DARPA Administrative Coordinator

About the Project

The project associated with this position is part of a multi-institutional, DARPA-funded initiative focused on field-testing artificial intelligence in mathematical research. The program develops frameworks to measure research progress, implements human-subject research protocols, and conducts structured workshops where mathematicians collaborate on open problems with and without AI tools. Through both qualitative and quantitative evaluation, the project aims to assess the real-world impact of AI on mathematical discovery and inform the development of practical, effective technologies for research communities.

About the Department

This position is housed within the Department of Mathematics at the University of California, Irvine, one of four departments in the School of Physical Sciences. The department is recognized for excellence in research, teaching, and service, providing foundational instruction to thousands of students annually while preparing undergraduate and graduate students for advanced study and professional careers. The department's administrative team supports faculty, researchers, and students in advancing innovative scholarship within a collaborative and inclusive academic environment.

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

• Coordinate grant operations for the DARPA project, including subawards, consultant agreements, required federal reporting (monthly, quarterly, annual, and milestone-triggered), 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%)

Required Qualifications

• 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 related area and/or equivalent experience/training.

Preferred Qualifications

• 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.
• Prior 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.
• A minimum of 5 years of experience.
• University of California/UCI Experience.

Schedule

This is a 20 hour per week position (50%), beginning fully onsite at the UCI campus. A hybrid schedule may be possible once initial work expectations are set with the Principal Investigator and Chief Administrative Officer. Specific work hours will be determined with final candidate. Once hours are agreed upon, the schedule will be consistent, 4 hours per day, between the hours of 8-5. Must be willing to adjust work hours for handling off-schedule events.

Pay and Benefits

The expected pay range for this recruitment is $32.74 - $38.33 (Hourly). Benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks.