Grant & Contract Administrator

Job Description

Type of Appointment: Full Time, Probationary

Job Classification: Research and Sponsored Programs Administration Professional II

Anticipated Hiring Range: $5,797 - $5,913 per month

Work Schedule: Monday - Friday 8:00 am - 5:00pm

THE DEPARTMENT:

The Office of Research and Sponsored Programs (ORSP) is located within the Office of Research (OR) which is part of central Academic Affairs. ORSP provides leadership and support to the University's academic units, i.e., the colleges, schools and departments, as well as to individuals and groups of faculty. ORSP provides assistance to faculty and staff to obtain externally funded research support. The office is a central source of information on federal and government agencies, foundations, and corporations which support research. ORSP provides assistance in all pre-award and post-award phases of grants and contracts from development and planning up to the point of project implementation. This includes assistance in identifying potential external funding sources; conceptualizing programs; proposal planning and development; developing budgets; completing applications; developing and reviewing contracts; assisting with the University's approval process; assisting in negotiations with sponsoring agencies; and assuring compliance with all applicable federal and state regulations.

DUTIES AND RESPONSIBILITIES:

Development

• Grant and Contract proposal planning, preparation, submission, and completion
• Work in coordination with Deans, Associate Deans, Department Chairs, and budget analysts to develop grant resources and identify and communicate sources of internal and external funding.
• Provide support to faculty and staff in communicating with potential sponsor agency representatives: prepare and revise proposal budgets and budget justifications: complete all sponsor agency forms and assurances, proposal editing as allowed by sponsor deadline; assembly of proposal components, and submission of the proposal through mail/courier, sponsor portal or other electronic means.
• Provide technical review of terms and conditions of all sponsored contracts for adherence to University, CPP Foundation, and Uniform Guidance guidelines; write and review contracts, subcontracts and amendments to contracts with corporations, state and federal agencies, collaborating universities, and private foundations.
• Assure compliance with applicable sponsor guidelines, laws, and regulations such as the Uniform Guidance/OMS circulars and FARs.

Compliance:

• Provide support to faculty, staff, and administrators in completing the University’s approval process; Complete all assurance requirements for grants and contracts, Maintain professional expertise and ensure compliance with federal regulations, policies and/or requirements, in particular with Office of Management and Budget (OMB) Circulars: A 110 ("Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, and Other Non Profit Organizations"); A-122 ("Cost Principles for Non Profit Organizations"); A 133 ("Audits of States, Local Governments, and Non Profit Organizations"

Negotiation:

• Manages, reviews and negotiates grants, contracts, subcontracts, cooperative agreements and clinical trial agreements with federal agencies, state, county, city, private agencies.
• Conduct complex and high-level negotiations with representatives of corporations, state and federal agencies, and private foundations to revise and finalize contracts; coordinate with Foundation staff to ensure terms and conditions are acceptable to the University and the CPP Foundation; exhibit diplomacy and tact in representing the University to external agencies.

Execution:

• Follow up promptly with contracting agencies and organizations to ensure timely processing; provide final negotiated contract, subcontract, agreement and amendment documents to the Foundation for signature on behalf of the University.
• Follow up with faculty and staff: Ensure extensions and amendments are developed, reviewed and properly approved, along with appropriate budgets, well in advance of contract termination deadlines.

Education:

• Provide recommendations for ORSP website development to enhance its user-friendly assistance on funding opportunities, processes, boilerplate documents, and other informational tools for submission success; provide workshops and one-on-one sessions to faculty and staff interested in applying for and managing grants and contracts; provide information and assist the Director of ORSP with cross-training of other ORSP staff to ensure adequate backup.

Resubmission:

• Work with applicants to address reviewer comments, revise proposal and budget/budget justification; appropriately target resubmission grant/contract proposal so that sponsor deadline is met.

