City of Hope Research Operations Analyst in Duarte, California

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 5,000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary:

The Research Operations Analyst (OA) supports operational personnel and departmental personnel, including but not limited to: faculty members, postdoctoral fellows, and research associates within their department. The Research Operations Analyst typically reports directly to a Business Manager (BD). The OA is responsible for supporting the daily operations within the department(s) ensuring that objectives/deadlines are achieved by reviewing, monitoring and processing internal contracts and pre and post sponsored research awards. Additional responsibilities include: reviewing and approving intramural and extramural funded expenditures, managing programmatic activity with operational staff and Principal Investigators (PIs), and interacting with other central offices. The range of duties is broad and requires an understanding of the mission and goals of the City of Hope.

Essential Functions:

Human Resources

  • Under the direction of BD/BM, coordinate personnel actions for department staff and/or faculty as requested including but not limited:

  • New hire onboarding (visa requests, AccessNet, login ID, Outlook, etc.)

  • NES onboarding (visa requests, AccessNet, login ID, Outlook, etc.)
  • Deliver new employee departmental orientation
  • Performance review processes (hard copy processes)

Financial Oversight

  • Prepare, analyze, and interpret financial reports for all budgets and expenses.
  • Assist in departmental budget preparation/development by gathering, analyzing and reporting data and providing projections and recommendations as requested.
  • Prepare Labor and Non-Labor Cost Transfers
  • Support the project close out processes (clear encumbrances, close POs, closeout sub-awards, pay invoices, etc.)
  • Meets with BM on a regular basis to update on status of reporting and monitoring.
  • Under guidance, manage extramural funds (e.g., federal and non-federal funds, contracts, clinical trials, grants, gifts, endowments and other forms of financial support) and internal funds (e.g, Academic Improvement Funds, Academic Discretionary Funds, Salary Savings, endowments, and institutional operational budgets) through periodic reporting of financial position of each PI, regular and ad hoc reports for faculty trends including expenditure, grant income, resource allocation, and comprehensive forecasting of average spending. Report regular updates to BM/BD and PIs.
  • Provide assistance by analyzing budget variances and data on cause of variances
  • Assist BM with contract management, including contract workflow, new agreements and amendments.
  • Assist with the preparation and management of institution chart-of-accounts including areas such as expenditure control, revenue monitoring and invoicing.
  • Under direction of the BM, assist with the implementation of long-range financial plans, analyses, and recommends adjustments where appropriate.

Research Administrative Support

  • Work with BM, department chair, and PI’s in proposal development (budgets, biosketches, etc.) and submission.
  • Assist in preparation of post-award setup (budgets and associated project setup activities)
  • Coordinate and assist in contract and grant administration purchasing, and expenditure control.
  • Under the direction of the BM, monitor, and analyze information regarding operating policies and procedures.
  • Process contracts within MediTract and ERP as needed, working with vendors, OSR, OTL, Contract Management, and Legal.
  • Assist in management of API/ Grant Tracking system updates and submitting/ reporting personnel time and effort (e.g. TAR and quarterly effort reports)
  • Assist BM to review accuracy of personnel time and effort reporting in ecrt system and work with OSR and PI to update/correct errors.)Effectively collaborate on a continual basis with Office of Sponsored Research and other collaborators.
  • Reconcile spending on grants and approve orders (to verify appropriate funds are available).

Department Support

  • Assist in department business activities, including but not limited to: purchasing, facilities, travel, and reporting required by the institution.
  • Assist and coordinate in areas of building and equipment safety and maintenance and other services.
  • Coordinating lab safety training, lab coat services, and other general lab support.

Other Duties

  • Perform other related duties as assigned or requested.

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, includingadherence to theworkplaceCode of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

Position Qualifications:

Minimum Education:

  • Bachelor’s Degree (any discipline)
  • High School diploma or equivalent, and 6-8 years of experience in research administration may substitute for minimum education requirements

Minimum Experience:

  • 2-3 years related experience in business administration and administrative analysis (budgets, grant accounting, facility or personnel support).

Preferred Education:

  • Bachelor’s Degree in business, finance, business administration, research administration, science, or related field is preferred.

Preferred Courses/Training:

  • NCURA; SRA
  • 2+ years of experience in research administration is preferred.

Skills/Abilities:

  • Detail orientated
  • Technically knowledgeable (use of systems and tools, such as ERP and Excel)
  • Analytical
  • Self-directed preparation and organization of projects and tasks
  • Capable with routine tactical communications with researchers and department heads

Software:

  • Microsoft Word, Excel, Powerpoint, required
  • Microsoft Access, Visio, Outlook preferred
  • PeopleSoft, preferred
  • InfoEd, preferred

Machines/Equipment:

  • PC or Mac; Telephone

Working / Environmental Conditions:

  • Non-smoking campus

Physical Demands:

  • Mostly sedentary work at computer for long periods of time
  • Light physical effort (lift/carry up to 1 lbs)
  • Travel across campus for meetings

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.