Research Administrator 3 – San Diego, CA

Research Administrator 3

UC San Diego

San Diego, CA


Filing Deadline: Fri 4/7/2023

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

UCSD Layoff from Career Appointment: Apply by 03/09/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 03/20/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position offers a hybrid work arrangement, which includes a combination of onsite and remote work.


The Fund Manager serves as a member of a team responsible for the accounting activities of a large statewide program with research projects, fellowships, and extension services based throughout California.

The incumbent 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 thorough understanding of complex regulations. Also, works on complex proposals and awards that may involve multiple investigators and / or multiple sub-awards.

Advise PI's and staff on UC and agency rules, regulations, funding restrictions, applicable overhead rates, required language for budget justifications, cost-sharing rules, fees, and funding trends. Responsible for a high degree of accuracy in compiling budget data, spending projections, and salary and benefit rates for the proposal submittals. Requires compiling information from multi-faceted research groups and from other UCSD/SIO departments and external organizations including other universities, state and federal agencies, other research institutions, non-profits, and industry. Completes and approves transactions for approval/signature by manager or other authorized institutional official. Follow through on proposal applications, agency reporting requirements, no-cost extensions, re-budgets, continuations, and renewals. Maintains contract and grant records in compliance with institutional research sponsor policies.

The Fund Manager is also responsible for the full post-award administration of sponsored awards, the processing and billing of service agreements, and for billing complex awards. Responsibilities include preparing monthly financial statements, reviewing appropriateness of expenditures, availability of funds and applicable funding restrictions, preparing allocations and budget adjustments transfers, as required, and preparing cost transfers and other financial adjustments for fiscal closing and award close-out. Other responsibilities include preparing and processing travel and entertainment reimbursements, processing and reconciling other types of payments and expenses, and maintaining department spreadsheets and files for California Sea Grant's many research and fellowship awards.

Must be able to interact professionally and confidently and incorporate assertive methods of connecting with PI's, Specialists, fellows, agency contacts, and other institutional financial resource offices. Work effectively in a team environment by participating in and contributing to business office procedures and policy planning. Provide fiscal advice, assistance and guidance to researchers, fellows, and other business contacts and department support staff. Act as liaison with other central campus departments at UCSD, other UC campuses, and other public and private institutions.

The incumbent will perform fund management duties as outlined below:
Number of Proposals Submitted: 10-30
$ Amount of Proposals Submitted: $5 – $20 Million
% of Proposal Types: 50% Federal, 25% State, 25% Other
Number of Awards Managed: 20 – 30
$ Amount of Awards Managed: $5 to $20 Million (includes cost-share)
% of Award Types: 50% Federal, 25% State, 25% Other (includes Contracts, Grants, Cooperative Agreements, Sub-awards, Service Agreements, and Cost-sharing)
Number of PI's supported: 10-12

Additional Complexity/Workload Responsibilities: California Sea Grant is a quasi-funding agency and funds / supports research projects and fellowships based at other universities and research institutions around the state, including conducting requests for proposals, project selection, and full post-award administration of all funded projects. Many of the projects have a cost-share requirement, which requires complex management using Oracle.


  • Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment. Knowledge of financial accounting/bookkeeping principles, purchasing, inventory, travel, and all related functions. Demonstrated experience in interpreting and applying complex rules, regulations, systems, and design/develop enhancements to routine operations.

  • Demonstrated experience and skill in analyzing spending patterns of PIs, identifying their needs and incorporating information in budget requests, reports, and projections. Knowledge of UC policies and procedures. Demonstrated skill in preparation and analysis of contractual proposal documents, including budget data, support details, and other data as required by the granting/contracting agencies. Knowledge of proposal formats and requirements of federal, state and private agencies including submission deadlines. Ability to interpret government regulations.

  • Ability to manage significant volume of transactions.

  • Ability to perform complex financial analysis and customized reporting. Ability to analyze and prepare budgets, to identify spending patterns and to project future expenditures to include projecting salary, benefits, fees, and indirect costs with knowledge of payroll and personnel regulations impacting such costs.

  • Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. Demonstrated ability to read, understand, and interpret the general ledger and other accounting documents. Knowledge of general accounting practices, procedures, and theory of accounts.

  • Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas. Ability to prioritize work with conflicting and changing priorities and deadlines.

  • Demonstrated ability to identify problems and successfully coordinate solutions.

  • Maintains current knowledge of compliance regulations in all areas of research administration. Demonstrated knowledge of federal and state rules, regulations, and guidelines to ensure strict compliance with auditing and reporting requirements and ability to translate them into daily departmental practices and procedures.

  • Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles. Demonstrated 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 (CAS) to all contract/grant expenditures.

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

  • Excellent interpersonal communications skills both oral and written. Ability to interact effectively and constructively with a wide range of personalities in person, over the phone, and via email exercising tact, diplomacy, and confidentiality with emphasis on flexibility and professionalism. Demonstrated ability and experience to work effectively and cooperatively as part of a team.

  • Strong problem-solving, decision-making, and organizational skills with ability to prioritize job functions to meet multiple deadlines, ensure smooth work flow, and handle multiple tasks simultaneously.


Job offer is contingent upon satisfactory clearance based on background check results.

Pay Transparency Act

Annual Full Pay Range: $53,600 – $111,600 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $25.67 – $53.45

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).

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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