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Department Description: The Department of Medicine (DOM) is the largest department at Zuckerberg San Francisco Hospital (ZSFG) and the second largest department in the School of Medicine. The Department is divided into 13 Divisions/Centers, plus Central administration and operates 33 outpatient clinics, 4 inpatient services, and 14 consulting services. There are close to 600 full-time faculty leading top-notch research, clinical, and education programs. The Department's mission is to advance health by developing and supporting innovators in patient-centered care, scientific discovery, medical education and public policy, and our vision is transforming medicine through innovation & collaboration. We remain committed to these responsibilities and vigorously enforce university nondiscrimination and privacy policies. We are focused on creating an exceptional experience for our employees, and our goal is to provide opportunities for our diverse employee population to develop and grow careers in a team-oriented environment. Job Summary: This newly created Senior Research Administrator (RA) position will deliver specialized post-award support to a designated research group, while working cross-functionally with various research administration areas to facilitate compliant and efficient award management. This position will be an important member of the SCOPE/LIINC/RECOVER post-award team who will use their advanced contracts and grants skills as an experienced research administrator to independently manage all post-award support for projects assigned to a portfolio of SCOPE/LIINC/RECOVER Principal Investigators (PI) in the Department of Medicine at Zuckerberg San Francisco General. This position will be responsible for managing high volume and complex transactions within the HIV/ID/Global Medicine Division in the Department of Medicine at Zuckerberg San Francisco General Hospital. This position requires significant expertise in managing clinical trials and working with Program Project grants spanning multiple sites and collaborators, adding to the complexity of the role and requiring advanced problem-solving, time management, and analytical skills. Portfolio management will include providing support and assistance with grant proposal documents including coordination between PIs and study staff in the Department, as well as central teams across both the Office of Sponsored Research and the Controller's Office. In addition, the incumbent will assist in the preparation of sponsored funding progress and financial reports, as well as provide oversight of strategic planning in the research program for both NIH and non-NIH funded projects. This role will monitor project financial activity, including budget management and salary support planning for current and incoming staff. The incumbent will partner with the study team and external collaborators to ensure timely, accurate submission and acceptance of procedure-related invoices and revenue, and resolve issues that may impact processing. This position will perform complex financial analysis to ensure compliance with applicable policies, including oversight of budgets, revenue, spending projections, and reconciliation across multiple funding sources. Utilizing campus financial and payroll systems (e.g., PeopleSoft, Oracle, MyReports, UCPath, BearBuy, MyExpense, etc), the incumbent will maintain appropriate access to manage transactions and support operational needs. This role will independently oversee expenditure tracking, invoice submission, identify discrepancies, and coordinate timely resolution with internal and external stakeholders. The Senior Research Administrator will demonstrate independence in planning, budgeting, analyzing information and keeping detailed records of financial transactions as they serve as the investigators' primary point of contact for research-related financial issues. The successful candidate will be able to support faculty in their decision making by being able to clearly explain convoluted grants management concepts and processes, and ensure that investigators are provided with high quality, efficient, responsive, and responsible post-award research administration services. This will include activities such as the coordination of budget updates and proposals, either with the PI in real time or asynchronously, including the development and maintenance of dynamic budget workbooks that can be used for planning and rebudgeting needed. In this, the incumbent will also help to develop text and rationale for justification of budget expenditures, ensuring alignment with award standards and restrictions. This senior-level position will serve as a subject matter expert in research administration, working closely with Principal Investigators, SCOPE/LIINC/RECOVER study teams, and the Research Administration Manager. The incumbent will collaborate across multiple groups and serve as a key resource to PIs, Division leadership, and Departmental staff in interpreting and applying University and sponsor policies and procedures related to research financial management. The successful candidate will be expected to provide high-level customer service as part of a dynamic, responsive team, and they will interact with a diverse and engaging group of mission-driven colleagues across the Department and therefore need excellent communication skills and a commitment to providing exceptional customer service. The SCOPE/LIINC/RECOVER team is a highly active, interdisciplinary group operating across multiple facets of infectious disease research. Spanning the full research continuum-from prevention to treatment-the team manages a complex portfolio of observational and interventional studies focused at understanding and treating both HIV and COVID-19, and their long-term impacts. This position will serve as a true thought partner for the Principal Investigator, and help to navigate the complex challenges of multimodal funding streams. The incumbent will present the team with options, and advise as appropriate, while maintaining the highest level of ethical and regulatory standards. Key Responsibilities:
% of time |
Essential Function (Yes/No) |
Key Responsibilities (To be completed by Supervisor) |
20 |
Yes |
Leads the organization, planning, establishment and monitoring of fiscal budget control of contracts and grants administration, submissions, budgets, support documents, gifts, endowments, and privately funded projects for faculty research programs |
20 |
Yes |
