RSCH ADM 3 RP

Job Summary

The research administrator serves as the subject matter expert in research administration and uses advanced contracts and grants concepts to independently manage research awards and transactions related to contract and grant management in compliance with institutional and sponsor policies, supporting Principal Investigators and their labs.

Working closely with designated Principal Investigators on proposals and awards of diverse scope, the administrator analyzes data requiring a thorough understanding of complex regulations and a wide range of financial activities, including purchasing, general ledger reconciliation, processing reimbursements, and routine ad‑hoc financial reporting such as payroll and non‑payroll projections.

Responsibilities include preparing budget projections, processing complex transactions with the Controller’s Office and Contracts & Grants Accounting, remedying discrepancies, and providing post‑award services for grants in the Department of Cell and Tissue Biology while maintaining confidentiality.

The administrator also guides less experienced staff and handles administrative matters across the department and externally with entities such as Pre‑Award, Central HR, and Contracts & Grants Accounting.

Founded in 1881, the UCSF School of Dentistry educates leading practitioners, scholars, and faculty in oral and craniofacial health. The school’s programs include DDS, PhD, postgraduate, and residency training, and it handles over 120,000 patient visits annually through the UCSF Dental Center and community externships.

The Department of Cell and Tissue Biology (CTB) is a basic science unit established in 2005, comprising 11 primary faculty, 5 secondary faculty, postdoctoral fellows, and graduate students across biomedical, biophysics, developmental & stem cell biology, and oral & craniofacial sciences. Research interests span cell biology, development, metabolism, cancer, immunology, and neurobiology.

• Provide post‑award financial administration and management of research funds in accordance with organizational policy and agency requirements.
• Gather information independently to perform financial analysis and prepare monthly budget status reports and ad‑hoc financial reporting.
• Maintain and reconcile project ledger accounts monthly, focusing on payroll and expense entries.
• Offer guidance on complex research administration matters, including compliance regulations, to principal investigators and department administrators.
• Prepare complex progress report budgets and support documents required by award/proposal guidelines and assist with audit support as directed.
• Assist with annual consolidated budget preparation and coordinate budget allocations, chart‑of‑accounts maintenance, and data‑management tools.
• Apply university cost‑accounting principles to prepare, review, and approve financial and payroll transactions, including People Soft journal entries and UCPath funding entries.
• Prepare all progress reports and final closeouts in accordance with university and sponsor policies.
• Conduct payroll reconciliation, other financial tasks, and special projects such as Bear Buy requisition review and reimbursement delegation.
• Participate in department activities, university initiatives, and system changes such as Project One.

• Bachelor’s degree in a related area and/or equivalent experience/training.
• At least 3 years of relevant experience in research administration.
• Prior post‑award experience, preferably at a university, with strong knowledge of post‑award processes in higher education.
• Thorough understanding of research administration guidelines for Federal and non‑Federal sponsors.
• Knowledge of compliance requirements for human or animal subjects, financial conflict of interest, biosafety, and related areas.
• Ability to manage a significant volume of transactions and conduct complex financial analysis and customized reporting.
• Proficiency with spreadsheet and database software for financial analysis, fiscal management, and report generation.
• Strong independent judgment, organization, communication, and customer‑service skills across diverse subject areas.
• Current knowledge of compliance regulations in all areas of research administration.
• Knowledge of generally accepted accounting, fiscal and reporting principles.
• Knowledge of effective grant‑funding processes, procedures, and techniques.
• Strong writing skills suited to persuasive drafting for varied audiences while adhering to sponsor guidelines.

• Working knowledge of UC Path, People Soft Financials, PLUS, MyExpense, Bear Buy, and other UC/UCSF systems.