Administrative Operations Specialist

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The Administrative Operations Specialist provides operational, compliance, and communications support for the Offices of Sponsored Projects (OSP), Research Compliance Administration (ORCA), Proposal Administration, the Assistant Vice Chancellor for Research, and other Office of Research units as needed. Key duties include intake and triage of documents and inquiries, data entry, record management, documentation in compliance with institutional and sponsor policies, and support of research administration systems and resource management.

This role also coordinates workflows, prepares and distributes reports and communications, tracks projects, and contributes to process improvement.

• Budgeted Salary: $36.92 – $40.37/hour
• Benefits Level Eligibility: Full benefits
• Schedule Information: Full-time, Fixed; 100% (40 hours per week);
  Monday‑Friday, Day shift
• Employee Classification: Career appointment
• Job End Date: None
• Work Location: UC Santa Cruz Main Campus
• Union Representation: CX Union

This position may be considered for partial or full remote work, subject to the terms of a telecommuting agreement. The employee must ensure a suitable worksite environment and arrange for dependent care if applicable, just as they would if working in person.

All application materials submitted by 11:59 pm on 01‑06‑2026 will be routed to the hiring team for consideration. Applicants who miss the IRD are still encouraged to apply; materials will be forwarded for consideration if requested by the hiring team. Applications must be submitted through the jobs portal.

• 55% – Operational Support
  • Manage intake of inquiries, proposal and award documents, research compliance forms, and other documentation; assign to appropriate team/staff, record in relevant systems, and respond as appropriate.
  • Manage unit purchases, including purchase orders and transaction reconciliation.
  • Manage payments for memberships and subscriptions.
• 25% – Compliance Tracking
  • Coordinate and support tracking, reporting, and documentation of compliance with and completion of research compliance trainings.
  • Provide operational support for research compliance committees.
  • Monitor delinquent closeout reporting.
  • Support reporting, disclosure, and waiver processes.
  • Support subaward requests, including process initiation, subrecipient document collection and review, and documentation.
• 10% – Data Management
  • Manage data entry, account creation and management, and updates for web‑based protocol system (Cayuse), Collaborative Institutional Training Initiative (CITI), and other system accounts utilized by OR to support research activity.
• 10% – Communications
  • Support updates of website content for OR teams.
  • Support development and distribution of OR newsletter and other research administration‑related communications.

• Bachelor's degree in a related area and/or equivalent experience and/or training.
• Knowledge of administrative functions for a unit including purchasing, document management and scheduling.
• Knowledge of administrative data management, report generation, and output analysis.
• Knowledge of records management and documentation practices that ensure accuracy and compliance with institutional and sponsor policies.
• Working knowledge of common computer application programs.
• Working knowledge of maintaining a database or shared system.
• Working knowledge of maintaining websites using Word Press or a similar content management system.
• Solid verbal communication skills.
• Solid written communication skills.
• Solid interpersonal skills.
• Solid organizational skills and ability to multi‑task with demanding time frames.
• Ability to assess, update, and streamline administrative procedures to support operational effectiveness.
• Ability to manage a high volume of inquiries and provide timely support.
• Ability to use discretion and maintain confidentiality.
• Ability to use sound judgment in responding to issues and concerns.

• Ability to…