ADMIN001250 Administrative Analyst III

Northern California Institute for Research and Education (NCIRE) is the leading nonprofit research institute in the United States devoted to advancing Veterans health research. NCIRE is part of one of the world’s most dedicated and successful Veterans care communities, pioneering new treatments and understandings of military medicine and care.

Along with our partners at the San Francisco VA Medical Center and the University of California, San Francisco, we are working to discover and develop effective, safe, and practical treatments for military injuries and diseases affecting Veterans. Through new technologies, novel scientific insights, and international clinical collaborations, we strive to set a new standard of health care research for Veterans and military personnel.        


Senior Administrative Analyst with computer fluency and expert knowledge in the field of finance and grants management; problem-solving frequently and independently with analysis of unique issues/problems without precedent and/or structure. Will manage programs that include formulating strategies and administering policies, processes, and resources. Must function with a high degree of autonomy while handling all aspects of budget and cost compliance for assigned portfolio, using knowledge of grant and contract management rules and regulations, sponsor and institutional policy, technical expertise, and analytical skills.

Department Role (DR): Specifially, Analyst will be responsible for pre-award and post-award functions for several Principal Investigators (PIs) at the VA Advanced Imaging Research Center (VAARC) located at the San Francisco VA Medical Center (SFVAMC). Analyst will work on highly complex proposals and awards such as grants/contracts which require complex budgets and may include no-cost extensions, multiple collaborating investigators, and numerous subcontracts. Is expected to mentor junior staff within the department and assist Leadership with the overall management of the administrative team at within VAARC. This challenging position requires frequent interactions with faculty, research and administrative staff, collaborating scientists, the UCSF Department of Radiology Business office, UCSF Controller’s office, the SFVA Department of Research & Development, the SFVA Department of Radiology, and NCIRE. 

Essential Functions:

  • Use advanced contracts and grants concepts to manage a portfolio made up of complex awards which require high level expertise and attention to detail
  • Guide others in the review of financial and administrative management and assists with overseeing various contracts and grant proposals of junior team members
  • Assist with awards, and/or other relevant, pertinent transactions to ensure compliance with institutional and sponsor policies
  • Work independently to assess complex grants, contracts, and subcontracts where analysis requires an in-depth evaluation of variable factors
  • May be required to review and approve transactions for less experienced staff
  • Work on highly complex proposals and awards such as grants/contracts which mandate careful review of funding opportunities, ability to clearly communicate detailed requirements to PrincipaI Investigators, leadership, collaborating scientists/institutional staff, and junior staff.
  • Mentor junior staff and assist with questions within the department
  • Liaison for Principal Investigators and NCIRE Core office
  • Assist Principal Investigators with preparation and submission of contracts and grants
  • Provide fiscal management for contracts and grants, pre-award compliance post-award administration
  • Develop and negotiate contract agreements with vendors and subcontractors
  • Coordinate approval process of proposals with NCIRE Core office
  • Monitor ledgers, identify and resolve any discrepancy with financial journals and cost transfers
  • Provide budget and staffing projections for Principal Investigators
  • Responsible for ensuring all necessary pre- and post-award compliance activities (i.e. JIT, progress reports, FCOI) are completed within the required timeframes while adhering to NCIRE, sponsor and institutional policies
  • Ensure compliance with prime award terms and conditions
  • Maintain working knowledge of online financial systems and proactively learn new systems as developments arise within the field
  • Responsible for award close-out and confirming all reports have been submitted to sponsor agency
  • Utilize institutional resources within Core office to troubleshoot and resolve issues, including Accounts Payable, Accounts Receivable, Payroll, Information Technology Services, and Human Resources departments
  • Perform other related duties as assigned

Job Requirements:

  • Bachelor's degree in related area and/or equivalent experience/training or six-plus years of relevant experience in contracts and grants
  • Must have experience working with a large portfolio with high level of complexity similar to U01s and R01s with large quantities of subcontracts, such as Program Project grants
  • Must be able to understand notice of awards and be able to interpret data
  • Demonstrated self-initiated growth toward mastery of contracts and grants body of knowledge as evident by mastery of skills.
  • Ability to function independently, requiring little assistance or guidance with most tasks, while being a team player
  • Detailed knowledge of Office of Management and Budget Circulars (2 CFR Part 200 Uniform Guidance) and demonstrated expertise in interpreting and explaining requirements
  • Detailed knowledge of Federal agency policies, notably NIH and DOD
  • Significant experience in developing and negotiating a variety of agreements including creative problem solving and effective decision making
  • Demonstrated fluency in the use of spreadsheet and database software in financial analysis, fiscal management, and financial reporting
  • Demonstrated commitment to excellence in customer service and performance
  • Ability to analyze, problem solve, interpret and apply policies/regulations
  • Ability to communicate with others and to assimilate and understand information in a manner consistent with the essential job functions
  • Ability to make sound decisions in a manner consistent with the essential job functions
  • Ability to manage multiple projects, tasks and priorities to achieve desired goals
  • Previous experience in a university institution or non-profit organization highly desirable
  • Research or grants education and/or certification is preferred

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Northern California Institute for Research and Education (NCIRE) is proud to be an Equal Opportunity Employer.

Per San Francisco's Fair Chance Ordinance, Northern California Institute for Research and Education (NCIRE) will consider qualified applicants with criminal histories

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Contact Information

Northern California Institute for Research and Education



4150 Clement St

San Francisco, CA 94121


Background Information

4-Year Degree


  • Hospital
  • Non-Profit
  • Administrator or Administrative

U.S. Citizen


Target Job Information

  • Full Time