Job Description

Payroll Title:
PSYCHIATRY/Substance Abuse
Salary Range
Commensurate with Experience
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, Variable

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

#116959 Research Administrator

Extended Deadline: Thu 7/7/2022

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

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

UCSD Layoff from Career Appointment: Apply by 06/17/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 06/28/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.


UCSD Department of Psychiatry is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, cutting-edge research, and state-of-the-art clinical services. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

Under general supervision, the Research Administrator will work as Office Manager providing project-specific management and support for the Principal Investigator (PI), and research staff on long-term research projects. Responsible for fiscal management of project to include long-range planning for lab and budget policy recommendations to PI to ensure the smooth operation of the project. Evaluate administrative needs and advises the PI and management research staff in the research program to achieve short and long term management and administrative goals. Provide independent payroll/personnel administration in conjunction with the Department Personnel Office. Audit, analyze, and reconcile the various monthly operation ledgers and determine use of appropriate methods to correct discrepancies. Analyze fiscal data and develop monthly financial reports that track income and expense trends and forecast program expenditures. Manage student staff hiring, adherence to all UCSD requirements for purchasing, including human subject payment for study participants.

Manage UCSD Human Research Protections Program protocols. Perform all administrative functions pertaining to the Alcohol Medical Scholars Program. Given the nature of the research in this lab, be familiar with the American Psychiatric Association Diagnostic and Statistical Manual of Mental Disorders (DSM) and with semi-structured interviews and the interviewing process. Provide administrative support to PI and ensure efficient and effective day-to-day functioning of the PIs research lab. Evaluate and maintain division personnel and research policy files and archives; manage and maintain equipment inventory and key control; direct, submit and track throughout completion all facilities management building work requests. Perform a wide range of duties requiring confidentiality, discretion, tact, diplomacy, decision-making skills, and sound judgment. Monitors and maintains facilities, supplies and equipment.


  • Experience providing full range of administrative support, including skill to coordinate complex activities and to use independent judgement to organize and prioritize office functions.

  • Proven knowledge of correct English grammar, spelling, punctuation, and word usage, skill in transcribing dictation, and skill in accurately proofreading work.

  • Knowledge of UCSD policies, procedures and all the relevant rules and regulations pertaining to: the management of personnel; contracts and grants; inventory management; travel policies and procedures, travel events, documents and processing; entertainment; and event planner and express cardholders. Ability to complete processes and forms thoroughly accurately and timely with appropriate follow-up.

  • Experience with budget preparation process for grant proposals and monitoring of budget expenses. Knowledge of basic accounting principles and how they relate to the budget process. Experience with accurate accounts receivable and payable.

  • Experience in contract and grant development and reporting, including federal grants. Experience with NIH and other grant organizations, procedures, guidelines and regulations.

  • Thorough knowledge of UC policies and procedure; understanding of IFIS and Link Family program. Experience with online entry of purchase requests, purchase orders, pay authorizations, etc.

  • Proven knowledge of UCSD and SDSU human subjects protocol policies, rules and regulations to ensure protocol compliance.

  • Demonstrated knowledge of Website maintenance and monitoring.

  • Knowledge of Editorial Manager in performing a wide array of Journal editorial functions.

  • Familiarity with and able to use the American Psychiatric Association Diagnostic and Statistical Manual of Mental Disorders (DSM) and semi-structured interviews.


  • Employment is subject to a criminal background check.
  • Must be willing to work overtime and weekends as needed.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our 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.

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.

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:

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

Application Instructions

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