operational, fiscal, or other discrepancies; ensure funds are not in overdraft
- Audit and analyze financial reports and forecast expenses from both UCB and LBNL
- Oversee the post-award administration of grants, contracts, and agreements in partnership with the assigned Research Administrator (RA)
- Ensure the terms and conditions of all awards are met and manage funds in compliance with university, LBNL, DOE, federal, and state policies and regulations, in partnership with Sponsored Project Office (SPO), UCB and LBNL service units
- Analyze expenses, develop cost projections, and provide financial tracking to fulfill reporting requirements to agencies, including reviewing purchase orders and ledger postings
- Develop, implement, and maintain internal group operating policies and procedures for operation of research, and to comply with federal, state, private grant agency rules and regulations.
- Allocate resource levels according to project funding. Review all grant assignments of resources and equipment.
- Facilitate the pre-proposal preparation process compliance with UCB, LBNL, and agency announcements, policies, restrictions, and deliverables by interpreting and analyzing agency proposal format, content, budgetary components, and funding guidelines
- Prepare for final submission (i.e. editorial review of documents)
- Coordinate submission with proposal coordinator and SPO
- Liaison between PI, SPO, and LBL pre-award units to oversee the establishment, negotiation and administration of grants, contracts and subcontracts and the implementation of consultant agreements in coordination with the Financial Services Office
- Resolve any problems or discrepancies that may include providing technical reports, research summaries, annual and final reports, additional financial reports, and invoice back-up.
- Maintain schedule of agency submission and reporting deadlines
- Provide assistance to pre-doctoral and post-doctoral researchers with fellowship applications; review applications for accuracy
- Oversee the human resource activities (hiring, termination, change of status, etc.) of the research group personnel with the PI, the shared service units, respective academic and staff payroll offices, UCB, and LBNL administrators
- Ensure proper documentation is obtained for foreign visitors/researchers on visa and work permit applications
- Establish, implement, and maintain the group's application, interview, and termination process for orienting and hiring of postdoctoral scientists and visiting scientists, graduate student researchers, and undergraduate students, ensuring compliance with the policies and procedures of UCB, LBNL, and federal regulations
- Work with the shared services units, and central procurement and receiving units at UCB and LBNL to coordinate the research group's ordering and delivery of all supplies, equipment and services, selecting local, campus or outside vendors
- Define procedures for purchasing, ordering and delivery of all supplies, equipment, and services
- Arrange purchases of highly specialized, often custom-made equipment, and manage repair and maintenance of existing equipment by outside vendors
- Obtain price and availability quotes from outside vendors for supplies and equipment
- Manage equipment maintenance agreements and warranty repairs
- Work with research group to ensure materials are on hand for experiments
- Identify laboratory's facilities problems, report problems, follow-up aggressively to ensure problems receive timely attention and are resolved to the P.I.'s satisfaction
- Manage the business affairs of the office; develop operational procedures to ensure efficiency in the administrative office and laboratories
- Serve as primary office contact to a broad range of organizations and liaison to UCB and LBNL
- Keep PI apprised of significant issues, events, requests, problems, and deadlines
- Design, manage and keep updated databases, logs, and spreadsheets that facilitate efficient retrieval of a variety of information including laboratory alumni, personnel, publications, etc.
- Manage data and keep data updated on institution-wide databases such as UCB's academic personnel database
- Edit and maintain PI's publication list for grant reporting requirements
- Set up laboratory personnel travel arrangements, reimbursements for travel and entertainment, composing correspondence, processing personnel activities
- Relevant administrative knowledge and extensive experience including demonstrated ability to independently manage an administrative office with a broad spectrum of support services.
- Ability to liaison with and integrate and/or quickly learn UCB and LBNL rules, regulations, and procedures for budget, fund, personnel, grant, and facility management.
- Extensive administrative experience managing an office for a senior scientist in a research and academic environment with minimal supervision.
- Experience in budgeting, cost, and financial analysis.
- Experience in overall coordination and budget preparation for scientific and technical proposals for large, complex projects with subcontracting and collaborating institutions.
- Demonstrated ability to interact effectively with scientific, management, technical, and other staff from academic, public, and private sector environments.
- Possesses tact and diplomacy in all interactions.
- Knowledge of current laboratory and office computer software and computer hardware with advanced skills in computer applications, including MS Office.
- Ability to work independently, take initiative, and manage multiple high priorities.
- Demonstrated problem-solving skills and ability to analyze data/problems and provide solutions.
- Excellent organizational, group communication, verbal, and writing skills.
- Bachelor's degree in related area and/or equivalent experience/training.
- To apply, please submit your resume and cover letter.
- This is not a visa opportunity.