DARPA Administrative Coordinator

University of California, Irvine; Irvine (CA); On-site; USD 45,460 - 52,348; Part time

Job summary

University of California, Irvine is seeking an administrative professional to support a DARPA‑funded project on open math problems. The role emphasizes grant operations, IRB compliance, and workshop logistics, with on‑site start and a possible hybrid schedule later.

The position requires a high level of organization and the ability to manage multiple priorities in a dynamic, multi‑institution environment. This 50% time role begins fully onsite at the UCI campus, with hours typically 4 hours

Qualifications

• Bachelor's degree or equivalent experience or training.
• Ability to multi‑task with demanding timeframes.
• Strong organizational and communication skills.
• Ability to use discretion and maintain confidentiality.

Responsibilities

• Coordinate grant operations for the DARPA project, including subawards, consultant agreements, required federal reporting, financial tracking, and procurement – 25%
• Administer human subject participant payment processing and stipend compliance, including workshop stipends and beta‑test compensation – 10%
• Coordinate and support human subjects research (HSR) and IRB processes, including protocol development and submission, compliance tracking, and management of participant documentation – 25%
• Plan and manage project workshops and events, including logistics such as venue coordination, catering, participant travel and lodging, and reimbursement processing – 25%
• Provide scientific writing support, including drafting and preparation of evaluation reports and other required deliverables for DARPA program stakeholders – 15%

Skills

Organization

Communication

Multitasking

Confidentiality

Education

Bachelor's degree or equivalent

Tools

Office software

Job description

Who We Are

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide. Visit www.uci.edu for more information.

Your Role on the Team

The Department of Mathematics is seeking an administrative professional to provide comprehensive administrative and programmatic support for the DARPA-funded project "Field Testing AI on Open Math Problems" and its PI’s scientific effort. Responsibilities include coordinating core grant operations such as subawards, consultancies, and required reporting (monthly, quarterly, annual, and milestone-triggered); facilitating IRB protocols and human subjects research compliance; managing workshop and event logistics (venue, catering, participant travel, lodging, and reimbursements); supporting procurement of project-related supplies, tools, and equipment; coordinating payments and processing for human subject participants; assisting with scientific writing and evaluation reports for program stakeholders; and providing hiring, onboarding, and general administrative support to project PI and collaborators. The role requires a high degree of organization, attention to detail, and adaptability, along with the ability to manage multiple priorities and support a dynamic, multi-institutional research environment. This is a 20‑hour per week (50%) position, beginning fully onsite at the UCI campus. A hybrid schedule may be possible after initial discussion with the Principal Investigator and Chief Administrative Officer. Specific work hours will be determined with the final candidate.

Essential Functions

• Coordinate grant operations for the DARPA project, including subawards, consultant agreements, required federal reporting, financial tracking, and procurement – 25%
• Administer human subject participant payment processing and stipend compliance, including workshop stipends and beta‑test compensation in accordance with UC, IRS, and DoD/DARPA HSR requirements – 10%
• Coordinate and support human subjects research (HSR) and IRB processes, including protocol development and submission, compliance tracking, and management of participant documentation and processing – 25%
• Plan and manage project workshops and events, including logistics such as venue coordination, catering, participant travel and lodging, and reimbursement processing – 25%
• Provide scientific writing support, including drafting and preparation of evaluation reports and other required deliverables for DARPA program stakeholders – 15%

What It Takes to be Successful

Required

• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to multi‑task with demanding timeframes.
• Working knowledge of common organization‑specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Bachelor's degree in a related area and/or equivalent experience or training.

Preferred

• Knowledge of UC policies: Purchasing, travel accounting, contracts and grants accounting.
• Prior experience with DoD‑funded research administration (DARPA, ONR, ARO, AFOSR).
• Prior experience with ZOT IRB (or any Kuali/Huron/Click‑based IRB system), HRP‑503 forms, and human‑subject payment processing.
• Prior experience coordinating across institutional sponsored‑projects, contracting, and HR offices.
• Experience with human subject participant payment processing for federally funded research, including UC stipend procedures, 1099 reporting thresholds, stipend‑versus‑compensation classification under IRB‑approved protocols, and audit documentation requirements.
• Minimum of 5 years of experience at the University of California/UCI.

Special Conditions

• Reports administratively to the Chief Administrative Officer; day‑to‑day work direction from the Principal Investigator.
• This is a 20‑hour per week (50%) position, beginning fully onsite at the UCI campus. A hybrid schedule may be possible after initial discussion.
• Specific work hours will be determined with the final candidate. Once hours are agreed upon, the schedule will be consistent, 4 hours per day, between 8:00 a.m. and 5:00 p.m.
• Must be willing to adjust work hours for handling off‑schedule events.
• Must be able to provide proof of work authorization.

Total Rewards

In addition to the hourly salary range of $32.74–$38.33, UCI offers medical insurance, sick and vacation time, retirement savings plans, and access to various discounts and perks. For more information, visit the compensation practices and benefits pages.

Conditions of Employment

• Background Check and Live Scan
• Employment Misconduct (disclosure requirement)
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free EnvironmentCalifornia Child Abuse and Neglect Reporting Act
• E‑Verify
• Pre‑Placement Health Evaluation

Closing Statement

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti‑Discrimination Policy. We are committed to attracting and retaining a diverse workforce and honoring unique experiences, perspectives, and identities. Together, we strive to create and maintain inclusive, equitable, and welcoming working and learning environments. UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, contact Human Resources at (949) 824‑0500 or [e-mail].