General Information
| Job Description | RSCH ADM 2 | Working Title | Contract and Grants Analyst 2 |
|---|---|---|---|
| Job Code | 006205 | Grade | 20 |
| Department Name | CHA&SS Dean's Office - D01008 | Department Head | Cindy Williams |
| Supervisor | Regina Hazlinger | Effective Date | 05/02/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. |
Custom Scope
| Under general supervision, develops and/or oversees research proposals, awards and/or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional and research sponsor policies. Works on proposals of moderate scope such as single investigator NSF proposals where analysis of financial information or reports requires review of a variety of factors (e.g. budgets, salaries, expenses, etc). Receives assignments on project basis and fully analyzes problems, gathers data and information, and recommends solutions. May be eligible for delegated signature authority. Completes and approves transactions for signature by manager or other authorized institutional official. |
Department Custom Scope
| Under the general direction of the CHASS Contracts and Grants Unit Director, administer and coordinate complex fiscal budgeting and administration enabling CHASS departments to maintain fiscal integrity and internal controls. For the CHASS Contracts and Grants team, perform high-level budget/resource analyses and internal fund auditing utilizing robust analytical tools. Track and reconcile expenses for extramural and other fund sources. Maintain strong internal controls. Respond to changing needs for financial reports and ad hoc information for Principal Investigators, Chairpersons, and Administration. Prepare agency-specific multi-year budgets and coordinate submission of contract and grant proposals for multiple federal and nonfederal agencies. Assist with training departmental personnel on Contract and Grant matters to help them resolve issues and manage the funds more effectively. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 2 - 4 years of related experience. | Required |
| Minimum 4 years of experience working with federal agencies | Preferred |
| 4-6 years of experience auditing funds for compliance | Preferred |
| Minimum 3 experience processing and submitting federal grant proposals and managing federal awards | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| - In consultation with investigators, develop budgets including appropriate salary and benefits rates, travel, equipment and supplies, publications, and indirect costs. - Advise PI on the procedure and regulations for including subcontracts and cooperative grants. Coordinate with subcontracting campus for budget grant approval. Incorporate subcontract into the main grant. - Review submission requirements and assemble all elements of the grant proposal. - Interpret guidelines and policies to implement procedural compliance for multi-fund sources such as: NIH, NSF, NEH, WT Grant, LMRI, Mellon Foundation, Spencer Foundation, Roberts Woods Johnson, John Templeton Foundation, Center for Disease Control and Tobacco-Related Disease Research Program. - Obtain required signatures. Submit grant proposals to campus Research Office in a timely manner to ensure compliance with campus review and meet granting agency deadlines. - Administer and process research grants in the department. Serves as a resource on issues relating to new proposals, competing and non-competing, continuations, re-budgeting, cost transfers, no-cost extensions, continuation and document maintenance of these actions. - Responsible for fiscal management of all yearly income allocations from granting agencies. - In conjunction with PI, and all fiscal aspects of awarded grants, assure that expenditures are allowable according to agency-specific guidelines, the University of California Policies and Procedures, and the Business and Finance Bulletins. - Track expenses, maintain running ledgers and projects costs of sub categories for all sources available to PI(s). - Using the campus Ledger system, compare expenditures to source documents, verify past adjustments, and prepare corrections. Research, evaluate payment items specific to the grant. | 35 |
| (DR): Advises department administrators on compliance regulations. | 10 |
Department Role (DR): Under general supervision, organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments and privately funded projects for faculty research programs.
|
5 |
(DR): Analyzes transactions, expenditures, identifies and resolves discrepancies, financial and inventory reports. Prepares proposal budgets and support documents that are required by proposal guidelines.
|
5 |
| Develops and/or oversees non-competing continuations, supplements and other award/agreement amendments. | 5 |
| (DR): Applies professional concepts to provide projections, analyze spending and recommend adjustments. | 5 |
(DR): Under general supervision, provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements.
|
5 |
| (DR): Assists in support of audit as directed by senior staff. | 5 |
| (CR): Applies professional concepts to authorize establishment of contract and grant fund accounts with approval of other analysts or Director. | 5 |
| (CR): Develops professional relationships with sponsor representatives to help identify funding opportunities for researches. | 5 |
| (CR): Under general supervision, provides advice and counsel regarding sponsored projects administration to Department Administrators and PIS. Supports grant writing and proposal development initiatives to improve funding success. | 5 |
| (CR): In compliance with institutional and sponsor policies, establishes mandated recordkeeping. | 5 |
| (CR): Provide oversight and internally audit departmental contract and grant funds to determine the expenditures are in complience with sponsor and UC Policies, and the budget is being executed as approved. Train departmental personel as necessary to ensure a high level of complience is maintained. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc. | Required |
| Experience with processing moderately complex financial accounting transactions with an online financial system | Required |
| Ability to perform moderately complex financial analysis and customized reporting. | Required |
| Administrative support experience, including strong organizational skills and ability to exercise independent judgment | Required |
| Writing skils to draft persuasive text for variety of audiences. | Required |
| Maintains current knowledge of compliance regulations in all areas of research administration. | Required |
| Ability to manage a high volume of transactions. | Required |
| Knowledge of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines. | Required |
| Demonstrated ability to work in a fast-paced environment with multiple projects with firm deadlines and the ability to work independently as well as cooperatively in a team situation | Required |
| Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles. | Required |
| Effective oral, written, and interpersonal communication skills, including the ability to explain financial information to different audiences | Required |
| Ability to maintain confidentiality of financial and administrative information | Required |
| Skill in completing assignments with accuracy, timeliness, productivity, responsiveness, and reliability | Required |
| Skill in accurate record-keeping and database management, with strict attention to detail | Required |
| knowledge of grant funding processes, procedures and techniques. | Required |
| Ability to approach work assignments and problem solve using creativity and initiative | Required |
| Ability to solve problems using investigative/research and analytical skills | Required |
| Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. | Required |
| Ability to maintain independent judgment; strong organization; communication skills; and a customer service focus. | Required |
| Experience in a university or higher education setting. Experience in preparation and submission of contract and grant proposals. | Preferred |
| Experience in NIH & NSF grant submission and management. | Preferred |
| Knowledge of the University of California financial policy and procedures. Experience using UCR online financial, payroll, purchasing and travel systems. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Travel | Required |
| Overtime | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |