DARPA Administrative Coordinator

Who We Are

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

The project associated with this position is part of a multi-institutional, DARPA-funded initiative focused on field-testing artificial intelligence in mathematical research. The program develops frameworks to measure research progress, implements human-subject research protocols, and conducts structured workshops where mathematicians collaborate on open problems with and without AI tools. Through both qualitative and quantitative evaluation, the project aims to assess the real-world impact of AI on mathematical discovery and inform the development of practical, effective technologies for research communities.

This position is housed within the Department of Mathematics at the University of California, Irvine, one of four departments in the School of Physical Sciences. The department is recognized for excellence in research, teaching, and service, providing foundational instruction to thousands of students annually while preparing undergraduate and graduate students for advanced study and professional careers. The department's administrative team supports faculty, researchers, and students in advancing innovative scholarship within a collaborative and inclusive academic environment.

Your Role on the Team

The Department of Mathematics is seeking an administrative professional to provide comprehensive administrative and programmatic support for the DARPA-funded project, “Field Testing AI on Open Math Problems”, and its PI's scientific effort, including coordinating core grant operations such as subawards, consultancies, and required reporting (monthly, quarterly, annual, and milestone-triggered); facilitating IRB protocols and human subjects research compliance; managing workshop and event logistics (venue, catering, participant travel, lodging, and reimbursements); supporting procurement of project-related supplies, tools, and equipment; coordinating payments and processing for human subject participants; assisting with scientific writing and evaluation reports for program stakeholders; and providing hiring, onboarding, and general administrative support to project PI and collaborators. The role requires a high degree of organization, attention to detail, and adaptability, along with the ability to manage multiple priorities and support a dynamic, multi-institutional research environment. This is a 20 hour per week position (50%), beginning fully onsite at the UCI campus. A hybrid schedule may be possible once initial work expectations are set with the Principal Investigator and Chief Administrative Officer. Specific work hours will be determined with final candidate. Once hours are agreed upon, the schedule will be consistent, 4 hours per day, between the hours of 8-5.

Essential Functions

The identification of essential functions below is not intended to be an exhaustive list of all duties that may be assigned to this position, nor does it restrict the duties which may be assigned to this position if such duties reasonably relate to the position.

• Coordinate grant operations for the DARPA project, including subawards, consultant agreements, required federal reporting (monthly, quarterly, annual, and milestone-triggered), financial tracking, and procurement. 25%
• Administer human subject participant payment processing and stipend compliance, including workshop stipends and beta-test compensation in accordance with UC, IRS, and DoD/DARPA HSR requirements. 10%
• Coordinate and support human subjects research (HSR) and IRB processes, including protocol development and submission, compliance tracking, and management of participant documentation and processing. 25%
• Plan and manage project workshops and events, including logistics such as venue coordination, catering, participant travel and lodging, and reimbursement processing. 25%
• Provide scientific writing support, including drafting and preparation of evaluation reports and other required deliverables for DARPA program stakeholders. 15%
  
  

Required

What It Takes to be Successful

• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Bachelor's degree in related area and / or equivalent experience / training
  
  

Preferred

• Knowledge of UC polices: Purchasing, travel accounting, contracts and grants accounting.
• Prior experience with DoD-funded research administration (DARPA, ONR, ARO, AFOSR).
• Prior experience with ZOT IRB (or any Kuali/Huron/Click-based IRB system), HRP-503 forms, and human- subject payment processing.
• Prior experience coordinating across institutional sponsored-projects, contracting, and HR offices.
• Prior experience with human subject participant payment processing for federally funded research, including UC stipend procedures, 1099 reporting thresholds, stipend-versus-compensation classification under IRB-approved protocols, and audit documentation requirements.
• A minimum of 5 years of experienceUniversity of California/UCI Experience
  
  

Special Conditions

• Reports administratively to the Chief Administrative Officer; day-to-day work direction from the Principal Investigator.
• This is a 20 hour per week position (50%), beginning fully onsite at the UCI campus. A hybrid schedule may be possible once initial work expectations are set with the Principal Investigator and Chief Administrative Officer.
• Specific work hours will be determined with final candidate. Once hours are agreed upon, the schedule will be consistent, 4 hours per day, between the hours of 8-5.
• Must be willing to adjust work hours for handling off-schedule events.
  
  

Total Rewards

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits.

The expected pay range for this recruitment is $32.74- $38.33 (Hourly).

Conditions Of Employment

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment
• 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.
  
  

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation
  
  

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement

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.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or eec@uci.edu.

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization