Research Administrator 1

California, United States
Tuesday, 15 December 2020
End of advertisement period
Monday, 15 February 2021
Contract Type
Full Time

Are you interested in being part of a dynamic financial team that is growing?  Do you like to learn new things and be part of a group looking for solutions? Then please apply for our open Research Administrator 1 position!  

The Department of Psychiatry and Behavioral Sciences is seeking a full-time Research Administrator 1 to assist with the administration of sponsored projects, endowments, gifts, and designated awards in compliance with the terms and conditions of Sponsors and the Institution. We are building out our team and looking for talented people who are interested in the details, who work well in collaboration with a range of individuals across institutions, who look critically at information, and who are interested in making a difference in their work environment. The position will work closely with the grants managers as well as faculty and research staff to improve business processes and maintain compliance with sponsor and University research administration guidelines. The Research Administrator will facilitate establishing subawards, purchase orders, travel reimbursement, human subject payments, and will generate financial reports, process cost transfers, manage labor allocation schedules and adjustments, manage purchasing, and assist with pre-award activities, renewals, and closeouts as needed.

The Research Administrator will be an integral part of a team that addresses the immediate- and long-range financial needs of the assigned portfolio. The Department of Psychiatry and Behavioral sciences is dynamic environment with world-class researchers and clinicians looking to improve the lives of persons living with mental illness. If you want to be a part of the “behind the scenes” magic that makes it possible and work to develop new skills and be a part of team, then come join us!

Duties include:

  • Assist in the preparation of routine proposals within parameters of sponsored and non-sponsored research guidelines. Coordinate and communicate submission process, both paper and electronic; review documents for completeness and compliance.
  • Develop, prepare, and finalize project budgets, and provide budget justification
  • Serve as liaison and active partner between principal investigators, Office of Sponsored Research, research groups, and other departments; respond to sponsor inquiries.
  • Collaborate with Office of Sponsored Research to ensure awards are set up properly, including cost-sharing awards if applicable.
  • Review and understand the terms and conditions of sponsored projects administered, including linked/footnoted terms and conditions not provided in hard copy or electronic copy.
  • Initiate expenditures; monitor post award spending and commitment activity. Review and certify monthly expenditure statements, and facilitate quarterly review by principal investigators.
  • Download and monitor reports supporting project status, and use forecasting and decision aides under guidance.
  • Participate in contract closeout process and audit inquiries; submit final reports and certificates.
  • Coordinate and organize events, such as conferences, meetings, site visits, or sponsor reviews, related to sponsored projects as needed.
  • Participate in and contribute to process improvements and group projects.

* - Other duties may also be assigned


Bachelor's degree and one year of job related experience, or combination of education and experience.


  • Ability to learn and stay updated about university and government policies (FAR, Cost Accounting Standards, Office of Management and Budget circulars, sponsored guidelines, etc.) to properly administer sponsored projects.
  • Demonstrated understanding of terminology, such as compliance, title, sub-contractor, consultant, audit, and accounting review.
  • Willingness and ability to understand and interpret university policies and procedures.
  • Excellent oral, written, and verbal communication skills.
  • Excellent analytical skills; demonstrated expertise in Excel and web-based tools.
  • Strong accounting skills; knowledge of basic accounting principles.
  • Ability to complete Cardinal Curriculum I and II while in position.
  • Extreme attention to detail.
  • Ability to work well independently, but also to seek assistance when needed.
  • Excellent time management and organizational skills.


Cardinal Curriculum I and II must be completed to remain in this position.


  • Frequently sit, grasp lightly, use fine manipulation and perform desk-based computer tasks, lift, carry, push and pull objects weighing up to ten pounds.
  • Occasionally stand, walk, grasp forcefully, use a telephone, write by hand and sort and file paperwork or parts.
  • Rarely lift, carry, push and pull objects weighing 11-20 pounds.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Additional Information

  • Schedule: Full-time
  • Job Code: 4481
  • Employee Status: Regular
  • Grade: F
  • Requisition ID: 87372