Job Description

Payroll Title:
Hiring Pay Scale
$80,000 - $102,000 / Year
Hybrid Remote
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon - Fri

#125731 Lead Training & Fellowship Research Administrator

Extended Deadline: Tue 12/12/2023

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment: Apply by 10/06/23 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/18/23. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Job posting will remain open until a suitable candidate has been identified.


Incumbent will serve as a Lead Training and Fellowship Research Administrator within the shared service unit of Post Award Fund Management and Pre-Award Research Administration for the School of Biological Sciences (BioSci). The Lead Training and Fellowship Research Administrator is responsible for independently managing a portfolio of various types (detailed below) of Federal, State and various non-federal or state sponsors (e.g. industry, private industry, donors, etc.) totaling ~$50M across all types of fund sources and agreements. This can range between 100-250 PPMs for between 50-100 proposals. At the direction of the Post-Award Manager, the incumbent provides day to day oversight, work direction, and hands-on training to ~4 of the Post-Award and Pre-Award Fund Managers (RA 2 and 3 levels).

The School of Biological Science's diverse portfolio of sponsored projects focused on training, fellowships, and scholarship award types that range across federal agencies, state and local organizations, foundations, private philanthropic sponsors, with the full range of various types of agreements and contracts. The numerous and varied agencies include, but are not limited to: NIH, DOD, NSF, DOE, private foundations, state and county agencies, and private funding. This requires a breadth and depth of experience in sponsored project administration across the full lifecycle of award, as well as understanding of the unique requires for training grants and fellowships. The Lead Research Administrator is required to be a subject matter expert in all areas of sponsored project administration and is responsible for the analysis of the pre-award proposal and management of the post award administration for portfolios.

The Lead Training and Fellowship Research Administrator will work in partnership with the proposals and pre-award team to provide project and proposal management, financial analysis, budget preparation, cost estimates, interim financial report, and other financial related matters that are embedded within the pre-award process related to training and fellowship programs. The incumbent will act as a key member of the proposal team to ensure resources and financial impact is understood for the most complex proposals within the School, such as training grants, large scale cooperative agreements, program project grants, and other complex and multifaceted proposals. This requires an intermediate knowledge of project management, along with expert level of grants and research administration experience, as well as financial management and analysis.

The Lead Training and Fellowship Research Administrator is responsible for liaison with other teams that support trainees, scholars and fellows. This position will need to have a detailed expert level understanding of the graduate programs, stipend and fee schedules, and an ability to navigate complex funding issues related to graduate student researchers and will be responsible for developing cost projects for faculty with these populations. The position will lead the funding entry process for all student researchers, trainees, scholars and fellows.

This position of Lead Research Administrator (RA 4) reflects a higher degree of independence and experience compared to the Sr Research Administrator (RA 3) due to the following criteria-

1) Considered a subject matter expert; (2) has demonstrated mastery in job responsibilities, with minimal supervision; (3) 75% of the body of work is considered "complex." Complex is defined as:

* Multi-project grants

* Classified agencies

* Significant volume of sub awards

* Fellowship Awards

* International institutions/awards

* Multi-campus awards

* PPG/Center Grants

* Significant institutional cost sharing

* Grants/Contracts with task budgets/option years

* Lead RA for interim assignments

In addition to the above duties, the Lead Training and Fellowship Research Administrator will provide mentorship, training, and guidance to ~4 of the post award and pre award research administrators, as well as financial transactional staff that support trainees and fellows. Additionally provide expert fiscal management for a full range of sponsored projects, core, operating and other restricted funds including large, complex contracts, industry service agreements, grants, cooperatives agreements, business agreements, gift funds proposals, training grants and educational programs. Incumbent is responsible for comprehensive training grant and fellowship pre-award analysis, support, and post-award administration. This position serves as liaison between between OCGA, SPF, General Accounting, AMAS and other central offices. May participate in organizational committees for research administration.

In coordination with the Director of Sponsored Projects leads the development, training and implementation of complex financial reporting and analysis of revenue and expenditures for training, fellowship and educational sponsored programs.. Maintains internal controls and quality control for processes that allow for compliance and to meet regulatory requirements of UC, UCOP and the sponsors. Incumbent will need to understand and interpret large sets of data to provide guidance around business decisions for School and faculty. Perform other duties as assigned.

~This position will work a hybrid schedule which includes a combination of working both onsite at Campus and remote.


  • Extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.

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

  • Ability to manage high volume and complex transactions. Ability to perform highly complex financial analysis and customized reporting.

  • Advanced competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. Skill in using computers to enter, manipulate, and especially retrieve, aggregate, and analyze data. Strong proficiency in utilizing a variety of reports and queries, and ability to effectively use pivot tables utilizing computer programs such as excel, google sheets, etc.

  • Maintains knowledge of and ability to interpret and apply sponsor, institutional and departmental policies. Knowledge of current compliance regulations in all areas of research administration.

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

  • Experience with all types of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements. Knowledge of complex funding sources for various projects, including DOD, DOE, DHS, NSF, NIH, and NASA and other federal and state agencies, Foundation or gift funds, and state funds. Ability to analyze which differences and similarities are important.

  • Full knowledge of Federal Acquisition Regulation, Code of Federal Regulations, sponsor-specific policies, intellectual property policy, conflict of interest requirements, publication rights, application of indirect cost rates and other complex concepts in research administration.

  • Ability to interpret policy for others.

  • Demonstrated leadership skills and experience in providing work direction and training to professional staff, fostering innovation, service and accountability, and to give clear instructions and guidelines. Ability to delegate and assign tasks and monitor production and quality of work. Ability to teach/train staff in all aspects of job duties/responsibilities.

  • Experience working in higher education with faculty and researchers, preferably in the preparation of proposals.

  • Extensive experience successfully preparing large and complex research proposals.

  • Ability to work in a fast paced environment with overlapping deadlines and short lead times and maintain a high level of attention to detail, and ability to work with a high degree of accuracy and follow through.

  • Extensive knowledge of payroll and personnel regulations including impact of salary scales, merits, range adjustments. Knowledge of employee benefit regulations, leave accruals, summer salary policies, and a range of flexible salary options to meet appropriate fund source uses.

  • Expert level experience with sponsored project (pre-and post award) management for student populations and educational related award types.

  • Demonstrated experience working with training grants, fellowships, education sponsored projects and scholarship programs.

  • Experience mentoring new researchers in sponsored project administration.


  • Occasional non-standard work hours. Occasional evenings and weekends may be required.

  • Job offer is contingent upon satisfactory clearance based on Background Check results.

  • This position is eligible for a Hybrid flexible work arrangement, which could include a non-standard work schedule, and/or the ability to work off-site part of the time.

Pay Transparency Act

Annual Full Pay Range: $63,400 - $142,800 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $30.36 - $68.39

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

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:

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

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Apply Online