Research Administrator 3 - 140870

This is a full-time, 100% limited remote position for an anticipated 9-month duration, with the possibility of extension or conversion to career status based on department needs. The position will provide temporary support for the department due to leaves of absence.

About the Role

The Research Administrator (RA) uses skills as a seasoned, experienced research administrator to independently develop and/or oversee research proposals, awards, and transactions related to contract and grant management. This role maintains contract and grant records in compliance with institutional research sponsor policies and works on proposals and awards of diverse scope where analysis of data requires a thorough understanding of complex regulations.

Incumbent provides analytical support to Principal Investigators (PIs) in the Division of Biological Sciences in proposal processing, contract and grant administration, and budget development. This includes pre-award proposals, Just in Time requests, budget revisions, and annual & closeout scientific reporting for federal, non-federal, state, and industry sponsors.

Tasks include developing and routing proposals, contracts, and other agreements while ensuring institutional compliance; monitoring scientific reporting on active awards in various sponsor systems; and collaborating with the Post Award Fund Manager. Familiarity with federal regulations such as the Uniform Guidance, NIH Grants Policy Statement, and CFAR contract regulations is expected.

Responsibilities

• Develop and route proposals, contracts, and other agreements; review proposals to ensure institutional compliance.
• Monitor scientific reporting on active awards in sponsor systems (e.g., eRA Commons, ASSIST, Research.gov, Proposal Central).
• Collaborate with Post Award Fund Manager and maintain records in UC San Diego systems (Kuali, UCPath, Cognos/Business Analytics Hub, Research Core Reports).
• Handle highly complex proposals involving multiple departments, institutions (subawards), cost-sharing, or institutional commitment proposals.
• Manage pre-award activities, including Just in Time requests, budget revisions, and sponsor-specific pre-award requests.
• Oversee award onboarding and transition to Post Award, including budget revisions, reporting deadlines, and unique terms and conditions.
• Track award progress using BAH reports and maintain server files for final proposal documents.
• Lead faculty expectations for project timing, proposal details, system access, and support.
• Contribute to continuous process improvement through team meetings, policy reviews, and process documentation.
• Establish and maintain professional relationships with faculty, staff, and external collaborators.
• Manage a high volume of transactions with a focus on accuracy, attention to detail, and adherence to deadlines.
• Provide work direction and training to support staff and students as needed.
• Maintain confidentiality and comply with institutional, state, and federal regulations.

Proposal and Award Scope

• Annual proposal submissions: ~100-120.
• Proposal types: 60% or more Federal/Solicited, 5% Unsolicited, 30% Center/Contracts/Cost-sharing/Subaward proposals, 5% Institutional commitment proposals.
• Extensive variety of sponsors with unique reporting requirements.

Requirements

• Bachelor’s degree in a related area and/or equivalent experience/training.
• Minimum 2 years of experience in research administration, with proposal submission and pre-award experience preferred.
• Thorough understanding of research administration guidelines for Federal and non-Federal sponsors, preferably in a university environment.
• Ability to manage a significant volume of transactions and perform complex financial analysis.
• Demonstrated proficiency in spreadsheet and database software, financial reporting tools, queries, and pivot tables.
• Experience with all types of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements.
• Knowledge of Federal Acquisition Regulation (FAR), Code of Federal Regulations (CFR), Uniform Guidance, and cost accounting standards.
• Strong interpersonal skills, including tact, diplomacy, and flexibility; ability to work independently or in a team.
• Proven ability to work effectively with a diverse population, including faculty, staff, students, and the business community.
• Ability to interpret and apply university policies on purchasing, travel, disbursements, inventory, and audits.
• Knowledge of payroll, personnel regulations, employee benefits, leave accruals, and salary policies.
• Ability to maintain confidentiality and provide work direction/training as needed.

Skills

• Strong organization, communication, and customer service skills.
• Ability to work in a fast-paced environment with overlapping deadlines and short lead times.
• Proficiency in utilizing financial reporting tools and project management techniques.
• Effective problem-solving skills and ability to recommend innovative solutions.
• Commitment to upholding principles of community for a collaborative work environment.

Special Conditions

• Job offer contingent upon satisfactory clearance based on Background Check results.
• Occasional work on weekends and evenings to meet time-sensitive deadlines.
• Cover letter required for a complete application.

Pay

Hiring pay scale: $73,800 - $95,000 per year.

Schedule

Days, 8:00 AM - 4:30 PM, Monday - Friday, with occasional overtime as needed.