RSCH ADM 4 RP

UCSF Health; San Francisco (CA); On-site; USD 110,000 - 150,000; Full time

Job summary

Zuckerberg San Francisco General Hospital (ZSFG) in San Francisco is seeking a Senior Research Administrator to deliver specialized post-award support for a portfolio in the HIV/ID/Global Medicine Division. The role requires expertise in managing clinical trials, multi-site grants, and complex funding streams with strong analytical and organizational skills.

The RA will monitor budgets, salary support planning, invoicing, and financial analyses to ensure compliance and timely reporting.

Qualifications

• Bachelor’s degree in Finance or Government Accounting and 5+ years of related experience or equivalent 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 effective grant-funding processes, procedures, and techniques.
• Maintain 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 ability to manage high-volume and complex transactions.
• Demonstrated ability to perform highly complex financial analysis and customized reporting.
• Ability to interpret policy for others.
• Advanced knowledge of generally accepted accounting, fiscal and reporting principles.
• Advanced competence in using spreadsheet and database software for financial analysis, fiscal management, and financial reports.

Responsibilities

• Lead the organization, planning, and monitoring of fiscal budget control for contracts and grants administration, including submissions, budgets, support documents, gifts, endowments, and privately funded research projects.
• Administer the administrative and financial aspects of complex awarded projects with broad impact, in coordination with central and departmental administrators.
• Review award letters and budgets with PIs and divisional managers; ensure funds are spent within budget and institutional and sponsor policies; review budget allocations for policy exceptions; maintain chart of accounts and related data-management tools; review and reconcile ledger accounts.
• Provide highly complex financial projections, analysis, and recommendations to support the research program.
• Apply professional knowledge and experience to oversee and approve financial transactions; attend campus and departmental post-award meetings and training; maintain professional relationships with sponsor representatives; initiate payroll distribution changes for research accounts; prepare financial transactions; and maintain effective communication with all relevant parties throughout the post-award process.
• Provide guidance and counsel on wide variety of highly complex research administration matters to principal investigators, laboratory members, project managers, and senior department administrators, including support for transitions to new systems.
• Ensure complete and accurate collection of research administration data at all stages of the contract and grant life cycle. Independently oversee award reporting and ensure timely closeout of sponsored funds; track spending accuracy; research and resolve outstanding closeout issues with sponsor agencies; generate financial reports and invoices required by the Controller’s Office and sponsoring agencies; coordinate closeout of projects, including subcontract closeouts, grant transfers, and relinquishments; facilitate supply-chain processes; maintain Master Service Agreements, Material Transfer Agreements, and Certificates of Insurance; and resolve errors identified by PIs and study teams.
• Administratively review complex grant or contract budgets and awards, verify and maintain necessary compliance approvals; maintain sponsor relationships; lead initiatives to develop best practices, streamline processes, and create resources for researchers.
• Perform additional duties as assigned.

Skills

Financial analysis

Budgeting

Grant administration

MS Excel

Communication

Project management

Policy interpretation

Education

Bachelor's degree in Finance or Government Accounting

Tools

Excel

Budgeting software

Job description

Department Description

The Department of Medicine (DOM) is the largest department at Zuckerberg San Francisco Hospital (ZSFG) and the second largest department in the School of Medicine. It is divided into 13 divisions and centers, plus central administration, and operates 33 outpatient clinics, 4 inpatient services, and 14 consulting services. The DOM employs close to 600 full‑time faculty who lead world‑class research, clinical care, and education programs.

The department’s mission is to advance health by developing and supporting innovators in patient‑centered care, scientific discovery, medical education and public policy. Its vision is to transform medicine through innovation and collaboration, and it remains fully committed to enforcing university nondiscrimination and privacy policies.

ZSFG is dedicated to creating an exceptional employee experience and to providing diverse staff with opportunities to grow careers in a team‑oriented environment.

Job Summary

This newly created Senior Research Administrator (RA) position will deliver specialized post‑award support to a designated research group within the HIV/ID/Global Medicine Division. The RA will work cross‑functionally with research administration units, the Office of Sponsored Research and the Controller’s Office to facilitate compliant and efficient award management for projects assigned to a portfolio of SCOPE/LIINC/RECOVER Principal Investigators (PI). The role requires significant expertise in managing clinical trials, multi‑site Program Project grants, and complex funding streams, with critical analytical, time‑management and problem‑solving skills.

The RA will monitor project financial activity, including budget management and salary support planning; partner with study teams and external collaborators to ensure timely and accurate processing of invoices and revenue; and perform complex financial analyses to ensure compliance. They will oversee expenditure tracking, invoice submission, discrepancy identification, and resolution with stakeholders.

Responsibilities

• Lead the organization, planning, and monitoring of fiscal budget control for contracts and grants administration, including submissions, budgets, support documents, gifts, endowments, and privately funded research projects.
• Administer the administrative and financial aspects of complex awarded projects with broad impact, in coordination with central and departmental administrators. Review award letters and budgets with PIs and divisional managers; ensure funds are spent within budget and institutional and sponsor policies; review budget allocations for policy exceptions; maintain chart of accounts and related data‑management tools; review and reconcile ledger accounts.
• Provide highly complex financial projections, analysis, and recommendations to support the research program.
• Apply professional knowledge and experience to oversee and approve financial transactions; attend campus and departmental post‑award meetings and training; maintain professional relationships with sponsor representatives; initiate payroll distribution changes for research accounts; prepare financial transactions; and maintain effective communication with all relevant parties throughout the post‑award process.
• Provide guidance and counsel on wide variety of highly complex research administration matters to principal investigators, laboratory members, project managers, and senior department administrators, including support for transitions to new systems.
• Ensure complete and accurate collection of research administration data at all stages of the contract and grant life cycle. Independently oversee award reporting and ensure timely closeout of sponsored funds; track spending accuracy; research and resolve outstanding closeout issues with sponsor agencies; generate financial reports and invoices required by the Controller’s Office and sponsoring agencies; coordinate closeout of projects, including subcontract closeouts, grant transfers, and relinquishments; facilitate supply‑chain processes; maintain Master Service Agreements, Material Transfer Agreements, and Certificates of Insurance; and resolve errors identified by PIs and study teams.
• Administratively review complex grant or contract budgets and awards, verify and maintain necessary compliance approvals; maintain sponsor relationships; lead initiatives to develop best practices, streamline processes, and create resources for researchers.
• Perform additional duties as assigned.

Qualifications

Required Qualifications

• Bachelor’s degree in Finance or Government Accounting and 5+ years of related experience or equivalent 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 effective grant‑funding processes, procedures, and techniques.
• Maintain 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 ability to manage high‑volume and complex transactions.
• Demonstrated ability to perform highly complex financial analysis and customized reporting.
• Ability to interpret policy for others.
• Advanced knowledge of generally accepted accounting, fiscal and reporting principles.
• Advanced competence in using spreadsheet and database software for financial analysis, fiscal management, and financial reports. Excellent computer skills and facility with using MS Excel (sorting, pivot tables, filtering, basic formulas).
• Knowledge of general‑fund accounting, purchasing, budgeting, financial projection and business‑planning concepts.
• Ability to maintain independent judgment, strong organization and communication skills, and a customer‑service focus across broad and diverse subject areas.
• Proven superior analytical, interpersonal, communication (verbal and written), organizational and problem‑solving skills.

Preferred Qualifications

• Certified Research Administrator (CRA) or Certified Financial Research Administrator (CFRA).
• Full knowledge of Federal Acquisition Regulation (FAR), Code of Federal Regulations (CFR), sponsor‑specific policies, intellectual property policy, conflict‑of‑interest requirements, publication rights, indirect‑cost application, and other complex concepts in research administration.
• Experience with all types of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements.
• Previous experience working in an academic environment.
• Previous experience with research administration in an international environment.