Grant Administration and Compliance Specialist - Administrative Analyst/Specialist Exempt I (500110)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Sep 28, 2021
Full Time Administrative Analysis and Research Clerical and Administrative Support Fundraising or Grants Administration Regulatory and Licensing

Job Description

Description:

Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,897.00/month to $5,474.00/month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit https://www.csueastbay.edu/hr/benefits/index.html

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

This position leads all aspects of required grant award and compliance analysis and processing for Principal Investigators that have secured extramural funding for research and/or sponsored projects. Duties include the full range of grant-related issues and tasks, including grant management, fiscal reporting, research compliance, sponsor reports, etc. This position serves as the interoffice lead in collaboration with the Division of Administration and Finance in instances of new awards, budget revisions, amendments, and with the Division of Academic Affairs in instances of regulatory compliance requirements, such as facuty effort, subrecipient monitoring, and cost share commitment. There will also be other duties as requested. They must have a thorough working knowledge and be able to interpret regulations and policies from federal, state and private sponsors, Uniform Guidance, CSU executive orders, and ICSUAM. This position examines and develops new or updated ORSP policies. This includes providing project leadership in various capacities and representing ORSP within the campus and outside the University.

Responsibilities

Award Administration:

Administer new grant awards and the initial set-up and launch of funded projects.
  • Using judgment and discretion that is reflective of one with professional grant administration knowledge, complete all documentation and requirements to transition funded proposals into awards, which may include (among other tasks): budget revisions, contract negotiation, subaward agreement setup, interface with IRB/IACUC/Biohazard committees and/or other campus units, database updates, and chartfield set up
  • Provide guidance to and facilitate transactions for investigators for hiring staff and students, paying faculty, ordering supplies and/or equipment, processing reimbursements related to travel or miscellaneous expenses, and ensure that that initial fiscal, human resource and procurement transactions follow Federal, State, CSU, and campus policies, as well as sponsor guidelines and award terms and conditions
  • Participate in the coordination of all other post-award activities for ORSP, including but not limited to: award spend-down and projections, maintenance of ORSP master list of current grants, processing no cost extensions, close out procedures (both internal and sponsor requirements). Manage initial and ongoing training for faculty investigators and grant-funded staff.

Compliance:
  • Ensure day-to-day processing of compliance-related documents and requirements are completed for pre and post-award operations. In cooperation with the pre and post award teams, verify that compliance-related regulatory requirements are met with regard to cost-share, effort reporting and sub recipient monitoring. Maintain tracking of compliance-related documentation to determine due dates and fulfillment of semi-annual reporting and certification requirements.
  • Remain informed about changes to laws and policies governing research and sponsored program administration and work with other ORSP staff to ensure that CSUEB policies and procedures are followed. Participate in the development, alteration, implementation, and evaluation of ORSP's policies and procedures. Help create new processes for the organization and maintain current procedures by ensuring that they meet all new guidelines or laws as added.
  • Serve as a resource or mentor for PIs, project staff, and staff within ORSP for grant administrative and compliance issues, and serve as a key contact for post-award grant administration questions and inquiries. In support of PIs' research, analyze and address grant issues using reasoning and the interpretation of principles and guidelines to develop and recommend alternatives and best next steps. Help generate shared understanding in the campus community about issues pertaining to adherence with the complexities of post-award administrative requirements, via workshops and resources posted on the ORSP website.
  • Provide project leadership within ORSP in various capacities. Contribute to the completion of broader and more complex organizational projects and goals by meeting regularly with ORSP Leadership. Stay current with evolving agency guidelines and programs, and enhance the University's grant administration capacity over time by developing and delivering trainings and serving as a mentor/resource for PIs and grant-funded staff.

Required Qualifications
  • Thorough knowledge of and ability to apply pre- and post-award processes, practices, and explicit requirements to contracts and grants (including those of governmental entities, funders, the CSUEB Foundation, the CSU System and auditors).
  • Excellent verbal, written communications and analytical skills.
  • Advanced knowledge of and ability to use a variety of technologies including, but not limited to, the Microsoft Office suite, Excel, Adobe and other applicable software packages.
  • Excellent interpersonal skills to develop and maintain cooperative and productive working relationships.
  • Ability to work in a fast-paced environment and to anticipate, plan and organize work projects including handling multiple post-award management deadlines.
  • Ability to prioritize tasks, to work independently, to maintain confidentiality and to take initiative to improve upon current operations, including written procedures, processes, forms and web page present.
  • Ability to represent the university and partnership well in internal and external interactions.
  • Must be detail-oriented and have the ability to proof written materials that will be distributed among campus constituencies.
  • Maintain a consistent and reliable work schedule in order to ensure the timely review of transactions and to ensure that deadlines are met.
  • Ability to solve problems without direct guidance or direction.
  • Working knowledge of standard budgeting and accounting practices and fiscal analysis techniques.

Minimum Qualifications

Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@csueastbay.edu.

Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map