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System Administrator - Office of Research Administration

Requisition # 20000216 Apply Now

The ORA System Administrator is a critical role within the Office of Research Administration and has primary responsibility for proposal, award, project and contract setup and maintenance utilizing our enterprise computer application system (PeopleSoft modules or future equivalent). You will ensure the correct setup of all aspects of proposals, awards, contracts and projects to ensure accurate project tracking and correct and timely billing. Job functions are performed with a continual emphasis on workflow process improvement. You must have business knowledge of proposals, awards and contracts for both externally sponsored and internally funded projects; understand the grants and contracts business processes, and project business cycle. Maintain end-user currency/proficiency of the ORA computer system (PeopleSoft) databases, tables, fields, menu options, reports, etc.  
  • Sets up and enters research proposals in the PeopleSoft (or equivalent) computer system in the required modules, fields and tabs. Follows setup protocols and adheres to established naming or numbering conventions.  Matches information to correct module and profile tab. Reviews for changes, certification, signatures, etc. Effectively prioritizes and executes setup tasks and enters data timely and accurately.
  • Sets up and enters new awards, projects and contracts into PeopleSoft (or equivalent) computer system in the required modules, fields and tabs.  Follows setup protocols. Matches information to correct module and profile tab. Effectively prioritizes and executes setup tasks and enters data timely and accurately. Manages electronic files and ensures correct upload and attachment to PeopleSoft modules.
  • Reads contract terms and conditions, abstracts / interprets required information and enters correct fields. Accurately enters project descriptions and supplemental comments to explain any special circumstances (e.g., change of PI, change of F&A rate, special cost sharing requirements, unusual delays, unusual closeout situations, etc.).
  • Completes project budget/ award funding module and tabs. Ensures project budget fields are accurate for billing and project charges. Ensures appropriate contract fields and tabs are completed and conform to ORA business rules and contracts.
  • Identify and resolve discrepancies, setup errors, missing information, etc.  
  • Provides inter-department coordination to investigate and resolve incomplete, missing or unclear information.
  • Accountable to ensure proper setup of proposals and/or awards. Performs audit activities such as, proofread project descriptions and ensures all key words (i.e., drug names or scientific start and end dates, award type and purpose, terms and conditions, milestone dates, budgets, contract limits, and award activation etc. are correct in all modules. Runs and reviews appropriate validation reports.
  • Manage the approval and fulfillment of ORA Service Center requests for all users. Configuration of Core and End User Roles in both PeopleSoft Production and Reporting Environments for the entire Research community. Provide project security access as requested.
  • Responsible for ongoing maintenance and updates throughout life of research project, e.g., project modifications/ amendments, extension of end dates, etc. Performs technical close out procedures in ORA application system for proposals, contracts and projects.
  • Maintains currency/proficiency of system application; understands system setup environment, tables, field definitions, etc. Understands research proposal and business process and workflow, ORA rules and procedures. Participates in workflow and setup process assessment and analysis; recommends system and procedure changes to streamline process and reduce discrepancies and redundancies. Participates in the development of related reports or workflow documents.
  • Pro-actively identifies and escalates system problems / significant issues and advises department management. (e.g., system doesn’t accommodate contract reports).
  • Update and maintain required end user lists such as Team Matrix and Financial Hierarchy (Ongoing).
  • Establish and foster good working relationships with department staff.  
  • Demonstrates strong customer service orientation.
  • Serves as expert and resource to department staff on proposal and post-award activities in the ORA application system. Provides user training on system functionality.
Education Requirements:
  • Bachelors Degree in Business Administration, or Accounting, or similar relevant field.
  • Or equivalent level of education and experience
Experience:
  • Two (2) years of administrative experience, preferably working with sponsored activities in a university, hospital or other not-for-profit organization.  
  • Demonstrated experience with online databases, institutional accounting systems, or enterprise reporting systems. 
  • Familiarity with reading and interpreting research proposals, grants, contracts, cooperative agreements (or equivalent).  
  • Ability to write, revise and edit complex written documents, e.g. instructional manuals.  
  • Demonstrated computer competency in standard business applications (e.g.  Windows or comparable system); advanced skills in spreadsheet development and word processing; familiarity with web-based interfaces, email, and presentation software.  
  • Excellent communication skills, including ability to train peers and co-workers.  
  • Demonstrated problem resolution skills and ability to work in a team-oriented environment.  
  • Ability to meet deadlines, prioritize work and handle large volumes of information while maintaining attention to detail, and complete task an extremely high degree of  accuracy.  
  • Working Title: System Administrator - Office of Research Administration
  • Department: Office of Research Admin
  • Business Entity: Academic / Research
  • City: Los Angeles
  • Job Category: Information Technology
  • Job Specialty: Business Systems & System Analysis
  • Position Type: Full-time
  • Shift Length: 8 hour shift
  • Shift Type: Full-time
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Cedars-Sinai is an EEO employer. Cedars-Sinai does not unlawfully discriminate on the basis of the race, religion, color, national origin, citizenship, ancestry, physical or mental disability, legally protected medical condition (cancer-related or genetic characteristics or any genetic information), marital status, sex, gender, sexual orientation, gender identity, gender expression, pregnancy, age (40 or older), military and/or veteran status or any other basis protected by federal or state law. If you need a reasonable accommodation for any part of the employment process, please contact us by email at Applicant_Accommodation@cshs.org and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this email address.

Cedars-Sinai will consider for employment qualified applicants with criminal histories, in accordance with the Los Angeles Fair Chance Initiative for Hiring.

At Cedars-Sinai, we are dedicated to the safety, health and wellbeing of our patients and employees. This includes protecting our patients from communicable diseases, such as influenza (flu). For this reason, we require that all new employees receive a flu vaccine based on the seasonal availability of flu vaccine (typically during September through March each year) as a condition of employment, and annually thereafter as a condition of continued employment.

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