Identify, disseminate and promote funding opportunities

• Review electronic & print resources that publicize funding opportunities and disseminate those opportunities to appropriate faculty/staff on campus
• Conducts research to identify funding resources; identifies and matches opportunities to faculty interest.
• Promote high probability funding opportunities to the campus community using a variety of different strategies.
• Assist faculty in the analysis of funding announcements and to determine the appropriateness of the application.
• Disseminate information on the mission, goals and funding opportunities for specific sponsor agency assignments.
• Follow-up regularly on the funding opportunities that are disseminated and provide additional information as necessary.
• Maintain and report on applicant interests and funding search systems

Engage in and arrange external relations and training activities

• Initiate and implement ORSP outreach activities designed to increase and acknowledge sponsored program activity, including regular ORSP-sponsored workshops, on-campus federal agency workshops, etc.
• Serve on University and project committees and task forces as requested/approved.
• Advise on the development of new partnerships both internal and external to the university.
• Participate in Foundation and grant team meetings.
• Actively participate in training and self-development regarding the Office of Management and Budget (0MB) Uniform Guidance compliance.

Acquire and disseminate current knowledge on grants and contracts processes

• Review and disseminate relevant information to applicants and ORSP staff on Foundation, University and CSU System policies and programs, application procedures, and regulations of sponsor agencies; This can include: budgeting techniques, budgeting software, and electronic submission methods for specific sponsor agencies.
• Review publications containing external funding proposal development information and distribute to appropriate faculty and staff.

Provide data for ORSP management information system, reports and publications

• Prepare information for ORSP transmittals and deadline calendar.
• Conduct status checks on pending proposals to update the proposal information management system.
• Review and edit entries in the proposal information management system and other tracking systems for regular and annual reports

QUALIFICATIONS:

• Equivalent to a bachelor's degree in a related field. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
• Two years of relevant experience
• General knowledge of grants and contracts discipline.
• Ability to analyze and address problems using reasoning and application of standard practices and procedures.
• Demonstrated communication and interpersonal skills to effectively present information to team members and stakeholders.
• Skill in following guidelines and providing input and feedback as required and applicable to regulatory compliance.
• Ability to work independently and as part of a team, with a customer service-oriented approach.
• Flexibility to adapt to changing priorities and deadlines.
• Organizational skills to plan and prioritize work.
• Computer skills to appropriately use technology and relevant software packages as required.
• Working skills and knowledge of pre-award grant proposal development, budgeting, and post-award administration processes.
• Working knowledge and understanding in the appropriate use of grants and contracts administration standards, principles, and concepts.
• Knowledge and understanding of accounting and budgeting principles.
• Working knowledge of funding agency regulations and compliance requirements.
• Strong organizational skills to plan, organize, and prioritize multiple projects.
• Strong communication and interpersonal skills to work effectively in a diverse environment.
• Proficiency in using grant management software and financial systems.

PREFERRED QUALIFICATIONS:

• Advanced degree in a related field preferred.
• Knowledge of post-award processes.
• Knowledge of both the CSU system and Cal Poly Pomona Foundation policies and procedures.
• Experience developing and negotiating contracts to completion.
• Knowledge of Federal Acquisition Regulations (FARs).
• A minimum of two years of related experience in pre-award and university research administration; knowledge of and ability to work with a diverse range of sponsor agencies; or related experience and/or training, or an equivalent combination of education and experience.
• Ability to prepare budgets, budget justifications, and proposal outlines, including familiarity with various sponsor agency and Uniform Guidance regulations.
• Ability to multitask and prioritize responsibilities, maintain attention to detail, and work under competing deadlines. Ability to interface and communicate effectively with a variety of faculty, staff, and other constituents.
• Ability to interact effectively with sponsoring agencies to develop, negotiate, and execute contracts, subcontracts, agreements, and amendments.
• Ability to work with representatives from public and private entities and handle potentially sensitive situations.
• Demonstrated consultative skills in working with internal and external constituent groups.
• Ability to effectively present ideas and concepts in written or presentation format and use consultative facilitation skills to gain consensus.
• Ability to train others on new skills and procedures.
• Ability to prepare and submit contract and grant proposals and budgets, including familiarity with various sponsor agency regulations, forms, and electronic systems (i.e., Cayuse Proposals (S2S)).

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy .

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy .

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website . The CSU Salary Schedule is located on the CSU Salary Schedule website . The classification salary range for this position according to the respective skill level is: minimum $5,797 and maximum $8,445 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website .

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy .

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy .

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report .

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona 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. For more information, see the Pay Transparency Nondiscrimination Provision poster .

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu . For more information, go to Employment Notices .

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.

Advertised: Oct 02 2026 Pacific Daylight Time
Applications close: Oct 18 2026 Pacific Daylight Time