The Academic Coordinator role consists of the majority function as a Managing Director (MD) of one or more center-scale research efforts (Research Centers), and as needed, especially when in-between research center leadership roles, as a program manager to coordinate activities leading up to new center-scale research proposals filed by HDSI.

Reporting to the designated PI or Director of the Research Center, the MD, will participate in strategic planning, problem-solve and analyze unique issues as well as solve problems without precedent and / or structure and carry out administrative and external engagement activities. As a technical leader with a high degree of knowledge in the overall field of Data Science and/or AI, the incumbent will oversee the day-to-day operations of the Research Center led from the UC San Diego campus, functioning with a high-degree of autonomy in a fast-paced environment including overseeing facilities and human resources for the Center and the coordination of activities and operational logistics between the universities participating in the Center, which includes liaising with departments and schools within UC San Diego as well as the Business Office of HDSI and UC San Diego Office of Contracts and Grants to ensure proper grant administration and the completion of required agreements and subcontracts with university partners. Additionally, they will coordinate research project management activities across the Research Center, including the broadcast of internal requests for proposals and collection, organization and distribution of these.

In conjunction with the HDSI Business Office, UC San Diego Office of Contracts and Grants, participate in the program budgeting of the Research Center and ensure the proper flow of funds between universities participating in the Center based on approved research project expenses and other Center-related activities. The incumbent will manage industry partnership matters, such as overseeing information dissemination, organizing Executive Advisory Board meetings, acting as a point of contact, and providing assistance to the Research Center Director and other co-Principal Investigators in efforts to recruit and retain industry collaborations in the Research Center.

Additionally, they will administer all aspects of communications including the development and maintenance of the Research Center’s website, brochure, newsletters, and social media content, the dissemination of information to all stakeholders as well as communication tools to facilitate the research enterprise such as wikis, Center internal meetings and teleconferences, and Research Center outreach and education events. The incumbent will oversee the creation of data repositories necessary to meet the data management plan for the Research Center, work with Center Director and researchers to ensure the collection and storage of appropriate data, the preparation and timeliness of reports, including the Sponsor’s (e.g., NSF, NAIRI AI institute) quarterly and annual reporting, invention disclosures, intellectual property agreements, Center success stories, and publication reviews. They will also plan, organize, and host bi-annual meetings and visits from industrial collaborators and funding agencies, and travel, as needed, to coordinate activities between the participating universities, industry, and government agencies.

This is a professional position at the intermediate level, fully operational level of the Research Administrator series. The incumbent applies acquired job skills, policies, and procedures to complete substantive assignments/project/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.

Under general supervision, the Research Administrator 2 will develop and/or oversee research proposals, awards and/or transactions related to contract and grant management, and maintains contract and grant records in compliance with institutional and research sponsor policies. S/he will work on proposals of moderate scope such as single investigator NSF proposals where analysis of financial information or reports requires review of a variety of factors (e.g. budgets, salaries, expenses, etc). Additionally, the incumbent will receive assignments on project basis and fully analyzes problems, gathers data and information, and recommends solutions. The incumbent may be eligible for delegated signature authority. S/he will complete and approve transactions for signature by manager or other authorized institutional official.

The incumbent will be providing moderate analytical and financial support in proposal processing, contract and grant administration, and budget development, including pre-award proposal initiatives, management of funds post-award, and closeout activities for federal, state, local and private sponsors. Involves activities associated with forecasting, planning, and managing of research portfolios by performing some or all of the following: coordinating and identifying, developing and/or presenting proposals, contracts and other agreements; reviewing proposals to ensure institutional compliance; negotiating, administering and monitoring contract and grant awards, including compliance with regulations, terms and conditions; financial management and reporting; and sub award/subcontract issuance and administration.

Additional complexity/workload responsibilities: Interaction/collaborations with other departments or ORUs within UCSD. Calculating Proposals with Faculty who have GCCP, HSCP, Summer 9ths; PI’s that are high profile or resource intensive needs; Proposal: human subjects, PI exception requests; Invoices to agencies; major Awards/projects.

The incumbent will work closely with the Chief Admin Officer to administer department policies and procedures as they relate to research administration. The incumbent will participate in developing short and long-range strategies to manage contracts and grants activity. The incumbent will provide guidance, leadership, and training to the sponsored research team. The incumbent will develop ad hoc reports on behalf of the sponsored research team to meet the needs of HDSI Leadership.

The incumbent will provide work direction and supervision to the team of Research Administrators. The incumbent will establish training and communicates job expectations. The incumbent will make decisions on screening applicants, interviewing candidates, and recommending individuals for hire. The incumbent will independently conduct performance evaluations, communicate job expectations, and monitor staff progress.

The incumbent will also use their skills as a seasoned, experienced research administrator to independently develop and / or oversee research proposals, awards and / or transactions related to contract and grant management and maintain contract and grant records in compliance with institutional research sponsor policies at the the department level for the Halıcıoğlu Data Science Institute. S/he will work on proposals and awards of diverse scope where analysis of data requires thorough understanding of complex regulations; complete and approve transactions for signature by manager or other authorized institutional official; and work on complex proposals and awards that may involve multiple investigators and / or multiple sub awards. The incumbent will guide less experienced staff and typically work on complex proposals such as grants / contracts which require task budgets, option years, multiple investigators and multiple sub awards.

Additionally, the incumbent will provide analytical and financial support in proposal processing, contract and grant administration, and budget development, including pre-award proposal initiatives, management of funds post-award, and closeout activities for federal, state, local and private sponsors. The incumbent will be involved in activities associated with forecasting, planning, and managing of research portfolios by performing some or all of the following: coordinating and identifying and developing and/or presenting proposals, contracts and other agreements; reviewing proposals to ensure institutional compliance; negotiating, administering and monitoring contract and grant awards, including compliance with regulations, terms and conditions; financial management and reporting; and sub award/subcontract issuance and administration.

The incumbent will also be responsible for coordinating, training, approving, and auditing online PPM budgets, online purchasing, Check Requests, and Travel through Concur. Assist PIs and staff in the acquisition and administration of research funding. S/he will act as liaison with OCGA, OPAFs, General Accounting, OGSR and other central campus departments. Assist Database Administrator and Fiscal Manager in the development and implementation of department computer databases to automate accounting, contracts & grants, and reporting processes.