Job Description

Position Information

Position Title Pre-Award Research Administrator Position Type Regular Job Number SA92524 Full or Part Time full-time 40 hours weekly Fair Labor Standard Act Classification Exempt Anticipated Pay Range $88,000 - $95,000 Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

Chapman University’s Office of Research is seeking a Research Administrator to join its growing and highly motivated team of research administration. The tasks and duties associated with the Research Administrator position will vary based on the candidate’s experience, skills, knowledge, and abilities. The ideal candidate provides support throughout the life cycle of awards for a wide range of disciplines at Chapman University.

The Research Administrator works collaboratively with faculty and academic professionals in areas including monitoring of funding opportunities, proposal development, reviewing and negotiating proposals and awards; preparing contractual agreements; and reviewing of proposals for compliance with sponsor and university policies and federal, state and local government regulations. Serves as Authorized Organizational Representative to submit proposals and communicate with sponsors on behalf of the university. Additionally, this position may work with Sponsored Projects Services (SPS) leadership and staff on SPS departmental projects and/or special assignments as needed.

This is an exempt Administrator position. This position is eligible for participation in our health and welfare benefits, supplemental retirement plan, accrued sick time, vacation, and holiday pay. This position is fully in-person and based in Irvine at our Rinker campus.

Responsibilities

• Coordinate the review process for grant and contract proposals. Identify areas of risk and/or concern and provide recommendations for solutions prior to proposal submission. Provide guidance with the interpretation of sponsor guidelines, federal and state laws and university policies and procedures. Ensure adherence to policies and guidelines by the university and respective agencies. Ensure export controls and conflict of interest review have been conducted in accordance with established policies and procedures.
• Serve as Authorized Organizational Representative to submit proposals and communicate with sponsors on behalf of the university. Act as a liaison between faculty and funding agency.
• Act as a liaison between faculty, academic units, compliance committees and administrative university offices to obtain guidance on appropriate subjects, such as budget, human resources, legal, technology transfer, risk, environmental health and safety and animal & human subject compliance, etc.
• Facilitate contract negotiations including new awards, amendments, supplements, renewals, extensions and subcontracts within delegated authority. Secure concurrence of the principal investigator and other University offices prior to accepting awards with non-standard terms and conditions. Advise all concerned parties of their responsibilities in meeting special award requirements.
• Track proposals from notice of intent to apply through submission. Serve as a subject matter expert and resource for investigators and dept/college-level grants professionals. Respond to and follow through with inquiries, needs, and/or issues in a prompt and responsive manner.
• Process new awards and award modifications for timely and accurate hand-off to the SPS Contracts and Grants Administrator (post award accounting and administration). Manage accurate recording of information in relational databases, file systems and records. Ensure data integrity in all Research Administration systems.
• Coordinate campus award acceptance activities and disseminate award information to the campus including strategic communications and marketing.
• Collaborate with IS&T, Director of Pre-Award Administration, and other SPS staff in the implementation or upgrade for an Electronic Research Administration (ERA) system as it pertains to pre-award, financial recording and reporting of research and sponsored programs.
• Research grant and contract opportunities and inform appropriate faculty and academic leadership of announcements, requirements and deadlines.
• Assist Faculty and Administrators in using PIVOT to search for funding. Disseminating relevant funding opportunities to faculty as appropriate.
• Develop presentations and give workshops for faculty and academic administration on searching for funding opportunities, composing grant proposals, creating budgets, using electronic research administration systems, and other related topics.
• Assist in training department administrators and analysts in proposal preparation.
• Participate in policy development and process improvement activities.
• Monitor legislative updates and actions and distribute relevant
• information to appropriate faculty and academic leadership.
• Represent university at professional meetings and conferences.
• Perform special projects and other duties as assigned

Required Qualifications

• .A minimum of three years’ experience in research and sponsored programs administration, with proven experience in pre-award administration, and a Bachelor’s degree in any related field (combination of education and experience may be acceptable).
• Knowledge of best practices in research and sponsored programs administration.
• Knowledge of various extramural sponsors and agencies, including federal, state and local agencies, non-profit organizations and various industries.
• Strong understanding of the Code of Federal Regulations (CFR), including Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; Federal Acquisition Regulations (FAR) and the Federal Demonstration Partnership General and Agency Specific Terms and Conditions.
• Excellent computer skills in the use of word processing, spreadsheet, presentation applications, preferably Microsoft Office Suite software and Adobe Professional.
• Technical skills to learn and use enterprise systems and other job-related software.
• Experience working in a team-oriented and diverse environment with ability to take initiative and work independently.
• Proven ability to meet deadlines and produce high quality products
• Excellent oral and written communication skills.

Desired Qualifications

• Experience in an academic research administration environment.
• Thorough knowledge of pre- and post-award grants administration.
• Understanding of federal, state, and local policies governing sponsored research.
• Knowledge of accounting and budgeting and experience working with PeopleSoft Financials and PeopleSoft Grants.
• Strong interpersonal skills and the ability to support and work with a diverse group of faculty and staff.
• Ability to implement and interpret policies and procedures and communicate sensitive information verbally and in writing to a diverse population.
• Ability to demonstrate tact and diplomacy and maintain high level of confidentiality.

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References 1 Maximum Number of References 3