#100123 Material Transfer/Proposal Admin Specialist

Posting will remain open until position is filled.

UCSD Layoff from Career Appointment: Apply by 06/26/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 07/05/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Position will be filled either as a Research Administrator 2 or a Research Administrator 1, based on the experience and skills of the candidate selected.


Under the general supervision of Principal Contract and Grant Manager, the Material Transfer/Proposal Administrative Specialist is responsible for program administration for a variety of functions pertinent to contract and grant administration, specifically for material transfer agreements, and overall MTA process management, customer service and administration, execution of Level 1 (basic to moderate) MTA contracts, and sponsored research proposals and awards.

This position is responsible for the program administration of the material transfer process, including knowledge of the overall process and systems that support MTAs for both incoming and outgoing research materials, as well as sponsored research proposals and awards. The Specialist performs detailed analysis to independently distinguish and evaluate material transfer agreement documents for classification of level of complexity, assignment of appropriate officer, or assumption of review, and entry into the applicable database or systems (eMTA system and OCGA Shared Drive) from a variety of sponsors. The Specialist is responsible for the initial accuracy, thoroughness, and integrity of such information and data analysis.

The Specialist receives, assign, reviews, analyzes, prepares and processes material transfer agreements documents for authorized official execution/acceptance through the eMTA application. Initiates, monitors, and follows through with key records management tasks involving critical incoming documents, classification of level, distribution of material transfer agreements, prompt and accurate set-up of electronic records, official close-out of MTA documents and responding to sponsoring agency requests, etc. Manages the MTA help desk by independently interfacing with the University community (Principal Investigators, other researchers, departmental professional and support staff, other central administrative offices, etc.) and sponsoring agency personnel, both in person and heavily via the telephone and email.

The Specialist creates and compiles special reports, other special projects, and other duties as assigned by the OCGA Director, Associate Directors, and/or direct Supervisor. Provide administrative support to direct Supervisor and associated team including assisting with the development of SOPs, training guides, and scheduling/coordinating meetings. Receives assignments on project basis and fully analyzes problems, gathers data and information, and recommends solutions. Under general supervision, the Specialist reviews and manages grant or contract proposals and material transfer requests, obtains/verifies necessary compliance approvals, and communicates needed changes with PIs and/or department administrators.

Under direct supervision, review and submit research proposals, process awards and/or transactions related to contract and grant management in compliance with institutional and research sponsor policies. Works on proposals of moderate scope such as single investigator NSF proposals where analysis of financial information or reports requires review of a variety of factors (e.g. budgets, salaries, expenses, etc.) May be eligible for delegated signature authority. Completes and approves transactions for signature by manager or other authorized institutional official.


Required qualifications for Research Administrator 2

  • Research Proposals and Agreements: Familiar with the transfer of research materials that supports sponsored research including the ability to understand fundamental contract principles.

  • Demonstrated familiar with the Federal grant proposal and award process.

  • Knowledge of compliance regulations in all areas of research administration and familiarity with applicable Federal, State, local, sponsor, and institutional regulations, policies, and guidelines.

  • Demonstrated experience working at a research institution, in an administrative function that supports sponsored research.

Required qualifications for Research Administrator 1

  • Proven ability to learn and develop understanding of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines

  • Ability to learn and develop understanding of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.

  • Demonstrated experience working in a setting assuming administrative functions that support business goals, such as research administration.

  • Ability to become familiar with the transfer of research materials that supports sponsored research.

  • Ability to learn, through training and observation, enterprise wide automated database, and the systems and processes that support the program.

Required qualifications for both Research Administrator 1 and 2.

  • Experience ability to function in a high level administrative capacity. Proficiency in creating and following administrative procedures. Ability to establish priorities and meet deadlines under pressure while working in an environment with frequent interruptions.

  • Excellent communication and customer service. Strong verbal and written communication skills with a customer service focus.

  • Experience establishing and maintaining accurate and organized records and files. Excellent organizational and time management skills.

  • Strong proficiency in the Microsoft suite of productivity applications such as Word, Excel, PowerPoint, Outlook and Visio. Ability and creativity to develop reports based on database elements/content.

  • Demonstrated knowledge and experience managing enterprise-wide business process applications and databases. Proven working knowledge of computer applications and systems.

  • Ability to independently understand, analyze, and interpret complex information, situations, and problems to define issues accurately and formulate logical conclusions from a broad range of situations, data, and observations.

  • Maintains a professional attitude during interactions with a wide variety of personalities in demanding situations, and skill to communicate clearly, effectively, tactfully, flexibly and patiently in-person, on phone, and written to diverse multicultural population, including business community, academicians, staff, and students.

  • A background check is required.

  • U.S. person status is required for this position in order to comply with the Arms Export Control and Export Administration Act. U.S. persons are U.S. citizens, legal permanent residents as defined by 8 U.S.C. 1101(a)(20) or protected individuals as defined by 8 U.S.C. 1324b(a)(3).

Similar jobs

Similar jobs