Manager, Office of Research Data Management

Location
Los Angeles, California
Posted
Mar 29, 2017
Ref
25564
Institution Type
Four-Year Institution

The Manager for the Office of Research Data Management (ORDM) is responsible for all operational aspects of the unit, including but not limited to: 1) effective workflow coordination with the Office of Contact & Grant Administration (OCGA), Intellectual Property & Industrial Sponsored Research (OIP-ISR), and the Clinical Trials Administration Office (CTAO) to ensure complete and accurate data entry into the Proposal and Award Tracking System (PATS) for sponsored awards; 2) supervise seven staff including selection, training, and performance management; 3) create and/or maintain standard operating procedures and training materials to ensure consistent, efficient, and accurate data entry practices across the unit; 4) monitor workload distribution and re-balance assignments among staff as needed to maintain established turnaround times and equitable transaction volumes; and 5) analyze or supervise analysis of Quality Assurance reports to proactively identify changes to data entry processes to prevent future errors and assign data clean up efforts to ORDM staff as needed. The ORDM Manager acts proactively, taking the lead role in resolving high-level or complex problems that may involve UC Office of the President, UCLA central campus units, department research administrators, and/or Directors in other Office of Research Administration (ORA) units served by ORDM.

The Office of Research Data Management (ORDM) is part of the Office of Research Administration (ORA) which supports the UCLA research program by providing leadership, professional guidance and administrative services to faculty, department administrators, and students. ORDM maintains the official institutional record of proposal and award information related to the campus research enterprise, representing the $1 billion in annual research awards. The unit processes over 5,000 unique awards and over 5,000 unique proposals annually. ORDM provides services to and works closely with the OCGA, EFM, CTAO, and the ISR Office. Shared stewardship for data enables ORDM to collect and manage essential financial, compliance and administrative information throughout the life cycle of a contract or grant, and to ensure the highest level of data integrity. ORDM is also responsible for setting up research fund accounts in the campus financial system in order to make contract and grant funding available to Principal Investigators.

The complete listing of qualifications is available on UCLA's official job posting.

Required:

  • Advanced working knowledge of policies and procedures governing the administration of sponsored awards in the context of a large institution of higher education with a medical center.
  • Demonstrated working knowledge and experience with a variety of federal, state, and private funding agencies to confirm sponsor policies related to characteristics of a proposal/award, sponsor type, and financial reporting requirements.
  • Demonstrated leadership skills to effectively manage a highly productive team that meets the overall goals of the unit regarding accurate, complete, and consistent data entry. Ability to support staff through periods of change in personnel, business processes, procedures, policy, etc. and actively seek opportunities for positive outcomes.
  • Supervisory skills sufficient to address all aspects of directly managing subordinates including recruitment, hiring, coaching, counseling, and disciplinary action up to and including dismissal as needed.
  • Skill to implement a professional approach to maintain focus on the task and sustain productivity despite fixed deadlines, frequent interruptions, distractions and competing priorities.
  • Demonstrated experience implementing a solid customer-service approach across a department by understanding the needs of the unit(s) being served and integrating practical benchmarks within daily operations to meet or exceed customer expectations.
  • Proven skill to build and maintain positive working relationships with the campus research community, other central units, and funding agency staff.
  • Demonstrated ability to work independently using sound judgment based on analysis of the facts to come to a reasonable decision. Also work effectively in a group by actively participating to share experience, knowledge, and suggestions while also being open to different perspectives presented by other group members.
  • Skill to prioritize assignments appropriately based on analysis of time sensitivity, the size of the task, potential impact on others who depend on completion of the task, and/or the level of the person making the request.
  • Advanced skill to use large databases or systems to analyze data to identify patterns, trends, and inconsistencies to correct errors and to determine the potential cause within existing procedures or business processes to proactively prevent them from reoccurring.
  • Advance knowledge of database applications, including an understanding of how various data points relate to one another that may characterize one type of record as different from another, database principles, and familiarity with database management and usage.
  • Political acumen to understand the business owners of the data have decision-making authority and ultimate responsibility for the data, despite the fact that data entry responsibility is external to the business owners unit.
  • Problem-solving skills sufficient to effectively identify the source of the problem, consult with key stakeholders regarding problem resolution, formulate proposed solution(s), and implement the most effective resolution with attention to policy, procedure, timeliness, and best practice.
  • Interpersonal skills to effectively deal with all levels of departmental administrative, technical and professional staff as well as with a variety of cultural backgrounds.
  • Ability to establish and maintain cooperative working relationships with co-workers, departmental personnel, and other employees to be approachable, available, and an effective resource across all primary job duties.
  • Solid writing skills to create a variety of clear, concise, and easy to read training materials, desk reference tools, and user guides for a diverse audience of novice to experienced users as appropriate.
  • Excellent oral communication skills to clearly explain complex relationships of data elements and how they may characterize a specific type of record, define technical terms in layperson terms, and communicate business process in a step by step fashion.
  • Working knowledge of federal cost principles contained in OMB Circulars A-21, A-133 and A-110, major federal funding agencies, and contracting terminology.

Preferred:

  • Strong computer skills, including use of the most current version of the Microsoft Office suite required. Proven ability to use a variety of campus administrative applications such as RNET Query Database (QDB), Financial System, etc. strongly preferred.
  • Knowledge of UCLA specific policies/procedures.

Benefits

UCLA offers a comprehensive benefits package, including an average of three weeks' vacation per year; an average of 12 days per year sick leave; 12 paid holidays per year; health, dental and optical benefits; life insurance; disability insurance; the University of California Retirement Plan with 5 year vesting and various voluntary UC Savings Plans. There are also special programs and privileges available, such as accessibility to cultural and recreational programs, athletic events, and the University Credit Union.

The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 categories covered by the UC nondiscrimination policy - http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct