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The Department of Epidemiology and Biostatistics (DEB), housed within the UCSF School of Medicine, is the largest department of epidemiology in the University of California system. DEB is the epicenter of many of UCSF's initiatives in population health, data science and informatics, health service research, health equity and artificial intelligence. The DEB has three missions: 1) education, 2) science, and 3) research. Its educational mission is to train students in epidemiologic and biostatistical methods for studying disease etiology and prevention, evaluating tests and treatments, and using evidence-based approaches in clinical practice and population health. The scientific mission of the DEB is to perform outstanding basic, clinical and population health research along a spectrum from molecules to society and to develop tools for the translation of knowledge that will improve clinical practice and population health and ensure optimal use of resources. The clinical mission of the Department is to support the practice of public health and preventive medicine in local, state, national and international health agencies The Financial Research Administrator provides comprehensive research administration support with a primary focus on post-award financial management for contracts, grants, and other research funding. The position is responsible for planning, monitoring, and analyzing budgets for faculty research programs, ensuring compliance with institutional policies and sponsor requirements. Key duties include managing financial reporting, reconciling project funds, forecasting budgets, and advising Principal Investigators on spending strategies. The role also supports pre-award activities by developing complex proposal budgets and coordinating sub-awards and vendor contracts. It serves as a central liaison among faculty, internal departments, and external funding agencies to resolve financial and compliance issues. Additionally, the position oversees transactional activities such as journal entries, procurement, and ledger reconciliation, while contributing to financial analysis, reporting, and process improvements within research administration.
% of time |
Essential Function (Yes/No) |
Key Responsibilities[MQ1] (To be completed by Supervisor) |
65% |
Yes |
Department Role (DR): Organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments, and privately funded projects for faculty research programs. Provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements. Post-Award Management of Contracts, Grants, Fee for Service, NCIRE Agreements, Vendor Agreements, IOCs, Recharge funds, and various other project and discretionary funds: Coordinates with the Contracts and Grants Accounting Office (CGA) upon review of award notice on appropriate setup. Maintains budget projections and performs budget analysis for department faculty (i.e. Principal Investigators). Interprets and prepares budget appropriations and expenditure summaries, reviews contract/grant terms and conditions for post-award compliance with contract/grant agency as well as UC Policy and Procedures. Manages, reviews, and prepares financial status reports for various funding agencies per award terms. Works closely with project managers, principal investigators and CGA personnel to ensure accurate financial reports are provided per agency guidelines. Oversees reconciliation of monthly ledgers for of project funds. Analyzes and verifies financial data and makes spending strategy recommendations to Principal Investigators. Distributes financial reports to Project Directors and Principal Investigators for review and project planning. Researches and resolves errant charges and/or other ledger encumbrances. Resolves problems via interfacing with other campus departments and central service units. Consults with funding agencies regarding policy interpretation; coordinates communications between campus business officials and funding agencies. |
20% |
Yes |
(DR): Prepares complex proposal budgets and support documents that are required by proposal guidelines. Sub-award Management and Vendor Contracts Management: Coordinates the initiation of sub-awards between collaborating institutions/agencies and UCSF Contracts and Grants Office. Monitors sub-award expenses and submits invoices for payment; prepares and submits required amendments to existing sub-awards; tracks balances. Bills and tracks payments to ensure they are processed in accordance with the signed contract. Tracks large purchases made by the Campus Procurement/Supply Chain and assists with providing any justifications or bids or with pulling comparative quote information. Tracking and reporting is done using systems such as PeopleSoft, BearBuy, DocuSign, and MyReports. Works closely with faculty and project directors. Communicates with UCSF CO and other research institutions or business enterprises to analyze and resolve complex billing/payment issues. |
10% |
Yes |
Provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements. Prepares journal entries, maintains and reconciles ledger accounts. Creates Bearbuy PO's and performs General Ledger Review and Reconcilation. Participates in gathering data from the general ledger for the collection of informatio, prepares financail summaries (CR): Assists with the review of contract/grant amendments, as well as pre-award update information requested by sponsor representatives before issue of awards and submission. (CR): Negotiates terms and conditions of complex research agreements and awards from various sponsors. CR): Develops professional relationships with sponsor representatives. Delivers specialized training for education workshops in the area of research administration. |
0 |
|
Coordinates proposal submissions. |
5% |
|
(CR): Applies contracts and grants concepts to review complex grant or contract proposals and obtain / verify necessary compliance approvals, and recommend / negotiate needed changes to proposals with PIs and / or department administrators. Researches, develops and implements new research initiatives. Independently gathers information as needed to perform financial analysis. Applies professional knowledge / experience to prepare, review and / or approve financial transactions. |
0 |
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Provides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department administrators |
0 |
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Assists in support of audit as directed by senior staff. |
0 |
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(CR): Previews pre-award update information requested by sponsor representatives before issue of awards and submission. |
0 |
|
(CR): Develops professional relationships with sponsor representatives to identify funding opportunities in compliance with stated requirements. Delivers specialized training for education workshops in the area of research administration, grant writing, proposal development to improve funding success. |
0 |
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(CR): Authorizes establishment of complex contract and grant fund accounts with approval of other analysts, director or other authorized institutional official. |
0 |
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(CR): Reviews and approves or rejects requested fund advance setups or research account updates. |
0 |
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(CR): Negotiates terms and conditions of complex research agreements and awards from various sponsors. |
0 |
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Coordinates and implements budget allocations, conceives of and maintains chart of accounts or other data management tools, and related business processes. Prepares journal entries, maintains and reconciles ledger accounts. Participates in gathering data from the general ledger for the collection of information for UBIT, preparing summary schedules, and either answering questions from departments or coordinating getting answers. |
0 |
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Applies professional knowledge / experience to prepare, review, and / or approve financial transactions. |
0 |
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Independently gathers information as needed to perform financial analysis. |
100% |
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(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.) |
Required Qualifications:
- Bachelor's degree in related area and 3 to 5 years of equivalent experience / training.
- Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
- Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
- Ability to manage significant volume of transactions.
- Ability to perform complex financial analysis and customized reporting.
- Demonstrated 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 current knowledge of compliance regulations in all areas of research administration.
- Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.
- Demonstrated knowledge of effective grant funding processes, procedures and techniques
- Strong writing skills in a variety of styles to draft persuasive text for a variety of audiences while ensuring adherence to funding sponsors guidelines.
Preferred Qualifications:
- Certification in MyReports, BearBuy, MyExpense, ERS ILT Courses
- Post-Award Management Compliance ILT Course
- Revenue and Cash Management ILT Course
HIPAA Compliance
Required Qualifications:
- Bachelor's degree in related area and 3 to 5 years of equivalent experience / training.
- Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
- Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
- Ability to manage significant volume of transactions.
- Ability to perform complex financial analysis and customized reporting.
- Demonstrated 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 current knowledge of compliance regulations in all areas of research administration.
- Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.
- Demonstrated knowledge of effective grant funding processes, procedures and techniques
- Strong writing skills in a variety of styles to draft persuasive text for a variety of audiences while ensuring adherence to funding sponsors guidelines.
Preferred Qualifications:
- Certification in MyReports, BearBuy, MyExpense, ERS ILT Courses
- Post-Award Management Compliance ILT Course
- Revenue and Cash Management ILT Course
HIPAA Compliance
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University of California - San Francisco
TBD
May 22, 2026