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Associate Lead Research Administrator

University of California, San Francisco
Mission Bay (SF)

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Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Code and Payroll Title
006207 RSCH ADM 4
Job Summary
The responsibilities of this Associate Lead Research Administrator include, but not limited to, long-range planning and formulating innovative solutions of the full range of grant management problems, which are frequent due to continual program changes, unpredictable fund sources, and a wide network of collaborators internally and externally. This involves providing analytical and financial support in proposal processing, contract and grant administration, and budget development, including collaboration with the Research Management Service Team and OCTA on the pre-award proposal initiatives. The incumbent is responsible for management of post-award and closeout activities for federal, state, local and private sponsors. The management include activities associated with forecasting, planning, and managing of research portfolios by performing some or all of the following: coordinating and identifying and developing and / or presenting contracts and other agreements; reviewing contracts 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.

The position requires the incumbent to have a variety of highly specialized professional skills in grants, contracts, and financial analyses. He/she is responsible for managing multiple complex funding instruments, such as large, multi-year program project grants, government contracts, training grants and clinical trials. The incumbent is also expected to mentor or indirectly supervise the junior research administrators for research financial administrative tasks.

The incumbent of this position is responsible for establishing and maintaining standards and procedures for the fiscal and administrative management of extramural and intramural funds. The incumbent will work collaboratively with Hematology-Oncology Post Award Team, Principal Investigators (PIs), Research Management Services (RMS), OCTA, the Cancer Center and other business entities in the Office of Research to facilitate and expedite the process of administering extramural funds for research faculty by reconciling expenses against approved budgets, generating projections based on actual expenditures, preparing the fiscal closing reports and final reconciliation of costs, troubleshooting over expenditures and appropriation issues, working with research faculty for post-award management issues, and other duties as assigned.
Req Number
Job Title
Associate Lead Research Administrator
Employee Class
Shift Length
8 Hours
Additional Shift Details
Monday - Friday; 8:00 AM - 5:00 PM
Bargaining Unit
99 - Policy-Covered (No Bargaining Unit)
Job Category
Professional and Managerial
Required Qualifications
    Bachelor's degree in related area and five to ten years of experience in administrative analysis or operations research or equivalent experience / training.Prior experience in managing large and complex sponsored fund projects.Prior experience working with complex financial data, purchasing and administrative policies and procedures.Must have thorough working knowledge of accounting system, federal and state policies and allowability of costs on extramural fund.Strong knowledge of MS Office, including Word, PowerPoint and Outlook and has advanced Excel skill; demonstrated proficiency using spreadsheet, word processing programs, and web searches.Excellent communication skills – written, verbal, and interpersonal with an emphasis on confidentiality, tact, and diplomacy and ability to exercise good judgment, identify problems, and seek appropriate resolutions.Demonstrated excellent organizational skills and planning. Agile learner with demonstrated ability to manage several projects simultaneously, and respond rapidly to conflicting priorities.Ability to take initiative and follow through independently on projectsAbility to work with different level of individuals from different organizations.Extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.Ability to manage high volume and complex transactions.Ability to perform highly complex financial analysis and customized reporting.Demonstrated advanced competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.Maintains knowledge of and ability to interpret and apply sponsor, institutional and departmental policies. Knowledge and ability to interpret of current compliance regulations in all areas of research administration.Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles.

Preferred Qualifications
    Master’s degree in accounting, finance, research administration, health management, or equivalent field.Advanced knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.Prior experience working in academic medical setting and understanding best business practices, organizational theory, accounting and finance, and experience working with a diverse population from all level.Prior experience in managing State and City funded contracts.Prior experience managing clinical trials funding.Prior experience managing training grants.Knowledgeable and prior experience with UCSF accounting and contracts and grants system, including, but not limited to ERS, Bearbuy, FSR, grant related petty cash accounts and SAS112/115 forms and policy.Knowledgeable of UC administrative, accounting and purchasing policy and procedures.  Demonstrated proficiency in using both MAC and PC computer systems and various web browsers for both systems.Demonstrated understanding of federal policies and procedures concerning sponsored funding.Experience with all types of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements.Full knowledge of Federal Acquisition Regulation, Code of Federal Regulations, sponsor-specific policies, intellectual property policy, conflict of interest requirements, publication rights, application of indirect cost rates and other complex concepts.

Position Type
Full Time
Department Name
Equal Employment Opportunity
The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.
Department Description
The Division of Hematology/Oncology is one of the largest Divisions in the Department of Medicine.  Currently, the Division has 78 full-time faculty, 29 ACGME and non-ACGME fellows, 28 post-doctoral fellows, 32 non faculty appointments, and greater than 50 administrative and research staff.  The Division’s research, clinical and teaching functions are primarily split between the Parnassus and Mission Bay campuses, although the faculty, fellows, and staff have appointments and clinical, research, and educational activities at SFGH, and VAMC. 

The Department has a dedicated team of Research Financial Analysts (RFAs).  In conjunction with the services provided by the division administrators and their staff, the Associate Lead Research Administrator is responsible for providing high-level financial analyses and management to a defined group of faculties for their portfolio of sponsored awards. The Associate Lead Research Administrator serves as the faculty’s single point of contact for research financial issues and ensures that faculty are provided with high quality, efficient, responsive, and responsible post-award research administration services.
About UCSF
The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.
Pride Values
UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence – also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity – both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at

Join us to find a rewarding career contributing to improving healthcare worldwide.
Mission Bay (SF)
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