Associate Director of Systems & Training/Hybrid - 133889

This position will work a hybrid schedule which includes a combination of working both onsite on Campus and remote.

UCSD Department of Psychiatry is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in advanced educational programs, cutting-edge research, and state-of-the-art clinical services. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

Under supervision, the Research Finance Manager will be responsible for comprehensive research finance administration within the Department of Psychiatry, using advanced knowledge of research financial reporting and analysis of revenue and expenditures. Incumbent will collaborate with the Department's Clinical Finance and Budget Finance teams, Sponsored Projects Administration (SPA) Pre- and Post-award teams, and the Health Sciences SWAT/Reconciliations team. Responsibilities include oversight of department research default reconciliations, management of Veterans Medical Research Foundation (VMRF), Joint Personnel Agreements (JPA), and Veteran's Affairs (VA) Intergovernmental Personnel Agreements (IPA), oversight of Community Psychiatry Program (CPP) contracts administration, research faculty compensation analysis, and research finance transactional processing (including, but not limited to, procurement, invoicing, payments, travel reimbursements, and receivables claims). Oversees Departmental research financial reporting methodology and complex analysis projects. Facilitates inquiries and efforts related to faculty compensation during annual budgeting process and throughout the year as required. Other duties include serving as a back-up fund manager during peak operational times, during staffing shortages, or to meet major deadlines; reviewing and advising the Post-award team on setup and management of awards released by funding institutions; providing the steps necessary for funding changes and cost transfers; and reviewing and reporting on spending trends.

The incumbent will analyze, conceptualize, design, and implement an innovative and comprehensive training program that facilitates individual and organizational learning and development for research administrative programs and systems. The incumbent will provide fiscal management training and support to the team leads and application of those knowledge into training as needed. They will provide in-depth and extensive fiscal management training for new and existing fund managers and will manage complex and complicated PI contracts and grants within the Department of Psychiatry. The role requires partnering and collaborating with various campus and Health Sciences constituencies, including central offices representing EVC Academic Affairs, VC Health Sciences, VC Marine Sciences, VC Research Affairs, and VC External and Business Affairs. The incumbent must interface with individuals at all levels of the University, demonstrating a high level of management skill, leadership ability, political acumen, communication talents, and knowledge of campus issues and dynamics. Will assist with other project and miscellaneous duties as required.

The incumbent will be the lead/supervisor for the department default personnel, handling the management and oversight of the default reconciliation process. The incumbent will ensure the correct funding portfolio is affected and corrected from the nuances of the ESR financial systems. The incumbent will monitor, review, and reconcile transactions with the department default team, lead and interact with the Sponsored Projects Fund Managers, and ensure personnel costs hit the correct sponsored projects fund sources. The incumbent will also serve as lead/supervisor for the Fund Manager in charge of the Veterans Administration (VA) and Veterans Medical Research Foundation (VMRF) personnel agreements, including, but not limited to, the financial reconciliation, reporting, and invoicing of flow-through funds from the VA and VMRF institutions.

The incumbent must use advanced contracts and grants concepts to manage high volume and high complexity transactions, with the ability to transform complex problems into solutions that are trainable for new staff. May review and guide others in the review of financial and administrative management requirements of research contract and grant proposals, awards, and/or transactions to ensure compliance with institutional and sponsor policies. Works independently to assess complex grant, contract, and subcontract transactions where analysis requires an in-depth evaluation of variable factors. May be eligible for delegated signature authority. May review and sign transactions for less experienced staff. May serve as a technical specialist in a particular area, such as federal contracts, state contracts, subcontracts, or information systems. Typically works on highly complex proposals and awards such as grants/contracts which require task budgets, option years, multiple investigators, and multiple sub awards.

CT: Supervises support staff working on grants or contracts according to established policies, practices and defined internal controls. Receives predetermined work that are subject to a moderate level of control and review. Exercises judgment within defined procedures and policies to determine appropriate action. Identifies risks and responds accordingly. Provides priority setting and work flow analysis. Uses advanced contracts and grants concepts to manage high volume and high complexity transactions.

• Nine years of related experience, education/training, OR a Bachelor's degree in related area plus five years of related experience/training.

