Research Administrator 4 - Ophthalmology

UCSD Layoff from Career Appointment : Apply by 05/27/2026 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Reassignment Applicants : Eligible Reassignment clients should contact their Disability Counselor for assistance.

The Viterbi Family Department of Ophthalmology comprises 50+ faculty physicians and scientists, twelve resident physicians, 20 (including clinical and research) post-doctoral physicians and scientists, and over 250 staff with six divisions - Glaucoma, Retina, Cornea & Refractive Surgery, Pediatrics, Oculoplastics, and Neuro-ophthalmology. In addition, clinical services are provided at the Shiley Eye Institute Clinic, Ratner Eye Center, UCSD Jacobs Hospital, UCSD Thornton Hospital, UCSD Hillcrest Ambulatory Center, Ophthalmology 4th Avenue Clinic; UCSD Perlman Clinic, UCSD Rancho Bernardo Clinic, and the Veterans Administration (VA) Hospital. The Department of Ophthalmology has the largest single outpatient clinic at the University of California, San Diego, with over 120,000 visits annually. Additionally, over 5800 surgical cases are performed.

The Viterbi Family Department of Ophthalmology is rapidly growing and looking to expand its practice at the Shiley Eye Institute and research at the New Vision Research Center, Hamilton Glaucoma Center, and Jacobs Retina Center.

Under direction, the incumbent will serve as a technical specialist overseeing complex, multi-project awards and clinical trials, demonstrating advanced financial management principles and operational support to further the Department's academic, clinical, and research missions across multiple divisions. Responsibilities extend beyond transactional processing and include: Comprehensive financial portfolio analysis, forecasting, and risk identification. Incumbent will collaborate with leadership to brainstorm tools and mechanisms that will enhance financial transparency and decision making for Faculty and Researchers. May serve as a back-up fund manager during peak operational times, during staffing shortages or to meet major deadlines as well as complex sponsored projects.

Within Research Administration, the incumbent will provide full lifecycle oversight for all sponsored research activity within the Department of Ophthalmology, including: federal, state, local, and non-federal awards, clinical trials and industry-sponsored research, clinical and laboratory agreements, gifts, foundation funds, and other research support mechanisms. The incumbent will also have the ability to clearly and confidently communicate and provide knowledge on the effort and allocations of Faculty/Researchers within their assigned faculty portfolio. Additional responsibilities include, post-award financial management and compliance oversight, contract and agreement administration, equipment acquisition and tracking (as needed), data use and transfer agreements, preparation for sponsor reporting.

The Department of Ophthalmology will have an expectation that the incumbent will ensure adherence to university, departmental, and sponsor regulations, applying advanced knowledge of institutional policy and federal compliance requirements. The incumbent will be able to interpret complex internal and external policies, regulations, and sponsor guidelines, exercise independent judgment in determining compliance pathways and risk mitigation strategies, develop departmental tools, training programs, and standardized processes to operationalize policy requirements.

The incumbent will coordinate and contribute to the department-wide financial meetings and reporting structure, standardizing fiscal transparency and enhancing faculty engagement across all divisions. The incumbent serves as a subject matter expert (SME) and will act as a resource to fellow staff and work closely with faculty and leadership in this endeavor. This initiative will aid in establishing internal controls and performance standards and ensure consistency in financial reporting and compliance practices. Other duties as assigned.

Uses advanced contracts and grants concepts to manage high volume and high complexity transactions. May review and guide others in the review of financial and administrative management requirements of research contract and grant proposals, awards, and / or transactions to ensure compliance with institutional and sponsor policies. Works independently to assess complex grant, contract and subcontract transactions where analysis requires an in-depth evaluation of variable factors. May be eligible for delegated signature authority. May review and sign transactions for less experienced staff. May serve as a technical specialist in a particular area, such as federal contracts, state contracts, subcontracts or information systems. Central Role (CR): Typically works on highly complex proposals and awards such as grants / contracts which require task budgets, option years, multiple investigators and multiple sub awards. Is eligible for delegated authority.

• Nine years of related experience, education/training, OR an Bachelor's degree in related area plus five years of related 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 applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.

• Ability to manage high volume and complex transactions. Advanced knowledge and extensive work experience in working through complex submissions and managing complex portfolios.

• Ability to perform highly complex financial analysis and customized reporting. Extensive work experience in working independently to assess complex grant, contract and subcontract transactions where analysis requires an in-depth evaluation of variable factors.

• Demonstrated advanced competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.

• Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas.

• 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. Extensive work experience in providing consultative services, policy interpretation, instruction and advice to the Principal Investigators, their administrators, and the Department Financial Assistants on all-fiscal matters ensuring compliance with policy and procedures.

• Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles. Advanced knowledge and experiences in serving as subject matter expert in Accounts Receivable, Accounts Payable, Reporting, Sponsor policies, Federal policy.

• Experience with all types of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements. Extensive work experience in managing multiple complex awards of NIH PPG, Center Grants, OT awards, Clinical Trials and training grants.

• 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.

• Ability to interpret policy for others.

• Extensive work experience in all Post-Award contract and grant budget management to set up, manage, and report on the new, continuation, and renewal sponsored projects. Advanced work experience with standardized tools, working with department colleagues to improve efficiency and quality for portfolio management.

• Advanced knowledge and extensive work experience collaborating with colleagues to consult over policies and procedures, sharing and dissemination of information and updates that affect the duties of Sponsored Projects Fund Managers.

• Advanced knowledge and ability to monitor policies and procedures for internal department controls related to post-award processes.

• Ten (10) years of relevant experience.

• Strong demonstrated experience and ability to serve as liaison on Campus/Health Sciences committees to ensure standardization, business alignment and best practices are implemented in the Department.

• Extensive experience serving as subject matter expert resource in, including but not limited to, Health Science Faculty Compensation, Research Space, Equipment Inventory, effort reporting, etc. and strong demonstrated experience in managing complex and complicated PIs Contracts and Grants Managements.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• Occasional overtime, evenings, and weekends may be required.

Pay Transparency Act

Annual Full Pay Range: Unclassified - No data available (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: Unclassified - No data available

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).