OCGA Administrative Coordinator

Description

The Contract & Grant Specialist is an entry level position into the sponsored project activity profession providing support to higher level staff and handling various administrative tasks related to contracts and grants for research, public service and training projects supported by government (federal, state, county and municipal) and non-profit entities (foundations, educational institutions, research organizations). While delivering excellent customer service, primary responsibilities include but are not limited to: 1) provide general assistance and communication of basic policies and procedures in a helpful and professional manner to campus investigators and department support staff to address questions regarding contracts and grants; 2) initiate the review of Request for Proposals (RFP), Requests for Applications (RFA), etc. to support the proposal development, award request and related business processes of OCGA and the University; 3) process transactions and update records within the UCLA electronic grants management systems accurately, completely, and in a timely manner; 4) handle and process incoming and outgoing correspondence, especially time sensitive materials; and/or 5) conduct a general review of proposal materials for submission by senior staff and/or initiate set up of incoming awards. The Contract & Grant Specialist is expected to professionally represent OCGA demonstrating skill, enthusiasm, positive problem solving, commitment and loyalty to the profession and the organization.

Based on the organizational structure of OCGA there are four main areas of responsibilities. This position will have primary focus of responsibilities in one of the following areas assigned:

Grants. Supports the team responsible for negotiation and management of grant proposals, awards and non-financial post-award activities.

Contracts. Supports the team responsible for negotiation and management of contract proposals, awards and non-financial post-award activities.

Outgoing Subawards. Supports the team responsible for drafting, negotiating and executing third party agreements where UCLA is the prime grantee / awardee. Including non-financial post-award activities.

Proposal & Award Intake Team. Supports the receipt, review, tracking and communications (internal and external) for all proposals and awards.

The Office of Contract and Grant Administration (OCGA) is a part of the Office of Research Administration (ORA) and supports the $1 billion annual research program at UCLA. Under delegated authority from the University of California Office of the President, and the UCLA Chancellor, the Office of Contract and Grant Administration (OCGA) has institutional authority to solicit, accept, and execute research agreements for government and non-profit sponsored project activities. OCGA has primary responsibility for the interpretation of University-wide and campus policy, sponsor guidelines, and applicable federal and state laws and regulations related to sponsored activities.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

16
Records

Qualifications

Required/Preferred

Familiarity with academic research values, priorities, expectations, and University culture/structure. Ability to learn and apply the goals of the Office of Research Administration and its organizational functions, grasp basic and/or fundamental ideas and issues, and discern implications of various actions.

Can be trained

Solid computer skills and proven ability to use a variety of computer applications supporting campus administrative processes, including a strong preference to know the most current version of the Microsoft Suite software.

Required

Ability to work as part of a team, establish and maintain cooperative and collaborative working relationships on a daily basis with all levels of faculty, staff and administrators. Learn from and actively seek others' ideas/perspectives.

Required

Interpersonal skills to maintain positive and effective interactions, demonstrating respect for the views of others, and to be helpful, cooperative and professional with all levels of faculty, staff and non-University entities. Treat others with dignity and foster the value of diversity and inclusion.

Required

Ability to learn, adapt, and adjust to the ever changing compliance policy procedure regulations in order to stay current with professional expectations in the area of research administration.

Required

Solid written and oral skills to sufficiently compose written documents and to clearly communicate concepts and procedures to individuals at various organizational levels.

Required

Strong attention to detail and ability to think critically to review information, budgets, policies, procedures, etc. Identify potential errors and inconsistencies that may require further review and correction and propose to supervisor better ways to perform primary job.

Preferred

Positive approach to problem-solving to proactively prevent the recurrence of the same problem in the future and provide possible solutions to supervisor/management.

Required

Ability to deliver high quality customer service to a diverse group of colleagues both within the organization and to the campus research community, meet service expectations, and deliver accurate and complete suite of services.

Required

Consistently adhere to work schedule and complete assignments in a timely fashion, carrying out responsibilities by planning ahead and managing time well.

Required

Ability to perform detailed work with high degree of accuracy despite multiple fixed deadlines, frequent interruptions, distractions and competing priorities.

Required

Prioritize assignments appropriately based on time sensitivity, the size/scope of the task, potential impact on others who depend on completion of the task, and/or the seniority of the person making the request.

Required

Show initiative by taking ownership of assigned work and complete assignments in a timely fashion. Proactively identify what needs to be done and complete the tasks. Follow assignments through to completion and provide status updates at reasonable intervals to supervisor.

Required

Demonstrate initiative to continuously learn new skills that benefit the position and operational objectives, seek feedback on performance, and seek out new or non-traditional ideas to improve personal, team, and operational effectiveness.

Required

Knowledge of math concepts sufficient to calculate percentages, averages, ratios and other necessary calculations.

Required

Bachelor's degree with 0-2 years' experience.

Preferred

Additional Posting Information

Bargaining Unit:
99-Policy Covered

Application Deadline:
06-30-2023

External Posting Date: