Job Description

Payroll Title:
PSYCHIATRY/Dept. Central Administration
Hiring Pay Scale
$81,000 - $115,000 / Year
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday- Friday

#124070 Research Administrator 4 - Hybrid or Remote

Extended Deadline: Mon 10/2/2023

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

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

UCSD Layoff from Career Appointment: Apply by 07/13/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 07/24/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Candidates hired into this position may have the ability to work remotely or hybrid. A hybrid schedule will include a combination of working both onsite on Campus and remote.


The 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.

The Research Administrator 4 is responsible for providing leadership, training, daily management, planning coordination and supervision of the complex sponsored financial activities in the Department. The incumbent will complete complex financial reporting to include budget development and trend analysis, create and compile financial reports which track spending patterns, capture statistics and identify trends. This position also develops and implements standard operating procedures to ensure efficiency, effectiveness, and quality control.

Duties will be focused on post-award fiscal management, analysis and administration of sponsored projects and supervision of fund managers. Post-award activities include direct management of budgets and short- and long-term financial planning. Provide direct supervision to 2-3 fund managers and/or fiscal assistant that includes their training, daily workflow management, performance, reporting and complex sponsored projects financial management.

Due to the large and high volume of work tied into the position, incumbent will oversee the post-award activities and cleanup efforts through department wide cleanup including but limited to the department default, obsolete projects, departmental holding account and other specialized projects stemming from the HR and financial systems. Mentoring staff and leadership on central committees will also be essential to the position to ensure that the mission of the department is accomplished. Incumbent will act independently and on behalf of the department. Incumbent will cover open positions as needed.


  • Nine (9) years of related experience, education/training, OR a Bachelor’s degree in related area plus five (5) years of related experience/training.

  • 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. Proven ability to perform highly complex financial analysis and customized reporting.

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

  • 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.

  • 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.

  • Advanced knowledge and extensive work experiences in developing and monitoring operational and budget processes, staff FTE, finance, human resources and space planning. Extensive work experiences in all Post-Award contract and grant budget management through the work of staff supervised to set up, manage, and report on the new, continuation, and renewal sponsored projects. Advanced work experiences in the best available standardized tools, working with department colleagues to improve efficiency and quality for portfolio management.

  • Extensive work experiences in consulting with the PI regarding the spending to date and burn rate, advising the PI on trends and inquiring about unusual expenses or underspending. Proficiency in preparing the monthly budget analysis for each PI using an electronic spreadsheet program with multiple worksheet links. Proficiency in modifying spreadsheets and performing spending rate analysis for each PI monthly, preparing salary projection backup and include coordinating requests with other UC departments.

  • Advanced knowledge and extensive work experiences in serving as mentor to all Fund Managers consulting over policies and procedures, sharing and dissemination of information and updates that affect the duties of Sponsored Projects Fund Managers. Demonstrates proficiency and understanding of Uniform Guidance, Cost Accounting Standards and is able to apply these to any agency requirements to guide the Principal in the financial management of the multi millions of dollars they have been awarded to perform research at UCSD.

  • Advanced knowledge and experiences in serving as subject matter expert in HR, Accounts Receivable, Accounts Payable, Reporting, Sponsor policies, Federal policy and advises the Principal Investigator to manage and complete specific aims and reporting requirements on time.

  • Extensive work experiences in advising SPA Fund Management team on setting up and managing awards released by funding institutions, providing the steps necessary for funding changes, cost transfers (as needed) and reviewing the spending trends; extensive experiences in reviewing and advising Psych SPA Fund Management team on the proper procedures and steps on post-award processing and close out.

  • Strong experience and leadership skills serving as Psych SPA liaison on Campus/Health Sciences committees to ensure standardization, business alignment and best practices are implemented in the Psych SPA as well as superb leadership experiences and skills in partnering and collaborating with various campus and Health Sciences constituencies including central offices representing EVC Academic Affairs, VC Health Sciences, VC Marine Sciences, VC Research Affairs and VC External and Business Affairs.

  • Advanced knowledge and strong track record in the development and monitoring of policies and procedures for department or department operations; extensive experiences and abilities in developing policies and procedures appropriate for internal controls related to post-award for the department.

  • Extensive work experiences in managing multiple complex awards of NIH PPG, Center Grants, OT awards and training grants all of which require additional analysis and reporting to the sponsors.

  • Extensive work experiences in providing consultative services, policy interpretation, instruction and advice to the principal Investigators, their administrators, and the Department Financial Assistants on all-fiscal matters, UC and agency policies and procedures relating to sponsored projects.

  • Extensive work experiences serving as the subject matter expert for all sponsored projects matters. Takes the lead on core concepts and tools for Psych SPA staff, as well as accessibility and utilization of central tools by department staff and principal investigators. Extensive experience serving as lead person including but not limited to Health Science Faculty Compensation, Research Space, Equipment Inventory, effort reporting, etc. and strong demonstrated experience in managing complex and complicated PIs Contracts and Grants Managements.

  • Advanced knowledge and extensive work experiences in working through complex submissions and partners with Principal Investigators (PIs) to ensure the success of their portfolio, authorizing establishment of complex contract and grant fund accounts with approval of other analysts, director or other authorized institutional official, dealing with unique issues and problems without precedent or structure, possessing joint responsibility to oversee the SWAT/Recon team for Health Sciences which provides transactional financial support to Psychiatry Sponsored Projects Admin on duties as assigned (including but not limited to the department default, the VMRF JPAs and VA IPAs, subcontracts, etc) that are needing to have expenses applied to their appropriate fund sources.

  • Extensive work experiences in working independently to assess complex grant, contract and subcontract transactions where analysis requires an in-depth evaluation of variable factors.


  • Employment is subject to a criminal background check.
  • Must be able to work overtime, evenings, and weekends based on business needs.

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).

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:

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

Application Instructions

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