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#103844 Research Administrator 3

Filing Deadline: Tue 2/25/2020

UCSD Layoff from Career Appointment: Apply by 02/14/2020 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 02/25/2020. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The Marine Physical Laboratory Division (MPL) Division at SIO is seeking a fund manager that provides analytical and financial support in proposal processing, contract and grant administration, and budget development, including pre-award proposal initiatives, management of complex funds post-award, and closeout activities for federal, state, local and private sponsors. Involves activities associated with forecasting, planning, and managing of research portfolios by performing some or all of the following: coordinating, identifying, developing and/or presenting proposals, contracts and other agreements; reviewing proposals to ensure institutional compliance; negotiating, administering and monitoring contract and grant awards, including compliance with regulations, terms and conditions; financial management and reporting; and sub award/subcontract issuance and administration.

This position typically works on complex proposals such as grants and contracts which require task budgets, option years, phases, multiple investigators and multiple sub-awards. Works on proposals and awards of diverse scope where analysis of data requires the thorough understanding of complex regulations. Guides less experienced staff. Advise PIs and staff on applicable overhead rates, UC and agency rules, regulations, required language for budget justifications, cost-sharing rules, fees, and funding trends. Responsible for a high degree of accuracy in compiling budget data, spending projections, and faculty compensation plans for the proposal submittals. Requires compiling information from multi-faceted research groups and from other UCSD/SIO departments and external organizations including other universities, government laboratories, and industry.

Follow through on proposal applications, agency reporting requirements, no-cost extensions, re-budgets, continuations, and renewals. Must be able to interact professionally and confidently with a variety of faculty and research professionals and to incorporate assertive methods of connecting with agency and university resource offices on behalf of the researcher and/or management. The position will also be responsible for the oversight of complex awards; the processing and billing of outside purchase orders for services; and the billing of complex awards. Responsibilities include: preparing monthly financial statements; reviewing appropriateness of expenditures, availability of funds and applicable funding restrictions; preparing allocations and budget adjustment transfers as required; and preparing cost transfer and other financial adjustments for fiscal closing and award close-out.

  • Occasional evenings and weekends may be required.

  • Work location is in Point Loma. This position requires travel to UCSD and SIO campus for occasional meetings. Must have reliable transportation.


  • Bachelor's Degree in related area or an equivalent combination of experience and/or training. Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.

  • Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles. Ability to review and apply Cost Accounting Standards (CAS) to all contract and grant expenditures.

  • Proven knowledge of general accounting practices, procedures, and theory of accounts. Ability to read, understand, and interpret the general ledger and other accounting documents. Knowledge of financial accounting and bookkeeping principles, purchasing, inventory, travel, and all related functions.

  • Demonstrated experience with all types of award mechanisms including grants, contracts, subcontracts and cooperative agreements.

  • Current knowledge of compliance regulations in all areas of research administration. Knowledge of federal rules, regulations, and guidelines (OMB A-21, 133, 110) to ensure strict compliance with auditing and reporting requirements and ability to translate them into daily departmental practices and procedures.

  • Proven ability to perform complex financial analysis and customized reporting. Ability to analyze and prepare budgets, to identify spending patterns and to project future expenditures to include projecting salary, benefits, fees, and indirect costs with knowledge of payroll and personnel regulations impacting such costs.

  • Demonstrated experience and skill in analyzing spending patterns of PIs, identifying their needs and incorporating information in budget requests, reports, and projections.

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

  • Demonstrated experience in interpreting and applying complex rules, regulations, and systems, and designing/developing enhancements to routine operations.

  • Strong skill in preparation and analysis of contractual proposal documents, including budget data, support details, and other data as required by the granting/contracting agencies. Knowledge of proposal formats and requirements of federal, state and private agencies including submission deadlines. Ability to interpret government regulations.

  • Proficiency using a computer and related software such as Filemaker Pro, Word, and Adobe. Intermediate to advanced level skills in Excel. Proven competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.

  • Superb analytical ability working with extensive and detailed information in an accurate manner within established deadlines and procedures. Advanced proofreading skills and ability to analyze content and implication to proposed budget.

  • Excellent communication skills. Strong customer service focus across broad and diverse subject areas. Ability to interact effectively and constructively with a wide range of changing personalities in person, over the phone, and via email exercising tact, diplomacy, and confidentiality.

  • Strong organization skills. Ability to manage a significant volume of transactions and prioritize work with conflicting and changing priorities and deadlines. Ability to maintain independent judgment, identify problems, and successfully coordinate solutions.


  • A background check requirement; offer of employment is contingent upon candidate clearing the background check process.

  • Must be able to obtain and maintain NIWC/federal clearance to access the Naval Base Point Loma.

  • Must be US Citizen or have permanent residency status in US.

  • Confidentiality is a condition of employment due to access to sensitive materials found in proposals and budget.

The University of California 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.

Payroll Title:
Hiring Salary Range
$53,600 - $73,272 /year
Rosecrans Street
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon - Fri