Administers, in coordination with central and departmental administrators, the administrative and financial aspects of complex, awarded projects with broad impact. Reviews award letters and budgets with Principal Investigators, Division Managers and others as necessary (e.g., purchasing agents) to assure that funds will be spent within budget and in compliance with awarding agency and campus policies. Reviews budget allocations for policy exceptions, conceives of and maintains chart of accounts or other data management tools, and related business processes. Reviews and reconciles ledger accounts. Participates in gathering data from the general ledger, preparing summary schedules, and answering questions from departments or coordinate getting answers. |
10 |
Yes |
Provides highly complex financial projections, analysis, and recommendations. |
10 |
Yes |
Applies professional knowledge / experience to oversee and / or approve financial transactions. Attends campus and departmental post-award meetings and training to ensure continuous learning and knowledge of updated policies and procedures. Maintains professional relationships with sponsor representatives. Initiates and or approves payroll distribution changes to ensure integrity of payroll charged to research accounts. Prepares financial transactions. Independently gathers information as needed to perform financial analysis. Initiates and maintains timely and effective communication with all relevant parties throughout the entire post-award process (e.g. agencies, investigators, department administrators, central partners, service contractors, etc.) |
10 |
Yes |
Provides guidance and counsel on wide variety of highly complex research administration matters to principal investigators, laboratory members, project managers, and senior departmental administrators, including supporting and guiding the team through transitions to new systems (e.g. Project One, Oracle Cloud Manager). |
10 |
Yes |
Ensures complete and accurate collection of research management administration data at all stages of the contract and grant life cycle. Independently oversees award reporting and ensures the timely closeout of sponsored funds including tracking of spending for accuracy in a timely manner. Research and identify outstanding issues inhibiting closeout and resolve with sponsor agencies as needed. Generate financial reports and/or invoices required by the Controller's Office and sponsoring agencies. Analyze the need and timing of requesting fund advances as needed. Maintains up to date Other Support pages locally and within sponsor required systems. Coordinate the closeout of projects, including subcontract closeouts, financial reports, grant transfers and relinquishments, as appropriate. Facilitates the supply chain process relevant to program needs, including maintaining Master Service Agreements, Material Transfer Agreements, Certificates of Insurance, and resolving errors identified by the PI(s) and study team. |
10 |
Yes |
Administratively reviews complex grant or contract budgets and awards, obtains / verifies / maintains necessary and applicable compliance approvals. Maintains professional relationships with sponsor representatives to develop detailed understanding of funding opportunities, needs and requirements. Leads initiatives to develop best practices, streamline processes, and develop resources for researchers. |
10 |
Yes |
Other duties as assigned |
100% |
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Required Qualifications:
- Bachelor's degree in Finance or Government Accounting and 5+ years related experience and / or equivalent experience / training
- Extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment
- Advanced knowledge of effective grant funding processes, procedures and techniques
- Maintains knowledge of and ability to interpret and apply sponsor, institutional and departmental policies. Knowledge of current compliance regulations in all areas of research administration
- Ability to manage high volume and complex transactions
- Ability to perform highly complex financial analysis and customized reporting
- Ability to interpret policy for others
- Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles
- Demonstrated advanced competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. Excellent computer skills and facility with using MS Excel e.g., (sorting, pivot tables, filtering, basic formulas) Required
- Knowledge of general fund accounting, purchasing, and budgeting, financial projection and business planning concepts
- Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas
- Proven superior analytical, interpersonal, communication (verbal and written), organizational and problem solving skills
Preferred Qualifications:
- Certified Research Administrator (CRA) or Certified Financial Research Administrator (CFRA
- 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 in research administration
- Experience with all types of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements
- Previous experience working in an academic environment
- Previous experience with research administration in an international environment
Required Qualifications:
- Bachelor's degree in Finance or Government Accounting and 5+ years related experience and / or equivalent experience / training
- Extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment
- Advanced knowledge of effective grant funding processes, procedures and techniques
- Maintains knowledge of and ability to interpret and apply sponsor, institutional and departmental policies. Knowledge of current compliance regulations in all areas of research administration
- Ability to manage high volume and complex transactions
- Ability to perform highly complex financial analysis and customized reporting
- Ability to interpret policy for others
- Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles
- Demonstrated advanced competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. Excellent computer skills and facility with using MS Excel e.g., (sorting, pivot tables, filtering, basic formulas) Required
- Knowledge of general fund accounting, purchasing, and budgeting, financial projection and business planning concepts
- Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas
- Proven superior analytical, interpersonal, communication (verbal and written), organizational and problem solving skills
Preferred Qualifications:
- Certified Research Administrator (CRA) or Certified Financial Research Administrator (CFRA
- 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 in research administration
- Experience with all types of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements
- Previous experience working in an academic environment
- Previous experience with research administration in an international environment
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University of California - San Francisco
$90,700-$193, 00.00
May 20, 2026