Senior Grant Administrator (Administrative Analyst/Specialist, Exempt II) - Office of Research and Sponsored Programs (503699)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Sep 28, 2021
Full Time Accounting and Finance Administrative Analysis and Research Clerical and Administrative Support Fundraising or Grants Administration

Job Description


Working Title

Senior Grant Administrator (Administrative Analyst/Specialist, Exempt II) - Office of Research and Sponsored Programs

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

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

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.


Office of Research & Sponsored Programs

Appointment Type


Time Base


Work Schedule

Monday - Friday; 8:30 a.m. - 5:30 p.m.

Salary is commensurate with experience.

Position Summary

This position serves as a Grant Administrator (GA) for a group of externally funded grants and contracts in the Office of Research and Sponsored Programs (ORSP). GAs work as part of an ORSP team responsible for all areas of research administration, including both pre- and post -award functions. GAs are expected to provide the full range of services to Principle Investigators(PIs) from proposal submission to project close out, and ensuring compliance with funder guidelines.

Position Information
  • Proposal preparation and submission: Read guidelines thoroughly and become familiar with instructions, noting any special requirements or restrictions; meet with PIs to explain pre-award policies and processes, to discuss the guidelines, and to delineate tasks; develop budget; prepare required proposal documents; work with ORSP HR staff to project salary and benefit costs; interface with funding agencies and serve as liaison between PI and agency contacts; prepare and submit complete and accurate proposal documents using the Proposal/Grants Management and/or agency portals; submit proposals in advance of agency deadlines.
  • New award set up and PI orientation: Review award or contract documentation and meet with PI to go over major provisions concerning budget provisions and restrictions, waived and unwaived budget categories, period of award, and deadlines for progress and financial reports. Review major compliance issues as needed, including subrecipient monitoring, human and animal subject use and conflict of interest. Revise budget if changes are needed. Discuss and plan pre-award spending process, spending mechanisms, including HR procedures for hiring and paying personnel. Send out funding notification, enter award information into the Proposal/Grants Management system and prepare budget forms for Fiscal Affairs so that the project can be set up in the financial system. Also, budgets and other plans may need to be revised for the PI's other grants and/or contracts as a result of the new award.
  • Ongoing review and monitoring of awards: Review transactions for allowability, allocability, reasonableness, consistency, availability of funds and period of award. Transactions include vendor and subrecipient invoices, purchase orders/requisitions, reimbursements, hospitality claims, travel advances and claims, stipend requests, honoraria, independent contractor packets and transactions related to hiring and paying project personnel. Schedule regular meetings with PIs to review projects. Prepare budget revisions and obtain funder approval if necessary, process supplements, calculate carryover, set up continuation budgets for multiple year projects, review and submit no cost time extensions, prepare fund transfers/journal entries, monitor indirect costs in categories of waived and unwaived expenditure, ensure that progress and financial reports are submitted in a timely manner and monitor cost share commitments.
  • Award close out: Prepare budget projections at least 90 days before the grant/contract is expected to end, meet with PI to discuss final deadlines and develop a spending plan. Track final invoices and expenditures and close out purchase orders. Closeout projects in a timely manner and within budget. Work closely with Fiscal Affairs to resolve invoicing and financial reporting issues.
  • Team and Office Leadership: Set the standard on the team for professional expectations for all aspects of grant/contract administration, and for standards of customer service. Develop strategies for interacting with a diverse community of faculty and staff. Oversee team tasks, including the development of monthly and annual reporting. Identify areas of need with management; develop and document new policies and procedures; deliver training to office staff. Coordinate and delegate tasks. Develop plans for ongoing team professional development.
  • Mentorship and Training: Coordinate and deliver training and mentorship for new Grant Administrators. Mentor Grant Support Coordinators and Student Assistants.
  • Demonstrate behaviors that are in line with the User Friendly Principles (P530C) and Principles of Conduct for a Multi-Cultural University (P30D)
  • Demonstrate safe work practices for oneself, others and the office environment

Minimum Qualifications
  • Entry to this classification 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.
  • Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
  • Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
  • Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
  • Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
  • 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 and facilitation skills to gain consensus.

A background check (which may include: checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as position requires). Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

Preferred Qualifications


Five or more years of experience in research administration (pre- and post-award) as a grant/research administrator in a University or non-profit setting; experience interpreting funding opportunity guidelines and submitting proposals to major funding agencies in federal, state, and non-profit agencies; demonstrated experience and success in the financial management of multiple projects in the post-award phase. Experience training and mentoring others, and/or creating and delivering successful training sessions/programs, and/or creating written policy and procedure. Experience with data tracking and report preparation.


Extensive knowledge of and demonstrated ability to apply standard theories, principles, practices, and techniques applicable to grant and contract administration in order to develop conclusions and make recommendations.

Knowledge of cost principles as related to grants and contract administration, including Uniform Guidance and other federal regulations; advanced knowledge of general office software, especially spreadsheet and database applications; knowledge of standard processes and software in the development and submission of grant proposals; working knowledge of standard budgeting and accounting practices and fiscal analysis techniques.

Mastery of core research competencies, including compliance issues related to conflict of interest, time and effort reporting, human and animal subjects regulations as they related to pre- and post-award administration, research integrity, subrecipient monitoring, audit standards, cost sharing and other areas of financial and non-financial research compliance.


Learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the individual funded programs and the department as a whole; this includes SF State's internal policies and procedures as well as the changing audit priorities and guidelines of external funding agencies. Manage a large portfolio of grants and contracts from proposal development to close out. Organize and plan work projects including handling multiple pre-award and post-award deadlines; analyze data and make accurate projections using standard budgeting and accounting practices; create grant budgets to ensure the feasibility of funded programs; read and interpret budget and accounting reports, prepare standard accounting forms and journal entries; review a large volume of transactions for allowability, allocability, reasonableness and consistency; make independent decisions and exercise sound judgment in resolving issues related to grant and contract administration; establish effective working relationships with the staffs of multiple departments in order to ensure that transactions are completed in a timely manner; respond quickly and effectively to the needs of Principal Investigators and project staff; compile and analyze data for written reports and presentations.

Maintain high standards of customer service while ensuring compliance with the guidelines of funding agencies. Be solution oriented, resourceful and proactive when pursing strategies for problem resolution and balancing service and compliance.

Communicate clearly and effectively both orally and in writing; represent the Office of Research and Sponsored Programs and SF State in a professional manner to outside funding agencies; establish and maintain effective working relationships with a diverse group of PIs and other administrative staff. Develop policy and procedure documentation and train others.

Recognize the need to both work independently and as a part of a larger team. Take responsibility for a specific grant portfolio and remain willing to accept the re-distribution of work during unusually busy times. Mentor and train others, participate in meetings and the development and implementation of new policies, procedures and software. Recognize and pursue professional development and training needs. Recognize unusual or challenging situations and inform management in order to develop strategies and resolve issues.

Ability to provide lead work direction to Grant Support Coordinators and Student Assistants and prepare performance evaluations; mentor and train other Grant Administrators.

Maintain a consistent and reliable work schedule in order to ensure that deadlines are met.

Lead a team and set performance standards for others.

Certified Research Administrator certification or related advanced degree preferred; experience with system to system pre-award software.

Core Competencies - embody the following competencies:
  • Bias toward collaboration and teamwork.
  • Effective oral, written and nonverbal communication skills.
  • Customer/Client Focus with an emphasis in problem solving and resolution.
  • Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
  • Diversity and inclusion.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.


Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

Additional Information


The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

Closing Date/Time: August 15, 2022

Job Address

San Francisco, California 94132 United States View Map