Research Financial Services Manager [CAMPUS ONLY recruitment]

This is a CAMPUS ONLY recruitment. Only current employees, or former employees with current Preferential Rehire rights will be considered for this position. Former employees with Preferential Rehire rights should apply through the external candidate gateway and identify themselves as such in their application to be considered for this position.

Current UCSC employees must apply to the job posting in the Internal Candidate Gateway. If you accessed this recruitment through the Internal UCSC gateway, you can apply via the "Apply" button at the bottom of this job posting. If you accessed this recruitment through the external gateway, you should access the internal job posting by going to the jobs.ucsc.edu weblink and clicking the "Internal Staff Applicants" button.

If you are a current UCSC employee and apply through the External Candidate Gateway, you will not be considered for this position.

This position may be considered for partial or full remote work, subject to the terms of a telecommuting agreement, with the potential need to come to campus for meetings on occasion. While telecommuting/remote working, the employee is responsible for ensuring a worksite environment suitable for accomplishing their regular job duties during scheduled hours of work and, if applicable, arranging for dependent care just as they would if they were working in person at a UCSC worksite.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 06-01-2026

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Office of Research has primary responsibility for research policy, planning and administration of the UC Santa Cruz Research enterprise. The Office of Research supports the research community through six units: the Office of Sponsored Projects, Research Development, Office of Research Compliance Administration, Research Financial Services, Innovation and Business Engagement, and the Office of Research Business & Operations.

JOB SUMMARY

Under the direction of the Executive Director of Research Financial Services (RFS), the supervisor will supervise a team of research administrators (RA) responsible for the day-to-day financial and administrative management of both intra- and extramural funds supporting a faculty member/researcher's research activities. This individual is expected to provide and promote excellent customer service, analyze problems, develop solution options, and coordinate the resolution of issues by working together with internal and external constituents.

This position is a member of the RFS leadership team and is expected to support escalations and decision-making, and may provide leadership backup in the Executive Director's absence. In addition, the position will provide policy and compliance guidance and expertise to their team, RFS, faculty, and campus partners. This individual understands and effectively implements sponsor, UC, and campus policies and processes, ensures appropriate commitment of resources, coordinates review and adherence to compliance requirements, and assesses and responds to risk.

This position will also manage a number of Principal Investigator (PI) portfolios using advanced skills as a seasoned, experienced research administrator to independently monitor, reconcile, and manage research funding from a variety of sources, including sponsored awards, gifts, and other non-sponsored funding, in compliance with UC, institution, and sponsor policies. This individual works on and supports staff who are working on awards of diverse scope, which require a thorough understanding and application of complex regulations to minimize risk and ensure compliance. This position works independently to assess complex grant, contract and subcontract transactions where analysis requires an in-depth evaluation of variable factors. May serve as a technical specialist in a particular area, such as a specific federal agency, type of funding mechanism, or information systems.

APPOINTMENT INFORMATION

Budgeted Salary: $120,000 - $128,000/year. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 006216 (Contracts and Grants Supervisor 2) - Grade 24

Travel: Never or Rarely

JOB DUTIES

25% - Financial Award Management and Reporting

• Organizes, plans, establishes, and monitors fiscal budget control of sponsored awards, gifts, and other institutionally-funded projects for faculty research programs.
• Authorizes the establishment of fund accounts, including relevant activity codes, and coordinates approval with other authorized campus partners.
• Reviews, reconciles, monitors, and forecasts project expenses against complex project budgets and campus financial system records.
• Develops and distributes timely financial reports to Principal Investigators (PIs) to support accurate and informed project management and financial decision-making.
• Independently gathers information as needed to perform financial analysis.
• Anticipates when project expenditures vary beyond award flexibilities, and provides guidance for actions requiring coordination with sponsors and campus authorized officials.
• Assists in support of audit as directed by senior staff.
• Ensures the accuracy of records and financial files and that all appropriate documentation and authorizations are maintained to comply with federal and state agencies and university regulations.
• Ensures complete and accurate collection of research management and administration data at all stages of the contract and grant life cycle.
• Independently oversees closeout of extramural and intramural fund accounts at the end of the period, as needed.
• Supports the preparation of proposal and award documents and reports that are required by sponsor guidelines, as needed.

