Senior Research Administrator

Heluna Health invites applications for the full-time position of Senior Research Administrator. Under the supervision of the Director of Bridge HIV, the Bridge HIV Senior Research Administrator will oversee the direction, coordination, implementation, execution, and documentation of Bridge HIV contracts and grants in alignment with the mission and vision of Bridge HIV.

Bridge HIV is a grant-funded research unit affiliated with the San Francisco Department of Public Health and the University of California San Francisco. Bridge HIV has been searching for new and innovative ways to fight HIV/AIDS since the onset of the epidemic in the early 1980s. Bridge HIV Investigators are global leaders in HIV vaccine and prevention science, epidemiology of HIV infection, HIV medication adherence, combination HIV prevention strategies, and HIV research training methods. In response to the COVID-19 pandemic, Bridge HIV has conducted COVID-19 vaccine and epidemiology studies; and has also been conducting STI vaccine and epidemiology studies in response to the increase in STIs. For more information, please visit

This is a temporary, grant-funded, full-time, benefitted position. Employment is provided by Heluna Health. In-person work required.

Pay rate: $122,720 annually

If hired for this position, you will be required to provide proof that you are fully vaccinated for COVID-19 prior to your start date, or have a valid religious or medical reason qualifying you for an exemption (that may or may not require accommodation).

ESSENTIAL FUNCTIONS

Grants Management

1. Conversant with the terms and conditions of NIH grant awards, including public policy requirements/objectives, Notice of Award (NoA), cost considerations, and administrative requirements.
2. Oversees grants management in collaboration with the Heluna Health (HH) support team: the Senior Contracts and Grants Manager (SCGM) and the Senior Program Accountant (SPA); works with the SCGM on all pre- and post-award activities in accordance with government regulations; participates in the development, preparation, and submission of grant proposal budgets; oversees award review, setup, negotiation and acceptance; works in collaboration with the SPA in budget preparation for no-cost extensions, subcontracts with all grant partners, and cost transfers; in collaboration with the Principal Investigators (PIs), SCGM, and SPA, oversees the preparation and submission of research progress reports (RPPRs) and project close-outs.
3. Oversees the City and County of San Francisco (CCSF) subcontracting process in collaboration with the Population Health Division (PHD) contracts and grants staff, the HH SCGM, and the HH Senior Subcontracts Manager (SSM).
4. In coordination with the PHD contracts and grants personnel and representatives of the Board of Supervisors (BOS), represents Bridge HIV PIs at BOS meetings to “accept and expend” grants of $100,000 or more.
5. Ensures that work orders and consultant agreements are executed in a timely manner; assists PIs in monitoring the start and end dates of the agreements so that project timelines are met.
6. Completes and submits the mandatory PHD grant application notification form via DocuSign on behalf of the PI and submits Letter of Support (LOS) requests to the Director of Health via DocuSign.
7. Oversees the contract negotiation process with pharmaceutical and other companies that fund research; reviews Clinical Trial Agreements (CTAs) with the management team to ensure agreements align with Bridge HIV racial equity goals, Spanish language and stipend requirements; presents the revised/redlined CTAs to the SCGM for internal review at Heluna Health; negotiates changes with company contract representatives to reach agreement and fully execute CTAs in collaboration with the SCGM within the timeline required by the funder.
8. Meets bimonthly with the SCGM and SPA to review details of Bridge HIV active grants and contracts, including pending RPPRs, subcontracts, and work orders.
9. Assists the PIs in preparing and submitting RPPRs in coordination with the SCGM and SPA.
10. Monitors grant and contract expenditures and staff salary allocations in the HH time-keeping system, Replicon, in coordination with the SPA and the HH Human Resources Generalist; closely reviews project ledgers with PIs on a monthly basis to ensure appropriate rate of spending within the terms set out in the Notice of Awards (NOAs).

Fiscal Management and Accounts Payable

1. Understands and follows Generally Accepted Accounting Principles (GAAP).
2. Updates the Bridge HIV project number list as needed and distributes to PIs, HH credit card holders and other staff as appropriate.
3. In collaboration with the HH SPA, ensures all Bridge HIV accounts remain in good standing: reviews, validates, and processes all invoices and generates disbursement authorizations for payment, ensuring all related information and documents are included before sending to the SPA; payment types include, but are not limited to travel reimbursements, credit card charges, subcontracts, and staff reimbursements.
4. Collects coded credit card spread sheets and receipts from HH credit card holders on a monthly basis; reviews project coding and corrects any errors and reviews the errors with credit card holders; creates disbursements for the expenditures of each credit card holder; submits the disbursements, receipts, and coded spreadsheets to the SPA by the assigned deadline.
5. Serves as the chief custodian of the $150,000 petty cash/stipend account, working closely with 2 sub-custodians; assures the cash on hand and receipts equal the authorized amount of the fund at all times.
6. Conducts cash/stipend receipt exchanges with the sub-custodians as needed; submits stipend replenishment requests to the SPA.
7. Conducts quarterly audits (cash counts); reviews the sub-custodians’ count sheets that include receipts and cash on hand, ensuring the accuracy of the cash and receipt count totals; submits the audit forms, copies of receipts, and bank statements, to SPA by the assigned deadline.
8. Requests replenishments to the bank account that funds CASH APP and the other Bridge HIV bank account that funds cash for stipends in order to meet the needs of all active protocols.

Organizational Meetings and Working Groups

1. Attends weekly supervision meetings with the Director, creating agendas for each meeting.
2. Actively participates in weekly All Staff and clinical operations meetings.
3. Participates in Bridge HIV standing meetings and working groups as needed.

NON-ESSENTIAL FUNCTIONS

1. Other duties as assigned.

JOB QUALIFICATIONS

1. Demonstrates a high level of commitment to racial equity.
2. Strong interpersonal communication skills.
3. Advanced skills in contracts, grants, accounts payable, project management.
4. Advanced proficiency in Microsoft Office Suite programs, such as Word, Excel, Outlook, and PowerPoint.
5. Advanced proficiency in Microsoft Teams and Adobe Acrobat Professional.
6. Extremely organized with close attention to detail.
7. Ability to perform work accurately and thoroughly.
8. Demonstrated ability to work independently.
9. Takes responsibility for assignments and meets deadlines.
10. Willingness and ability to work as part of a collaborative team.
11. Willingness to learn new software applications as needed.

Education/Experience

1. Bachelor's degree from a four-year college or university and a minimum of two (2) years full-time experience performing professional level grants and contracts management and accounting activities.

EQUIVALENT EXPERIENCE

1. Five (5) years full-time experience performing professional level grants and contracts management and accounting activities.

PHYSICAL DEMANDS

1. Stand: Frequently
2. Walk: Frequently
3. Sit: Frequently
4. Handling / Fingering: Occasionally
5. Reach Outward: Occasionally
6. Reach Above Shoulder: Occasionally
7. Climb, Crawl, Kneel, Bend: Occasionally
8. Lift / Carry: Occasionally - Up to 50 lbs
9. Push/Pull: Occasionally - Up to 50 lbs
10. See: Constantly
11. Taste/ Smell: Not Applicable

WORK ENVIRONMENT

General Office Setting, Indoors Temperature Controlled

All qualified applicants will be considered for this position in accordance with the San Francisco Fair Chance Ordinance.

EEOC STATEMENT

It is the policy of Heluna Health to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)