Job Description

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#117542 Research Administrator 3

Extended Review Date: Tue 12/6/2022

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 07/15/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 07/26/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

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


Incumbent provides analytical and financial support to Principal Investigators (PIs) in the Jacobs School of Engineering in proposal processing, contract and grant administration, and budget development, including pre-award proposal initiatives, management of 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 and identifying and 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.

Independently oversees and maintains complex contract and grant records in compliance with institutional research sponsor policies for the Jacobs School of Engineering Dean's Office and schoolwide departments. Works with different agencies including, but not limited to NIH, NSF, DOD, DARPA as well as state, county, private, and international agencies on proposals and awards of diverse scope where analysis of data requires a thorough understanding of complex regulations. Completes and approves transactions for signature by the manager or other authorized institutional official. Works on complex proposals and awards that may involve multiple investigators and cross collaborations with other departments and/or multiple sub-awards. Typically works on complex proposals such as grants/contracts which require task budgets for multiple years, multiple PIs, and multiple sub-awards.

The incumbent interacts and collaborates on proposal submission with other UCSD departments, divisions, or ORUs. Calculates proposals with faculty who have GCCP, faculty start-up, faculty generated accounts, and UCPath funding entries.

This is a professional position at the experienced level of the Research Administrator Series. The incumbent is an experienced professional who knows how to apply theory and put it into practice with an in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions.

The incumbent performs Fund Management duties as outlined below:

of Proposals Submitted: 25-30

$ Amount of Proposals Submitted: > $30M% of Proposal Types (Examples: Unsolicited, RFA, Center, Training Grant, Clinical, Contracts, Cost-sharing):40% Unsolicited Grants & Contracts, 35% Contracts, 25% Foundation

of Awards Managed: 25

$ Amount of Awards Managed (separate direct and indirect costs): $4.5M Direct, 2M IDC% of Award Types (Examples: Standard, Subaward, Cost-Sharing, Program Project, Center Grant, Training Grant, Contracts): 35% Contracts, 25% Standard, 25% Foundation, 10% Subaward, 5% Cost Sharing Post-award reporting complexity: Complex, multiple PI’s collaborating, and cost-share reporting

of PI’s supported: 15-20

Cover letter required for a complete application.


  1. Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.

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

  3. Ability to manage significant volume of transactions. Ability to perform complex financial analysis and customized reporting.

  4. Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.

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

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

  7. Effective interpersonal skills to interact with diverse individuals and groups. Knowledgeable about 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.

  8. Proven analytical ability working with extensive and detailed information in an accurate manner within established deadlines and procedures. Ability to review and apply cost accounting standards to all contract/grant expenditures.

  9. Requires thorough knowledge in OMB circulars such as Universal Guidance, A-21, A110 and principles of cost accounting standards, including allowability, allocability, and reasonableness, state, local, sponsor and institutional regulations, policies, and guidelines.

  10. Excellent interpersonal skills. 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.

  11. Experienced with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements.

  12. Proficiency in utilizing excel or Google spreadsheets for reports and pivot tables or similar experience using other financial reporting tools.

  13. Skill to exercise effective control of situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities.

  14. Utilizes creativity to offer solutions on complex problems to PIs and Co-PIs, supervisor or management; works independently with little required supervision; independently interprets and implements applicable UC, UC San Diego and agency policies, procedures and guidelines. Engages colleagues within and outside of the administrative unit to discuss best practices for the development of initiative and independence of staff of the administrative unit; recommends changes to the administrative unit's best practices to senior management.


  • Job offer is contingent on clear background check.
  • Overtime may be required.
  • Occasional evenings and weekends may be required.
  • Cover letter required for a complete application.

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

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.

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