25% - Supervision

• Provides direct supervision to research administrators.
• In conjunction with the leadership team, develops and implements internal unit procedures, exercises independent judgement to ensure unit objectives align with departmental and organizational goals. Establishes clear unit priorities, communicates expectations, and ensures accountability across assigned functions.
• Independently assigns, directs, delegates, and prioritizes staff activities, tasks and projects effectively. Monitors progress to ensure deadlines and customer service expectations are met. Revises work assignments as needed to ensure an even distribution of work.
• Reviews staff work for accuracy, timeliness, completeness, and adherence to standards. Provides guidance and subject-matter expertise to staff performing specialized tasks. Independently conducts performance evaluations and establishes measurable goals. Meets with staff on a regular basis. Provides coaching and feedback to team members.
• Identifies training needs and provides formal or on-the-job training to ensure subject matter knowledge in appropriate areas (e.g., sponsored project administration, post-award administration, etc.) and standards of performance. Participates in the development and maintenance of department training and reference materials. Coordinates professional development opportunities with the leadership team.
• Exercises independent judgment to initiate and effectively recommend disciplinary actions in compliance with university policies, collective bargaining agreements and campus procedures.
• Exercises independent judgment in making effective hiring recommendations, including selecting finalists and making the final hiring decision for unit staff.
• Makes recommendations for salary actions.
• Communicates regularly with OR leadership on unit activities and on pertinent operational or human resources issues.

15% - Policy Administration

• Reviews award documentation for terms and conditions, and identifies any specific restrictions.
• Advises principal investigators on the proper use of funds according to funder, institutional, and UC guidelines and policies. Reviews policies for discrepancies, formulates strategies and recommends changes.
• Provides support, expertise, and guidance to other RFS team members, principal investigators, and research support staff.
• Analyzes and applies agency guidelines and University policy when approving expenditures, including direct pays, purchase orders, and travel reimbursements. Controls, through approval, expenditures on restricted funds, and provides direction to principal investigators and research groups.
• Maintains current knowledge of compliance regulations in research administration.

20% - Communication and Customer Service

• Provides guidance and counsel on research administration matters, including compliance regulations, to RFS staff, principal investigators, senior divisional administrators, and relevant campus partners.
• Develops training materials and provides training to RFS staff, principal investigators, and research staff on topics of expertise.
• Communicates regularly with principal investigators and divisional liaisons to ensure continuity of support, timely response, and resolution of inquiries and award actions.
• Serves as the first point of contact for portfolio management as assigned.
• Coordinates with the Office of Research, Extramural Funds Accounting, and other campus partners to resolve complex issues.

15% - Process Administration

• Performs Tier 2 level approvals of financial transactions, often initiated by Principal Investigators (PIs).
• Advises divisional payroll teams on the appropriate distribution of principal investigator salary to grant funds (e.g., summer salary, sabbatical, and career award allocations) and monitors salary savings allocations to faculty.
• Manages cost transfers and adjustments to ensure costs comply with sponsor and university policy.
• Monitors direct and indirect costs, initiates adjustments, and advises PIs on available balances. Identifies and corrects transactional discrepancies in collaboration with Extramural Funds Accounting.
• Supports PIs with campus processes, including but not limited to equipment management, summer salary, salary transfer, and subrecipient monitoring.
• Coordinates research-related inter-location transfers.
• Identifies, recommends, and assists with the implementation of changes for systems and processes.
• Maintains a working knowledge of university procurement and financial management systems.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and/or equivalent experience and/or training.
• Thorough knowledge of sponsor, UC, and institutional research administration policies and guidelines, sponsor-specific policies, conflict of interest requirements, application of indirect cost rates, and other advanced concepts in research administration.
• Demonstrated advanced knowledge in financial planning, analysis, budgeting, and accounting to administer large/complex research portfolios, including projects with multiple funding sources.
• Thorough knowledge of applicable research administration compliance requirements.
• Demonstrated advanced competence in the use of financial systems and tools, including spreadsheets and database software, in financial analysis, fiscal management, and financial reports.
• Demonstrated problem-solving, and critical thinking skills with the ability to assess a situation and provide a solution.
• Demonstrated independent judgement and decision making skills.
• Demonstrated organizational skills with the ability to manage a significant volume of work with a strong attention to detail.
• Effective written communication skills with the ability to explain requirements in a comprehensive and organized manner.
• Effective verbal communication skills, including the ability to train others on concepts and processes.
• Effective customer service focus across broad and diverse subject areas, and solid interpersonal skills with the ability to establish and maintain effective and professional relationships.
• Demonstrated ability to lead and/or supervise a team.
• Demonstrated ability to interpret and apply complex research administration concepts to research portfolio management, and ability to interpret policy and concepts for others.
• Demonstrated ability to manage a significant volume of transactions.
• Demonstrated ability to function independently and follow through on assignments with minimal direction.

PREFERRED QUALIFICATIONS

• Experience in mentoring, training, and/or supervising professional staff.
• Experience with campus systems, such as financial management, payroll/personnel software, purchasing, data warehouse, and reporting.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work a hybrid work schedule and must be able to work successfully from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

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.

• "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

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. 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 Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.