Research Administrator

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

• How to Apply
• Troubleshooting
• Tips for Applicants
• FAQ's

INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 05-12-2026

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Office of Research has primary responsibility for research policy, planning and administration of the UC Santa Cruz Research enterprise. The Office of Research supports the research community through six units: the Office of Sponsored Projects, Research Development, Office of Research Compliance Administration, Research Financial Services, Innovation and Business Engagement, and the Office of Research Business & Operations.

JOB SUMMARY

Uses skills as a seasoned, experienced research administrator to independently monitor, reconcile, and manage research funding from a variety of sources, including sponsored awards, gifts, and other non-sponsored funding, in compliance with UC, institution, and sponsor policies. Works on awards of diverse scope, which require a thorough understanding and application of complex regulations to minimize risk and ensure compliance. Responsible for financial account management and reconciliation.

Provides guidance to faculty and research staff on standard operating procedures, university policies, and processes, and provides decision support analysis, guidance, and reporting for short- and long-term portfolio planning. Liaises with assigned divisions and other campus units to provide support, as needed.

Reviews and approves transactions, including but not limited to HR, purchasing, subawards, and recharge, for allowability and allocability in accordance with funding sources. Manages complex awards that may involve multiple investigators and / or multiple subawards. Guides less experienced staff. May assist with developing elements of proposals or reports as required by the sponsor.

APPOINTMENT INFORMATION

Budgeted Salary: $83,000 - $86,000/year. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Mid Level benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Limited appointment

Job End Date: 5 months from hire date, with possibility of extension

Work Location: Remote

Union Representation: RP Union

Job Code Classification: 005264 (RSCH ADM 3 RP)

Travel: Never or Rarely

JOB DUTIES

40% - Financial Award Management and Reporting

• Organizes, plans, establishes, and monitors fiscal budget control of sponsored awards, gifts, and other institutionally-funded projects for faculty research programs.
• Authorizes the establishment of fund accounts, including relevant activity codes, and coordinates approval with other authorized campus partners.
• Reviews, reconciles, monitors, and forecasts project expenses against project budgets and campus financial system records.
• Develops and distributes timely financial reports to Principal Investigators (PIs) to support accurate and informed project management and financial decision-making.
• Independently gathers information as needed to perform financial analysis.
• Anticipates when project expenditures vary beyond award flexibilities, and provides guidance for actions requiring coordination with sponsors and campus authorized officials.
• Assists in support of audit as directed by senior staff.
• Ensures the accuracy of records and financial files and that all appropriate documentation and authorizations are maintained to comply with federal and state agencies and university regulations.
• Closes out extramural and intramural fund accounts at the end of the period, as needed.
• Supports the preparation of proposal and award documents and reports that are required by sponsor guidelines, as needed.

35% - Transactions and Processes

• Performs Tier 2 level approvals of financial transactions, often initiated by PIs.
• Maintains a working knowledge of university procurement and financial management systems.
• Advises divisional payroll teams on the appropriate distribution of PI salary to grant funds (e.g., summer salary, sabbatical, and career award allocations) and monitors salary savings allocations to faculty.
• Manages cost transfers, adjustments to ensure costs comply with sponsor and university policy.
• Monitors direct and indirect costs, initiating adjustments and advising PIs on available balances. Identifies and corrects transactional discrepancies in collaboration with Extramural Funds Accounting.
• Supports PIs with campus processes including but not limited to equipment management, summer salary, salary transfer, sub-recipient monitoring.
• Coordinates research-related interlocation transfers.
• Suggests changes for systems and processes to improve efficiency and reduce administrative burden.

15% - Research Administration Policy

• Reviews award documentation for terms and conditions, and identifies any specific restrictions.
• Advises PI in determining proper use of funds according to funder, institutional, and UC guidelines and policy.
• Analyzes and applies agency guidelines and University policy when approving expenditures, including direct pays, purchase orders, and travel reimbursements. Controls, through approval, expenditures on restricted funds, and provides direction to PIs and research groups.
• Maintains current knowledge of compliance regulations in research administration.

10% - Communication and Customer Service

• Provides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and relevant campus partners.
• Communicates regularly with principal investigators and divisional liaisons, to ensure continuity of support, timely response, and resolution of inquiries and award actions.
• Serves as the first point of contact for portfolio management as assigned.
• Coordinates with the Office of Research, Extramural Funds Accounting, and other campus partners to resolve issues.

REQUIRED QUALIFICATIONS

• Bachelor's degree in a related area and/or equivalent experience and/or training.
• Thorough knowledge and understanding of sponsor, UC, and institutional research administration policies and guidelines, with ability to interpret and apply to research portfolio management.
• Demonstrated experience in financial planning, analysis, budgeting, and accounting to administer large/complex research portfolios, including projects with multiple funding sources.
• Thorough knowledge of applicable research administration compliance requirements.
• Demonstrated competence in the use of financial systems and tools, including spreadsheets and database software, in financial analysis, fiscal management, and financial reports.
• Demonstrated independent judgement, problem-solving, and critical thinking skills with the ability to assess a situation and provide a solution.
• Demonstrated organizational skills with the ability to manage a significant volume of work with a strong attention to detail.
• Demonstrated written communication skills with the ability to explain requirements in a comprehensive and organized manner.
• Demonstrated verbal communication skills.
• Customer service focus and solid interpersonal skills with the ability to establish and maintain effective and professional relationships.
• Demonstrated ability to function independently and follow through on assignments with minimal direction.
• Demonstrated ability to use discretion and good judgment when handling confidential information.

PREFERRED QUALIFICATIONS

• Experience with campus systems, such as financial management, payroll/personnel software, purchasing, data warehouse, and reporting.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• This is a fully remote position, and the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• This position requires the ability to report to campus to work in-person as operationally required, with reasonable notice as determined by your manager; travel expenses not covered.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy
  • Abusive Conduct in the Workplace

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.