Postdoctoral Program Analyst / Senior Grant Writer

Irvine, Orange County
Feb 28, 2014
Position Type
Department: Graduate Division
Req No.: 2014-0200
Location: UCI Campus - Irvine

Job Summary

Under the direction of the Assistant Dean, the position is independently responsible for the management and administration of the Graduate Division components of the UCI and UC-wide Postdoctoral Scholars Program. Major responsibilities include: Representing UCI on UC-wide and UCI campus committees on Postdoctoral affairs; developing, planning and implementing new Postdoctoral Policies as needed at UCI; ensuring policy and collective bargaining agreement compliance. Research and publicize funding opportunities for postdocs and provide assistance in applying for such funding. Research best practices for postdoctoral scholar services; develop and implement career development workshops and other initiatives designed to acclimate postdocs to UCI, manage work/life balance and explore other employment opportunities. Graduate Division Writer secures funding to support Graduate Division initiatives in the areas of recruitment, retention, mentoring, degree completion, diversity, outcomes development, and assessment.


Salary: Annual $64,771 - $73,341

Work Schedule: 8-5, M-F

Career Position.

Final candidate subject to background check.

As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.

Please attach your resume.




View Job Description for the position requirements. 

Job Description
Job Essential Function 1
Percent of Time: 50%
Serve as UCI representative to UC-wide Postdoctoral Scholars Committee; direct Graduate Division activities relating to Postdocs.
Participate in formulation and implementation of new UC (and UCI) Postdoctoral Scholars Policies.
Meet regularly with various entities within the University to gather information on procedures, policies, initiatives and collective bargaining agreement issues (i.e., Academic Personnel, Departmental and Graduate Division staff).  Provide updates to Graduate Dean, Assistant Dean, Academic Personnel, Labor Relations, and other campus groups on status of Postdoc Program initiatives as needed.
Serve as sole UCI liaison between UC systemwide workgoup and UCI stakeholders (i.e., Academic Personnel, Grad Division, Academic Units, UCI Postdoc Association, Graduate Council, EVC's Office, CPO group, and Accounting and Fiscal Services). Coordinate and maintain flow of information; obtain feedback for reporting to various offices; promote and solicit acceptance of proposed policies from interested parties.
Provide postdoc data and UCI insurance information to OP's Health and Welfare/Health and Benefits Department to assist in the maintenance of a single, distinct Benefits Plan for all Postdocs UC-wide. Perform cost and benefit analyses as needed to determine financial impact of proposed benefit program changes; oversee, define and implement administrative requirements to ensure compliance. Provide consultative assistance to Payroll, Accounting and Human Resources regarding potential systems modification and formulation of associated  procedures. Participate in implementation and monitoring activities of the any new or modified  UC-wide Postdoctoral Scholars Policies.
Translate policies into procedures applicable at UCI; work closely with Academic Personnel to formulate complex training materials for CPO's, ORU's and academic unit payroll staff on issues related to Postdoctoral Scholar fellows and direct-pays. In partnership with Academic Personnel, conduct training sessions with all Schools.
Individually address challenges presented by Departments and ORU's that arise due to policy changes and policy or contract compliance. Perform comparative salary and benefits analyses for employed v. fellowship-supported Postdocs. Develop systems and mechanisms including  statistical tools for Postdoc population tracking.
Incumbent independently serves as the Graduate Division s consultant and primary campus resource to academic units regarding postdoctoral scholars, with the charge of establishing consistent policies and practices. Responsibilities may also include the formulation and maintenance of an updated Postdoctoral Scholar's Manual incorporating current policies and procedures. Provide annual data as required on all Postdocs to Office of the President; respond to internal and external surveys related to postdocs.
Research, compile and publicize funding opportunities for postdocs. Provide assistance to postdocs in accessing and submitting proposals for such opportunities. Maintain contact lists for staff involved in postdoc issues. Maintain contact list for campus postdocs. Research, establish and maintain effective and innovative communication tools to provide Postdoctoral scholars and the campus community with current information.  
Update and maintain information on Graduate Division website; develop and maintain funding databases or tracking systems as necessary.
Work closely with the Postdoctoral Scholar Association and other UC campus  constituencies to research best practices for providing services, resources and information to UCI postdocs. Attend quarterly Postdoc Orientations and provide information on campus resources and postdoc benefits as needed. Work closely with the Graduate Resource Center Director, Career Center and others to develop and implement career services and other initiatives for postdocs including familiarizing them with the UCI community and surrounding area; workshops on career development, work-life balance, seeking employment, etc.  
