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#108936 Research Administrator 3

Filing Deadline: Thu 6/24/2021

UCSD Layoff from Career Appointment: Apply by 06/15/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 06/24/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.

The effects of the COVID-19 pandemic have impacted UC San Diego Campus hiring. UCSD Campus will continue to recruit for essential positions and we ask for your understanding and patience with our application process during this unprecedented time. For more information regarding steps we are taking to keep applicants and staff safe during this time, please click here. Additional information about UC San Diego’s response to the COVID-19 pandemic: https://returntolearn.ucsd.edu/ and https://blink.ucsd.edu/HR/services/covid-19/index.html.


Under the general supervision of the Finance Manager, this position is responsible for the oversight of complex awards by providing analytical and financial support in contract and grant administration, budget development, large financial project management, and closeout activities for federal, state, local and private awards. Involves activities associated with forecasting, planning, and managing of research portfolios by performing some or all of the following: reviewing proposals to ensure projected budget accuracy; 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.

Advises 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 proposal submissions. Requires compiling information from multi-faceted research groups and from other UCSD/SIO departments and external organizations, including other universities, government laboratories, and industry. Follows up 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 department management.

Other responsibilities include preparing monthly financial statements, reviewing appropriateness and allocability of expenditures, tracking availability of funds and applicable funding restrictions; preparing allocations and budget adjustment transfers as required; preparing cost transfers and other financial adjustments for fiscal closing and award close-out. The position will also be responsible for the processing and billing of outside purchase orders for external sales and service agreements.

• # of Proposals Submitted: n/a (pre-award functions handled by different unit)

• $ Amount of Proposals Submitted: n/a

• % of Proposal Types (Examples: Unsolicited, RFA, Center, Training Grant, Clinical, Contracts, Cost-sharing): n/a

• # of Awards Managed: 25

• $ Amount of Awards Managed (separate direct and indirect costs): $19 million direct, $11 million indirect.

• % of Award Types (Examples: Standard, Sub-award, Cost-Sharing, Program Project, Center Grant, Training Grant, Contracts): 98% federal, 2% other; 95% standard, 5% sub-awards.

• # of PI’s supported: 8

Additional complexity/workload responsibilities (see examples in guideline document): Interaction/collaborations with other departments or ORUs within UCSD.


  • Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment. Examples (not inclusive): Federal Uniform Guidance; federal registers (FDP and Expanded Authority); Cost Accounting Standards; and federal and state agency guidelines (NSF, NOAA, DOE, NASA, DWR, CEC, etc.).

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

  • Ability to manage significant volume of transactions. Ability to perform complex financial analysis and customized reporting. Ability to plan, organize, prepare and manage complex budgets for multiple projects, diverse disciplines, and involving multiple Principal Investigators.

  • Proven competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. Experience with advanced Excel spreadsheets and pivot tables, preferably in an Apple environment.

  • Maintains current knowledge of compliance regulations in all areas of research administration.

  • Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.

  • Ability to work independently, take ownership of work performance, follow through on assignments, identify problems and recommend course of action for resolution, and acknowledge those tasks/items/problems that need to be handled by self and those that need the Finance Manager’s or MSO's attention.

  • Experience with electronic filing systems. Ability to maintain and cross-reference complex filing systems for rapid/easy retrieval by self and others.

  • Ability to maintain confidentiality regarding financial, payroll, and personnel information

  • Ability to work within a team environment, participating in group discussion regarding systems, procedures and goals of the unit.

  • Excellent interpersonal communication skills for effective written and oral communication to correspond with all levels of administration using correct rules of grammar, punctuation, and proper formats, and demonstrating the ability to proofread own work.

  • Ability to review accounts in relation to shifting income/expenditure, audit spending trends and historical expenditures, analyze statements for balance of funds, provide projections, audit for appropriateness of expenses against agency regulations, and make sound recommendations for budget adjustments.

  • Strong management, problem-solving, decision-making skills and organizational skills, with ability to prioritize job functions to meet multiple deadlines, ensure smooth work flow and handle multiple tasks simultaneously.

  • Ability to apply programmatic knowledge regarding research objectives of projects/programs in order to analyze data, evaluate next-step procedures, weigh consequences in financial modeling, and advise PIs of the best solutions to the problems or issues at hand.

  • Ability to interpret government regulations and contractual arrangements, such as Expanded Authority, cooperative agreements, and flow-through subcontract and purchase orders. Ability to review, decipher, and examine governmental and contractual language in detail and assess carefully terms and conditions that govern the award.

Our employees enjoy competitive compensation packages and educational opportunities in a diverse, stimulating workforce.

This position is eligible for full benefits first day of hire:
a) Health/Dental/Vision Insurance
b) Vacation/holidays (15 vacation days & 13 paid holidays a year)
c) Work/Life Balance
d) Life insurance
e) UC Retirement Plan
f) Pet Insurance

For more information about UCSD Benefits please click here and visit UCSD Work/Life.

To calculate an approximate value of the UC Total Compensation package, please click here.

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
$68,100 - $82,600 /year
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon-Fri