Job Summary

The Data Specialist position is in the Office of Sponsored Research (OSR) and will be responsible for entering and maintaining data in the Institute’s pre- and post-award databases. Activities will include entry of new proposal and award data, award modifications, updates to proposal and award data fields, preparing and analyzing reports on data integrity, reviewing and correcting data, and processing certain award close-out actions.

Job Duties

• Enter proposal and award data into Oracle Grants Management (OGM), including assigning the identifying account number (PTA), award terms and reporting obligations, and entering budget information.  Analyze sponsor award notice and related documents and use the results to identify Institutional commitments for key personnel effort and cost sharing; and enter these commitments into OGM.  Prepare and distribute award notifications to appropriate individuals across the campus
• Coordinates OSR close-out procedures, contacting campus units in order to obtain data needed for close-out reports required under the terms of the award
• JPL IAMS point of contact for reassigning Staff/Faculty/OSR Analysts to IAs, sending login instructions, registering staff PIs in IAMS.  Maintaining IAMS Faculty/Staff authentication list
• Assists with pre-check proposals to JPL using the JPL/Caltech internal system (IAMS)
• Point of contact and performs entry of award documents for upload into RADR data base
• Creation of new customers and numbers in OGM and manage customer number/acronym of award agency list
• Monitor OGM data for administrative issues and assist OSR and Post Award Administration (PAA) with post-award items related to data integrity. This includes confirming data fields, identifying missing data, obtaining needed information from OSR/PAA or campus units
• Prepare and maintain records and files, coordinate review of award/proposal files for close-out, storage, or destruction. With assistance from OSR Departmental Assistant, maintains the OSR file room and storage database which includes reviewing the files for purging and sending to off-campus storage.   Identify files for destruction and inform off-campus storage vendor when files may be destroyed
• Responsible for documenting and updating data entry procedures and processes
• Backup for OSR Departmental Assistant and Administrative Assistant of the Associate Vice President for Research Administration
• Performs other tasks as assigned

Basic Qualifications

• Minimum three years administrative experience
• Experience with complex data entry and electronic document storage systems
• Competent in Microsoft WORD, Excel, Outlook

Preferred Qualifications

• Experience with sponsored research contract and grant databases within an educational institution
• Experience with Oracle based systems
• Showing progressively more responsible administrative positions
• College degree

Required Documents

• Resume