Research Administrator 3 - 141331

UC San Diego; San Diego (CA); On-site; USD 100,000 - 130,000; Full time

Job summary

UC San Diego is seeking an experienced Research Administrator in the Department of Astronomy and Astrophysics. The role involves independently managing proposals, awards, and transactions, ensuring compliance with sponsor policies, and overseeing complex multi-investigator projects.

The incumbent will forecast budgets, coordinate pre- and post-award activities, and guide junior staff. The position requires deep knowledge of federal/state regulations, financial analysis, and strong communication.

Qualifications

• Thorough understanding of research administration guidelines of Federal and non-Federal sponsors.
• Knowledgeable about Federal Acquisition Regulation, Code of Federal Regulations, sponsor policies, intellectual property policy, conflict of interest requirements, publication rights, and indirect cost rates.
• Ability to manage a high volume of transactions with precision in a fast-paced environment.
• Ability to perform complex financial analysis and customized reporting.
• Demonstrated competence in using spreadsheet and database software for financial analysis and reporting.
• Experience interpreting University and sponsor policies, procedures, and guidelines.
• Experience working independently with minimal supervision.
• Ability to handle confidential matters with discretion.
• Strong organizational and communication skills with collaborative mindset.
• Experience with cost accounting standards and compliance requirements.

Responsibilities

• Independently develop and oversee research proposals, awards, and contract records.
• Ensure compliance with sponsor policies and institutional regulations.
• Forecast, plan, and manage research portfolios including pre-award and post-award activities.
• Coordinate, negotiate, and administer complex multi-investigator and multi-subaward proposals.
• Provide leadership and guidance to less experienced staff.
• Support budgeting, reporting, and financial closeout for federal, state, local, and private sponsors.

Skills

FAR knowledge

OMB circulars

Budgeting

Contracts & Grants

Compliance

Financial analysis

Communication

Data management

Policy interpretation

Team leadership

Tools

FinancialLink

Job description

UCSD Layoff from Career Appointment: Apply by 9/22/26 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Reassignment Applicants: Eligible Reassignment clients should contact their Disability Counselor for assistance.

DESCRIPTION

DEPARTMENT OVERVIEW

The Department of Astronomy and Astrophysics is a new and growing department within the School of Physical Sciences. It currently has a Ph.D. program and has a B.S. in Astronomy & Astrophysics and a B.S. in Astrophysical Sciences.

POSITION OVERVIEW

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.

Uses skills as a seasoned, experienced research administrator to independently develop and/or oversee research proposals, awards, and/or transactions related to contract and grant management, and maintains contract and grant records in compliance with institutional research sponsor policies. Works 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 manager or other authorized institutional official. Works on complex proposals and awards that may involve multiple investigators and/or multiple sub-awards. Guides less experienced staff. Department Role (DR): Typically works on complex proposals such as grants/contracts that require task budgets, option years, multiple investigators, and multiple sub-awards.

The incumbent provides analytical and financial support 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 research portfolios by performing some or all of the following: coordinating, identifying, 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. Complexity is defined as follows: Type of Proposals - Highly complex proposals involving one or more of the following: multiple departments, multiple institutions (sub-awards), significant institutional cost-sharing, institutional commitment proposals, responsive to award agency proposal requirements (RFP, RFA, PA), numerous integrated projects, Program Project or Center applications, training grant applications, Contracts, extensive variety of agencies and extensive number of awarding entities, significant and unique reporting requirements, significant equipment acquisition or fabrication, and performance milestones. Total proposals will usually be in excess of $8 million (direct cost) annually. Type of Awards - Funds managed will be for awards received as a result of submission of proposals described above. Type of Self-Supporting Activities - The self-supporting activities and research recharge operations are large and complex, in nature, (income > $500K). Contributions to Development of Policies and Procedures - Provide team leadership in the development of policies and procedures; approve, or recommend for approval changes.

Resources to be managed will be determined by each department reflecting the quantitative measures in the Classification Matrix for Sponsored Research Administrators.

QUALIFICATIONS

• Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment. Knowledgeable about Federal Acquisition Regulation, Code of Federal Regulations, sponsor-specific policies, intellectual property policy, conflict of interest requirements, publication rights, and application of indirect cost rates and other complex concepts in research administration.

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

• Ability to manage significant volume of transactions. Ability to work in a fast-paced environment with overlapping deadlines and short lead times and maintain a high level of attention to detail. Ability to work with a high degree of accuracy.

• Ability to perform complex financial analysis and customized reporting.

• Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. Proficiency in utilizing FinancialLink reports, queries, and pivot tables or similar experience using other financial reporting tools.

• Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas. Demonstrate effective interpersonal skills to interact with diverse individuals and groups.

• Maintains current knowledge of compliance regulations in all areas of research administration. Experience with all types of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements.

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

• Proficiency in working with computer and information management systems.

• Knowledge of academic and staff personnel policies and procedures. Experience interpreting and implementing all applicable University and agency policies, procedures, and guidelines.

• Experience working independently and following through on assignments with minimal supervision.

• Experience understanding and interpreting complex general policy guidelines making independent decisions and initiating appropriate action.

• Ability to process confidential matters, analyzing the degree of discretion and judgment required.

• Skill in operating a personal computer and demonstrated knowledge of databases, general computer applications, and programs including word processing and spreadsheets. Willingness and ability to update and increase computer skills and knowledge as needed.

• Skill and ability to formulate plans and procedures to accomplish organizational goals, using available resources

• Willingness and demonstrated ability to embrace and consistently uphold the Principles of Community for a collaborative work environment.

SPECIAL CONDITIONS

• Job offer is contingent upon a satisfactory clearance based on FBI and DOJ background check results.

• Must be willing to work additional hours during peak times and/or flexible schedule to accommodate business needs.

• May be required to work evenings and weekends.

Pay Transparency Act

Annual Full Pay Range: Unclassified - No data available (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: Unclassified - No data available

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).