Associate Research Administrator

University of Southern California in Los Angeles, CA

  • Type: Full Time
position filled
The Ming Hsieh Department of Electrical Engineering – Electrophysics is seeking an Associate Research Administrator to join its research administration team. Under the direction of the department chair, department business manager and faculty, this position will support the daily departmental contracts and grants research activity and other department financial needs. The core job duties are:


Research Proposals:

Assist assigned faculty, research associates/assistants, and post-docs with the submission of proposals to assure all necessary university and agency requirements are met.
Prepare budgets and gather data necessary to submit proposals in accordance with agency and university guidelines. Disseminate information to Viterbi Business Affairs, the Department of Contracts and Grants (DCG), Principal Investigators, and Agencies.
Assist when notifications of awards are received by updating original proposed account budgets. Notify faculty of the receipt of awards and communicate necessary expenditures.

Account Management:

Monitor account activity and reconcile accounts to assure that all account activity is related to the project and is charged appropriately. When discrepancies are found, inform faculty and take necessary steps to correct the transactions, such as expense transfers or object code corrections. Observe account balances and process budget changes when necessary to comply with original scope of work. Reference agency guidelines to make sure that budget changes are in compliance with the specified requirements from individual agencies.

Process, track, and post expenditures for travel reimbursements, settlements of advances, and invoices on the assigned accounts. Expedite procurement orders and reimbursements, requisitions, and foreign drafts.

Reconcile and review monthly account statements and provide faculty with account summaries and projection reports on a monthly basis.
Keep current with information regarding agency funding/spending guidelines and restrictions. Communicate information to faculty and other research-related staff to ensure that guidelines set forth by agencies are followed.
Keep current with USC/School/Departmental compliance guidelines and expenditure policies and procedures, and advise faculty and research related-staff to assure these policies are followed when handling their requests for all purchases, including but not limited to: equipment, travel arrangements, conference registrations, supplies reimbursement, and travel expense reimbursements, etc.
Work closely with Sponsored Projects Accounting (SPA) on questions that arise on continuing and expiring awards.
Advise faculty in advance of remaining time of project periods and account balances to assure that extensions on research projects are requested in a timely manner if research has to be extended beyond current project periods. Consult agency guidelines to provide faculty with options regarding extensions on research periods.

Financial Reports:

Reconcile and generate monthly post-award financial reports.
Conduct forecasts/projections for awards received to assure that original scope of work will be satisfied. Communicate with faculty, review original proposal submission, and verify applicable fringe and F&A rates to prepare forecasts, annual, and final agency reports.


Prepare payroll for Part-time lecturers, teaching assistants, graders, course mentors, research staff, faculty, research assistants, student workers, visiting scholars. Prepare and process hiring paperwork. Assist with immigration visa processing when appropriate. Enter graduate research assistant awards in the university student information system.
Using the eCERT Effort Certification Online System, review & prepare quarterly and semester reports for all faculty that serve as Principal Investigators.


Stay informed regarding agency funding/spending guidelines. Communicate information to faculty and other research-related staff to ensure that guidelines set forth by agencies are followed.
Assist SPA and DCG with the preparation of financial and/or progress reports requested by agencies for award continuation and/or final reports.
Advise research staff of disbursement & purchasing policies and procedures. Assure these policies are followed when processing requests for purchases, travel, conference registrations, supply reimbursements, and travel expense reimbursements.
Attend department meetings and central meetings (e.g. Viterbi Business Affairs, USC Research Administration Office, DCG etc.)
Assist with department events.
Place course book orders each semester.

Required Applicant Documents

- Resume/CV

- Cover Letter

These documents may be submitted as one PDF. Applications missing these documents will be considered incomplete.

Preferred Education and Experience:

Bachelor’s degree with three years of account and budget experience, including knowledge of government and fund accounting and knowledge of university financial systems. Strong computer skills using MS Office Suite, Excel, Word, and PowerPoint. Excellent communication skills both written and verbal, ability to prioritize, organize, analyze and work independently in a fast paced work environment.

Minimum Education:

Bachelor's Degree

Combined experience/education as substitute for minimum education

Minimum Experience:

3 years

Minimum Field of Expertise:

Basic knowledge of governmental regulations. Strong accounting skills. Competency in project management. A Bachelor's Degree with broad knowledge of relevant research computer software, e.g.: Microsoft Access, Word, Excel, PowerPoint; Outlook, SPSS, Visio, and SunGard. Experience in creating and analyzing statistical reports. Must be able to utilize computer technology to access data, maintain records and generate reports. Proven oral and written communication skills to interact with other employees.

USC 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, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring ordinance. We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at Inquiries will be treated as confidential to the extent permitted by law.

Read USC’s Clery Act Annual Security Report

Required Legal Notices

Certain positions are subject to background screening

If you are a current USC employee, please apply to this USC job posting in Workday by copying and pasting this link into your browser:$9925/9925$37722.htmld

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