Herminia Robles
Summary
Accomplished at CA Sea Grant - UCSD, adept in budgeting and forecasting with a knack for problem-solving aptitude. Elevated operational efficiency and staff development through strategic leadership and resource management. Demonstrated reliability in high-pressure situations, ensuring compliance and fostering significant partnerships.
Research professional with proven track record in managing research projects and funding processes. Adept at ensuring compliance with institutional and funding agency regulations. Known for fostering teamwork and delivering results through adaptable and reliable performance.
Overview
10
10
years of professional experience
Work History
Research Administrator 4
CA Sea Grant - UCSD
03.2024 - Current
- Provide guidance and counsel on wide variety of highly complex research administration matters to principal investigators, senior departmental administrators and less experienced department staff.
- Provide interpretation of agency and university policies governing post-award contract and grant administration.
- Ensure compliance with agency and university guidelines for post-award administration
- Provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements.
- Oversee complex research and fellowship awards with numerous conditions and reporting requirements, involving diverse funding entities.
- Achieved organizational goals by effectively managing resources and aligning staff with strategic priorities.
- Guided staff and provided opportunities for growth by encouraging creativity and ownership.
- Improved employee engagement levels by fostering a positive work environment through effective leadership practices.
- Maintained internal accuracy and transparency controls in accounting and bookkeeping.
- Serve as departmental resource/liaison with OCGA, OPAFS, Technology Transfer, other campus departments and agencies providing coordination, consultation, information, follow-up and assistance on business/financial issues pertaining to research funds.
- Responsible for budgetary analysis and monitoring of expenditures in conjunction with the preparation of monthly financial statements. Initiate transfer of funds as needed.
- Responsible for monitoring all cost sharing and matching funds on awards, ensuring compliance with agency requirements and cost accounting standards.
- Interact on a regular basis with Principal Investigators and CAO concerning specific plans for spending awards and state funds and to discuss potential problem areas.
- Ensures complete and accurate collection of research management administration data at all stages of the contract and grant life cycle.
- Increased departmental efficiency through process improvements and streamlined workflows.
- Assisted in organizing conferences and workshops to promote collaboration within the Fiscal and Extension Sea Grant Network.
- Collaborated closely with state and federal partners to develop detailed project budgets.
Research Administrator 3 (Supervisor)
CA Sea Grant - UCSD
02.2019 - 03.2024
- Oversaw daily operations of the department, ensuring smooth workflow and timely completion of tasks. Including workflow, training and approvals for 3 direct reports.
- Collaborated with department heads to determine fiscal staffing needs, recruit and hire to meet department needs.
- Oriented newly hired employees by providing CA Sea Grant and UCSD information, facilitating onboarding processes and establishing position-related requirements.
- Conducted performance evaluations for staff members, identifying areas of improvement and guiding professional development plans.
- Assisted researchers in securing necessary approvals, expediting project timelines and ensuring adherence to ethical guidelines.
- Facilitated training sessions on various topics related to research administration, enhancing staff competencies and knowledge base.
- Negotiated contracts with external partners with complex funding sources.
- Analyze fiscal problems and determine the use of appropriate methods to correct discrepancies.
- Administration of fellowship accounts from initiation through closeout in accordance with the policies and procedures of the University and funding agencies.
- Serve as the procurement card administrator.
- Serve as the campus asset management system administrator to manage and control inventorial equipment, government property and other inventorial items in the care and custody of CA Sea Grant and our specialist who are based up and down the coast of California.
- Create monthly invoices and compile extensive backup documentation in conformance with agency guidelines.
Research Administrator 2
CA Sea Grant - UCSD
06.2017 - 02.2019
- Managed contracts and grants from various federal and state agencies including NOAA (National Oceanic and Atmospheric Administration), NMFS ( National Marine Fisheries Science), CA Natural Resource Agency, CA Coastal Commission and various other partners.
- Analyzed and forecasted current and future spending trends to assist/advise CA Sea Grant PI's, MSO, and Director in long range planning. Making recommendation and initiated actions to affect fiscal economies and to coordinate fiscal needs.
- Created and maintained internal records for gathered cost-share commitments. Tracked all cost share requirements ensuring that full commitments have been met. Ensured all commitments were appropriately uploaded to UCSD systems. Reviewed, approved, denied commitments submitted by subawardees and agencies if not in compliance with agency standards and/or Sea Grant Conditions of Award.
Administrative Specialist
CA Sea Grant - UCSD
04.2015 - 06.2017
- Independently performed post-award auditing of express card purchases for allowability, allocability, and availability of funding. Monitored use of cards and ensured that UC purchasing, disbursement and internal control policies and procedures were observed. Trained all staff on proper usage.
- Collaborated with Specialist to provide full fiscal support for each of their various programs, including setting up awards, monitoring expenses, preparing reimbursements for travel and other project related costs, providing advice on purchasing needs, and making recommendations in accordance with University policy and fund agency guidelines.
- Provided comprehensive financial administration of extramural funds with multiple indices, funding agencies, sites, and Principal Investigators from various funding sources including federal, state, flow-through, subcontracts, PO for servies and matching funds.
- Coordinated, processed and fulfilled all activities pertaining to CASG fellowship programs, from award set-up to close-out. This included allocation letters, transfer of funds, setting up sub-awards, analyzing internal reports to monitor fellowship expenditures by host institution/fellow, reconciling ledgers, resolving discrepancies, prepared agency invoices and gathering reports as required by the agency and OPAFS to meet conditions of awards.
Blank Assistant 3
CA Sea Grant - UCSD
01.2015 - 04.2015
- Used critical thinking to break down problems, evaluate solutions and make decisions to closeout CASG's NA10 omnibus.
- Developed and maintained courteous and effective working relationships with internal and external partners including other UC and CSU campuses.
- Demonstrated strong organizational and time management skills while managing multiple projects.
Education
High School Diploma -
Mark Twain High School
San DiegoSkills
- Problem-solving aptitude
- Budgeting and forecasting
- Reliability
- Staff training and mentoring
- Operations Management
- High-pressure environments
Timeline
Research Administrator 4
CA Sea Grant - UCSD
03.2024 - Current
Research Administrator 3 (Supervisor)
CA Sea Grant - UCSD
02.2019 - 03.2024
Research Administrator 2
CA Sea Grant - UCSD
06.2017 - 02.2019
Administrative Specialist
CA Sea Grant - UCSD
04.2015 - 06.2017
Blank Assistant 3
CA Sea Grant - UCSD
01.2015 - 04.2015
High School Diploma -
Mark Twain High School
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