DARPA Administrative Coordinator

University of California, Irvine•Irvine, CA

2d•Onsite

About The Position

The Department of Mathematics at the University of California, Irvine, is seeking an administrative professional to provide comprehensive administrative and programmatic support for a DARPA-funded project focused on field-testing artificial intelligence in mathematical research. This project involves developing frameworks to measure research progress, implementing human-subject research protocols, and conducting workshops where mathematicians collaborate on open problems with and without AI tools. The goal is to assess the real-world impact of AI on mathematical discovery and inform the development of practical technologies for research communities. The department itself is recognized for excellence in research and teaching, supporting faculty, researchers, and students in a collaborative and inclusive academic environment.

Requirements

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.
Must be able to provide proof of work authorization.

Nice To Haves

Knowledge of UC policies: 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 experience University of California/UCI Experience.

Responsibilities

Provide comprehensive administrative and programmatic support for the DARPA-funded project and its PI's scientific effort.
Coordinate core grant operations such as subawards, consultancies, and required reporting (monthly, quarterly, annual, and milestone-triggered).
Facilitate IRB protocols and human subjects research compliance.
Manage workshop and event logistics including venue, catering, participant travel, lodging, and reimbursements.
Support procurement of project-related supplies, tools, and equipment.
Coordinate payments and processing for human subject participants.
Assist with scientific writing and evaluation reports for program stakeholders.
Provide hiring, onboarding, and general administrative support to project PI and collaborators.
Coordinate grant operations for the DARPA project, including subawards, consultant agreements, required federal reporting, financial tracking, and procurement.
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.
Coordinate and support human subjects research (HSR) and IRB processes, including protocol development and submission, compliance tracking, and management of participant documentation and processing.
Plan and manage project workshops and events, including logistics such as venue coordination, catering, participant travel and lodging, and reimbursement processing.
Provide scientific writing support, including drafting and preparation of evaluation reports and other required deliverables for DARPA program stakeholders.