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#99151 Research Administrator 2

Extended Deadline: Mon 5/20/2019

This position will remain open until a successful candidate has been identified.

UCSD Layoff from Career Appointment: Apply by 4/23/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 5/3/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The Department of Medicine at UC San Diego is a leading center for research, teaching and clinical care. The Department houses approximately 20 divisions. With nearly 470 full-time faculty members and over 100 academic researchers, the Department of Medicine is the largest of the departments in the University of California, San Diego School of Medicine.

The Department spends approximately $130 million in sponsored research dollars per year and manages a wide range of award types from a variety of agencies. Current sponsored research activity includes approximately 500 active awards including R01s, Training Grants, PPG/SCORE/Center Grants, NIH Contracts, Fellowships, PA/IPA’s, Foundation accounts, State grants, Lab Service Agreements, clinical trials, recharge facilities and other individual private sponsor and other awards.

Under the supervision of the Assistant Director-Sponsored Projects Office, the incumbent will assist with providing extramural funds financial analysis and fiscal management for an assigned group of faculty. The assignments will cover both pre- and post-award and carry up to approximately $8 million in sponsored project funding sources.

In collaboration with Research Administrators on the team, the incumbent will assist with the management of a portfolio that involves multiple PIs, multiple funding sources (Federal, State, private grants including program projects; contracts, gifts, clinical trials, sub awards, fellowships, service agreements, and UC Foundation transfers). Work with numerous different agencies to include, but not limited to NIH, DOD, AHA as well as state and county agencies and private funding.

This position will provide financial reporting and analysis of revenue and expenditures. Identify problem areas, formulate alternative solutions and make recommendations for a wide variety of financial and administrative issues. Utilize standardized procedures and automated systems to create a variety of internal reports and validation of data for management use.

As the business needs of the Sponsored Research area change, individuals may specialize in a specific area and assignments are considered flexible. This is a succession planning position developed to provide a developmental path for those interested in pursuing a career in research administration and university finance. Incumbents hired into this position are expected to have some theoretical knowledge, but limited experience in the area of fund management.

In the pre-award capacity with general supervision, this position will develop and/or oversee research proposals, awards and/or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional and research sponsor policies. Works on proposals of moderate scope such as Personnel Agreements with the VA hospital and their partners in order to fully support the work of the faculty within the Department of Medicine.

Receives assignments on project basis and fully analyzes problems, gathers data and information, and recommends solutions. May be eligible for delegated signature authority. Completes and approves transactions for signature by manager or other authorized institutional official.


  • A Bachelor's Degree in related area; and/or equivalent experience/training.

  • Minimum of two (2+) or more years of financial experience.

  • Demonstrated knowledge of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines.

  • Knowledge of federal, state, and private agency contract and grant regulations and requirements from proposal preparation through close out; including but not limited to cost accounting standards.

  • Demonstrated knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.

  • Ability to perform moderately complex financial analysis and customized reporting. Experience analyzing expenditures, recognizing trends in order to support budget adjustments. Ability to manage a high volume of transactions.

  • Strong competence using spreadsheet and database software in financial analysis, fiscal management and financial reports. Experience with UCSD on-line and web based accounting systems (IFIS, FinancialLink, etc.).

  • Demonstrated experience with UCSD Personnel Payroll System (PPS) policies and procedures. Proven skill in using a variety of computer systems, including database, spreadsheet, word-processing, and Internet systems.

  • Maintains current knowledge of compliance regulations in all areas of research administration. Knowledge of University policies and procedures regarding purchasing, returned goods, travel, disbursement, inventory, and ability to work collaboratively with contacts involved in these processes.

  • Strong knowledge of generally accepted accounting, fiscal and reporting principles. Demonstrated experience with principles and practices of fund accounting, cost analysis and audit procedures.

  • Proven knowledge of policies and procedures relating to contract and grants; and accounting. Ability to independently interpret, analyze, and implement appropriate policies in a given situation.

  • Demonstrated experience designing financial management tools to administer awards. Demonstrated experience in budget preparation using automated spreadsheet systems.

  • Proven ability to analyze financial issues, recognize potential impact, identify creative and alternative solutions; make and implement recommendations. Problem-solving and negotiation skills with ability to exercise discretion.

  • Experience in developing, producing and completing reports for various funding agencies; projecting multi-year expenditures and outcomes as they relate to individual projects, and the department; ability to apply programmatic knowledge to coordinate financial aspects of award administration.

  • Ability to maintain independent judgment; strong organization; communication skills; and a customer service focus. Ability to maintain a professional attitude during interaction and collaboration with a wide range of personalities. Excellent communication skills.

  • Strong organizational skills. Skill in prioritizing a high volume workload to ensure priorities and other deadlines are met. Ability to work in pressure situations to meet deadlines and accommodate interruptions.


Employment is subject to a criminal background check.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic team!


Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.


UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego School of Medicine
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Commensurate with Experience
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Work Schedule:
Days, 8 hrs/day, Mon-Fri


As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.