DARPA Administrative Coordinator

Overview

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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.

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.

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, including coordinating core grant operations such as subawards, consultancies, and required reporting (monthly, quarterly, annual, and milestone-triggered); facilitating IRB protocols and human subjects research compliance; managing workshop and event logistics (venue, catering, participant travel, lodging, and reimbursements);

supporting procurement of project-related supplies, tools, and equipment; coordinating payments and processing for human subject participants; assisting with scientific writing and evaluation reports for program stakeholders; and providing hiring, onboarding, and general administrative support to project PI and collaborators. The role requires a high degree of organization, attention to detail, and adaptability, along with the ability to manage multiple priorities and support a dynamic, multi-institutional research environment.

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.

Essential Functions: The identification of essential functions below is not intended to be an exhaustive list of all duties that may be assigned to this position, nor does it restrict the duties which may be assigned to this position if such duties reasonably relate to the position.

• 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…