Job Description

Payroll Title:
Hiring Salary Range
$52,200 - $94,000 / Year
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday-Friday

#120650 Research Administrator 2/3

Initial Review Date: Wed 1/4/2023

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.

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

UCSD Layoff from Career Appointment: Apply by 12/19/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/29/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Placement within the salary range is determined by internal equity, relevant qualifications, and collective bargaining agreements (when applicable).

Depending on experience of the selected candidate, this position will be hired at the RA2 or RA3 level.


The Sponsored Projects Office (SPO) within the Department of Medicine is a fast-paced and dynamic office at UC San Diego. As a Department, we manage over $150 million in sponsored research dollars and submit over 100 applications annually. Many federal, state and nonprofit agencies fund the highly varied research we manage and our projects often involve a high degree of complexity. Our projects support comprehensive and cutting edge clinical and basic research that help us to understand human health, and to do this work we partner with collaborators across campus and the world. Our SPO team is therefore continually learning; we must stay apprised of many types of funding and compliance regulations while maintaining relationships with numerous individuals and offices both on and off campus.

The Division of Gastroenterology/Hepatology (GI/HEP) SPO unit is a high-performing and collaborative team that manages over $20 million dollars of sponsored research, fellowships, and training opportunities for GI/HEP. We strive to provide holistic research administration support to our faculty and junior investigators.

Our team members generally either focus on pre- or post- award responsibilities, depending on team members’ skills and experiences and the needs of our division. Each GI/HEP team member keeps up-to-date with applicable topics in their respective focus areas and shares their expertise with the team, helping us to support each other and our GI/HEP researchers’ multifaceted and important work. The dedication of our researchers and team was recognized the past two years as U.S. News and World Report ranked the Division of Gastroenterology/Hepatology #1 in the country for our research.

The Division of Gastroenterology/Hepatology (GI/HEP) SPO is looking to hire a Research Administrator to join our team. Under the Assistant Director for GI/HIP, the Research Administrator will use contracts and grants concepts to manage post-award administration for a select group of GI/HEP researchers (see below for more details on the standard pre- and post- award duties within our team).

Examples of Standard Pre- and Post- Award Duties within GI/HEP SPO


  • Independently develop/oversee research proposals, awards, and transactions
  • Initiate and submit progress reports and closeout reports with researchers/applicable offices
  • Initiate and maintain collaborator agreements like sub awards
  • Research and confirm sponsor guidelines/allowability-related questions
  • Support correspondence with the sponsor on any prior approval requests


  • Work with researchers to assign personnel effort appropriately
  • Review expenditures to ensure expenditures comply with applicable policies/guidelines
  • Prepare financial expenditure reports
  • Track and initiate invoicing
  • Prepare financial projections
  • Prepare progress report financial information
  • Prepare financial closeout report information to sponsors
  • Initiate close-out of old or ended awards

Under general supervision, develops and / or oversees 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 single investigator NSF proposals where analysis of financial information or reports requires review of a variety of factors (e.g. budgets, salaries, expenses, etc.). 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.


  • Three years of related experience, education/training, OR an Bachelor’s degree in related area plus two years of related experience/training.

  • 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.

  • Strong Organization Skills. It is important the incumbent has the experience/ability to organize information and deadlines in a fast-paced, dynamic work environment.

  • Strong Communication Skills. Our team members have the ability to communicate effectively and diplomatically with multiple stakeholders, including staff, faculty and community members within and outside of UC San Diego. This also includes the ability to translate technical research administration guidelines into lay/understandable language for a variety of stakeholders.

  • Adaptable, Continual Learner. Incumbent will stay current on compliance regulations in applicable areas of research administration, particularly as policies and procedures frequently change. Additionally, the candidate should be able to adapt to new UC San Diego/UC research administration systems as they evolve.

  • Experience Researching Policies/Procedures. Incumbent must have experience in the research administration guidelines of Federal, nonprofit, and state sponsors supporting research and educational activities, preferably in a university environment (e.g. OMB circulars, uniform guidance) AND/OR applicable experience researching, analyzing, interpreting, and evaluating financial policies and issues.

  • Financial and Budgeting Experience. Incumbent will regularly utilize financial and budgetary spreadsheets and reports. Incumbent must be skilled in the use of spreadsheet and database software for budgeting, financial analysis, fiscal management and financial reports.

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

  • Ability to manage a high volume of transactions.

  • Ability to perform moderately complex financial analysis and customized reporting. Demonstrated experience analyzing expenditures, recognizing trends in order to support budget adjustments.

  • Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. Demonstrated experience with UCSD on-line and web based accounting systems (IFIS, FinancialLink, etc.). Demonstrated experience with UCSD Personnel Payroll System (PPS) policies and procedures. Demonstrated skill in using a variety of computer systems, including database, spreadsheet, word-processing, and Internet systems.

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

  • 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.

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

  • Demonstrated 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.

  • Demonstrated organizational skills. Skill in prioritizing a high volume workload to ensure priorities and other deadlines are met. Demonstrated ability to work in pressure situations to meet deadlines and accommodate interruptions. Ability to maintain flexibility to redirect efforts when priorities change.

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

  • Demonstrated 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 as a whole; ability to apply programmatic knowledge to coordinate financial aspects of award administration.

  • Collaborative and Customer Service Approach. Incumbent will establish and maintain cooperative working relationships with the GI/HEP SPO team, GI/HEP researchers, university research administration offices, and the campus community


  • Employment is subject to a criminal background check.

Pay Transparency Act Full Salary Range: $48,900 - $102,300 Annually

The University of California, San Diego is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Expected Pay Scale. Placement within the Expected Pay Scale is determined by internal equity, relevant qualifications, and collective bargaining agreements (when applicable).

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.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Application Instructions

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