Work with PDA and postdocs to establish budgets for Postdoctoral Scholars, to support such initiatives as attending workshops or conference travel, and providing support to the UCI Postdocs Association for attendance at quarterly meetings and/or to host local meetings periodically. Assist postdocs in pursuing funding for Extension courses.
Job Essential Function 2
Percent of Time: 50%
Meet and consult with appropriate campus offices, including Advancement, the Office of Research, and Community and Government Relations.  
Analyze and organize information regarding funding opportunities
Communicate funding information to Graduate Division leadership
Consult with the Dean to prioritize funding opportunities
Acquire detailed knowledge of submission requirements
Research graduate education  best practices  and innovative approaches to inform and refine proposals
Coordinate proposal development with Graduate Division leadership and staff
Circulate draft proposals as appropriate, collect comments, and incorporate revisions
Ensure that proposals meet all agency requirements
Establish and meet internal proposal preparation timelines and deadlines
Coordinate and consult with funding agency officials as well as UCI Sponsored Projects officers
Coordinate proposal submission, as per university and agency guidelines
Assess the effectiveness of Graduate Division external funding efforts after each grant submission
Communicate assessments of effectiveness to the Graduate Division Dean and leadership
Incorporate suggested improvements into on-going and future Graduate Division External Funding efforts
Research PhD.
Experience as a Postdoctoral Scholar at a Research Institution
Demonstrated success in analyzing complex data, problems, situations, practices and procedures to define problems and objectives, identify relevant concerns or factors, formulate logical and objective conclusions, recognize alternatives and their implications and develop creative plans to meet needs.
Demonstrated knowledge and success to interpret, comprehend, and analyze various complex policies and procedures in the areas of Academic Personnel, particularly as they pertain to Postdoctoral Scholars.
Demonstrated success in locating data and organizing material, information and people in a systematic way to optimize efficiency, solve complex problems, make concise recommendations, and support the unit's professional objectives and activities.  
Ability to utilize automated accounting systems including UCI's Payroll/Personnel System, UCI's Financial System and Data Warehouse.  
Demonstrated skill and success in both oral and written communications necessary to communicate complex concepts, policies and procedures to a broad array of constituents in person, through e-mail, formal letters, and via telephone in a concise, accurate and professional manner.  
Demonstrated ability to establish and maintain cooperative working relationships, communicate effectively, identify problems and develop solutions with other departments, central administrative offices, postdocs, students, faculty and the community.
Working knowledge of UCI graduate student and Postdoctoral Scholar programs, campus departments, and academic units.
Working knowledge of tax laws and regulations as they apply to graduate student and postdoctoral support.
Working knowledge of graduate fellowship and employment policies and procedures. Working knowledge of reporting requirements of federal and other extramural agencies, (e.g., NIH, PHS, GAANN, NSF, DAAD) providing funding for graduate students and postdoc fellowships or training.
Working knowledge of the functions of various UCI resources and offices including the Career Center, Research Administration, International Center, etc.
Demonstrated experience and advanced skill in the use of networked databases, electronic spreadsheets. Ability to utilize content management systems for websites.
Demonstrated experience with data collection techniques.  
Demonstrated ability to analyze policies and Federal regulations and implement and interpret as appropriate.
Demonstrated proficiency in applying customer service skills including tact, diplomacy, and discretion.
Demonstrated skill to perform a variety of duties and work assignments in an environment of frequent interruptions and/or distractions and changing priorities.
Ability to work independently and follow through on assignments with minimal direction.
Demonstrated experience in the implementation of efficient office systems and methods.
Demonstrated skill and proficiency to effectively utilize computerized business systems and software applications including: MS Office (Excel, Word, Outlook, Access, and PowerPoint). Demonstrated ability and aptitude to quickly learn new software skills and understand interrelated computer systems.
Demonstrated success in effectively utilizing computing networks the Internet, web search procedures, and electronic mail systems. Experience completing web-based reporting mandates from federal agencies (e.g., NSF).
Demonstrated ability to maintain confidentiality and security of records and documents.
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
Bend: Occasionally
Squat: Occasionally
Crawl: Not Applicable
Climb: Occasionally
Kneel: Occasionally
Handle Objects: Frequently
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Frequently
Stand: Frequently
Walk: Frequently
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Frequently
Write: Frequently
Perform Calculations: Frequently
Communicate Orally: Frequently
Reason and Analyze: Frequently
Chemical/Biological Agent: Not Applicable
Construction Activities: Occasionally
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Occasionally
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Occasionally
Gas System: Not Applicable