• Thorough knowledge of contracts and grants transactions and applicable financial systems, as well as related policy, accounting and regulatory compliance requirements.

• Thorough knowledge of Federal Acquisition Regulation, Code of Federal Regulations, sponsor-specific policies, intellectual property policies, conflict of interest requirements, publication rights, application of indirect cost rates and other complex concepts in research administration.

• Thorough knowledge of and ability to interpret and apply sponsor, institutional and departmental policies. Knowledge of current compliance regulations in all areas of research administration.

• Ability to manage high volume and complex transactions.

• Ability to perform highly complex financial analysis and customized reporting.

• Thorough knowledge of policy and its interpretations.

• Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles. Demonstrated advanced competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports

• Proficiency in use of common desktop / web applications.

• Strong interpersonal skills, service orientation, ability to multi-task effectively in a varied, high volume environment, judgment and decision-making, reasoning, ability to develop original ideas to solve problems, and effective verbal and written communication skills

• In depth working knowledge of federal and non-federal agency requirements and regulations for sponsored research from proposal preparation through close out, including but not limited to Cost Accounting Standards *

• In-depth knowledge and current demonstrated experience in contract and grant proposal formats, preparation, submission and administration, as well as federal, state and private granting agency regulations *

• Advanced experience providing training and guidance for sponsored projects fund managers and PI assistants in pre-award proposal submission requirements and post-award monitoring; proven ability to use technical expertise to serve as resource for agency requirements and regulations and develop learning tools and resources for SP unit staff.

• Advanced experience to perform internal audits of procedures to ensure compliance with OMB A-110, OMB A-133 and OMB A-121; knowledge of University policies and procedures relating to contract and grants and accounting. Proven ability to analyze and interpret which policies and procedures apply to a given situation. *

• Advanced managerial skills to independently, through appropriate research and reasoning, anticipate potential problems in all areas affecting the administrative operations of the Sponsored Research Admin. Exercise substantial innovation in solving or in proposing a variety of solutions to these problems.

• Demonstrated knowledge of University policy and procedures regarding purchasing, returned goods, travel, disbursements, inventory, and contract and grant administration. *

• Demonstrated experience in projecting salary, benefit and indirect costs with knowledge of payroll and personnel regulations including impact of salaries, merits, range adjustments and benefit costs.

• Demonstrated knowledge and application of principles and practices of financial management, fiscal planning and analysis.

• Detailed knowledge of UCSD's budgetary and financial policies, procedures, guidelines and accounting systems including demonstrated expertise in accounting, disbursements, and purchasing policies. Thorough knowledge of generally accepted accounting principles including fund accounting, internal control standards, and cost accounting. Technical skills to interpret and apply those principles to budgetary and/or accounting planning and tasks.

• Demonstrated knowledge and skill in the use of various software, such as databases, spreadsheets and word-processing, in an integrated computer environment. Ability to use available computer tools , i.e. Microsoft Office, to streamline work.

• Demonstrated experience in managing the economic volatility of the faculty salary sources and coordinating funds.

• In depth experience in working with Director of Sponsored Research to oversee workflow of Fund Managers and Fiscal Assistants in the Business Office providing leadership, daily management, planning, coordination, training and oversight of the complex financial activities in the Department of Psychiatry Business Office.

• Demonstrated knowledge of Oracle, UCPath, Concur, Blink or equivalent programs.

• Proven ability to oversee, train and coordinate the work of others effectively.

• Demonstrated ability to maintain a professional attitude during interaction with a wide variety of personalities in demanding situations and maintain cooperative working relationships with staff and faculty and to work effectively as part of a team.

• Demonstrated experience developing and administering comprehensive training programs for research administration and related systems. Demonstrated ability in blending learning techniques to design and develop professional-quality course content and materials.

• Demonstrated experience delivering specialized training to both new and experienced research administration staff, tailoring content delivery to the background and ability of the learner.

• Proven ability to collaborate with central offices to identify opportunities for improvement and learn of new requirements for absorption into training content and dissemination to the internal team.

• Current UCSD employee

• Employment is subject to a criminal background check.

• Must be able to work various hours and locations based on business needs.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace