Leads fiscal planning and post-award administration for a complex research portfolio, including budgeting, forecasting, compliance, audits, reporting, closeouts, purchasing, and financial guidance for Principal Investigators. Manages federal, state, private, gift, clinical trial, sub-award, and fellowship funding while mentoring staff and improving departmental policies and practices.
The Research Administrator is a senior member of the Department of Medicine, Division of Infectious Diseases, responsible for end‑to‑end fiscal stewardship of a diverse portfolio of sponsored awards, contracts, gifts, and discretionary funds. Working closely with Principal Investigators, the Division Manager, Research Management Services, and campus partners, the incumbent applies advanced grants and contracts expertise to ensure compliance, produce accurate forecasts, resolve financial issues, mentor junior staff, and help shape departmental policies and best practices.
Responsibilities
- Lead fiscal planning, budgeting, and ongoing monitoring for the division’s research portfolio across federal, state, private, and gift awards.
- Administer complex awarded projects, coordinating with central and division managers to ensure sponsor and UCSF policy compliance.
- Prepare high‑level financial projections, analyses, and recommendations for Principal Investigators and educate research staff on findings.
- Manage research finance audits, preparing documentation and coordinating communication among investigators, administrative officers, and auditors.
- Oversee award reporting, closeout activities, and status updates to Principal Investigators and the Division Manager.
- Serve as primary requester and backup approver for all purchase orders within the division.
- Act as subject‑matter expert for portfolio management, including NIH grants, industry contracts, clinical trials, sub‑awards, fellowships, and discretionary funds.
- Develop and analyze monthly budget forecasts, monitor expenditures for variances, and implement corrective actions.
- Conduct regular financial review meetings with Principal Investigators to discuss budget status, risks, and compliance concerns.
- Maintain professional relationships with sponsor representatives and collaborate with pre‑award teams on progress reports and special financial projects.
- Bachelor’s degree in finance, accounting, business administration or a related field; advanced degree or certification (e.g., CPA, CMA, CCRA) preferred.
- Minimum five years of post‑award research administration experience in an academic health‑science environment.
- In‑depth knowledge of federal grant regulations (Uniform Guidance, OMB Circular A‑21, NIH policies) and state/industry sponsor requirements.
- Demonstrated expertise managing multi‑year program project grants, clinical trial contracts, training grants, and sub‑awards.
- Strong financial analysis, budgeting, and forecasting skills; proficiency with UCSF RMS, ERP, and related financial systems.
- Excellent written and verbal communication abilities; capable of presenting complex financial information to diverse audiences.
- Proven problem‑solving and decision‑making skills with the ability to prioritize multiple complex assignments.
- Experience conducting audits, preparing closeout reports, and maintaining compliance documentation.
- Eligibility for delegated signature authority in accordance with UCSF policies.
- Commitment to UCSF’s mission of research excellence, education, and public service.
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