General Information
| Job Description | RSCH ADM 2 | Working Title | Contracts & Grants Analyst 2 |
|---|---|---|---|
| Job Code | 006205 | Grade | 20 |
| Department Name | SOM Finance & Administration - D02013 | Department Head | Maria Aldana |
| Supervisor | Jessica Portillo | Effective Date | 10/03/2022 |
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
| The Sponsored Research & Programs Department at UCR School of Medicine is recruiting an enthusiastic, analytical and detail-oriented Contracts & Grants Analyst to assist faculty and researchers in obtaining (Pre-award) and managing (Post-award) sponsored grants and awards. Under supervision from the Sponsored Research & Programs Director and team, this role will assist with the submission of contract and grant proposals from sponsors including the Federal and State Governments, Private Foundations, and For-Profit entities. The incumbent will read and analyze proposal terms and conditions to ensure submissions are compliant with Sponsor and University guidelines; work with researchers to create and calculate proposal budgets, as well as identify and correct issues that may occur if grant is funded; and finally, gather, correct, and upload all required grant submission documentation to sponsor portal. On the post-award side, the analyst will provide analytical and financial management support to faculty and researchers, including overseeing and approving all financial transactions related to contract and grant administration; financial reporting to maintain fiscal integrity for all funds and accounts and to ensure all funds are in auditable/reportable condition; as well as closeout activities as required within defined guidelines. These duties will require budget/resource analysis and retrieving data from a campus financial systems, organizing and validating data, and the preparation of comprehensive reports for management. This role's customer audience includes a complement of School of Medicine units (Dean's Office, the Division of Biomedical Sciences, the Division of Clinical Sciences, Center for Healthy Communities, Student Affairs, Undergraduate Education, and Graduate Medical Education), as well as collegial collaborators, external business partners, and community based organizations. |
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 |
| Demonstrated experience analyzing and interpreting contractual, legal, and/or regulatory language and requirements. | Required |
| Experience ensuring compliance with sponsor terms and conditions, University policies, and/or federal and state requirements for contracts and/or sponsored projects; submitting, reviewing and endorsing sponsored projects proposals; accepting awards that support sponsored projects; and preparing and issuing subawards. | Preferred |
| Demonstrated specialized experience in contract and grant programmatic/budgetary analysis and reporting; preparing fiscal and progress reports for submission to sponsor or review by management; and preparing periodic budget reports, conducting variance and other analyses, to ensure compliance with sponsor terms and conditions. | Preferred |
| Prior work experience in contract, grant, and/or sponsored funding administration or research administrative analysis. | Preferred |
| Experience working in research administration at a university, specifically within a medical school, or a non-profit research institute or hospital. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Coordinate, administer and/or develop proposal submissions. Consult with PI to review agency guidelines in preparation for creating a detailed budget plan forecasting all budget categories. Prepare cost analysis to ensure adequate funding is requested including personnel, as well as any projected changes requested by agency. Develop budget forecasting for periods 1-5 years depending on agency guidelines. Coordinate the preparation of all campus reviews and work with the appropriate offices to ensure timely review and approval of proposals. | 20 |
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.
|
10 |
(DR): Analyzes transactions, expenditures, identifies and resolves discrepancies, financial and inventory reports. Prepares proposal budgets and support documents that are required by proposal guidelines.
|
10 |
| (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. | 10 |
| 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): Advises department administrators on compliance regulations. | 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): In compliance with institutional and sponsor policies, establishes mandated recordkeeping. | 5 |
| Performs other duties as assigned. May assist Director in planning and executing Departmental activities, events, and meetings. | 5 |
| Adhere to University fiscal closing deadlines and procedures. Review all department preliminary ledgers to identify discrepancies and initiate necessary actions. Prepare appropriate closing documents to encumber funds, re-allocate expenses, create and/or change budget allocations, etc. | 5 |
| Collect additional data as required and analyzes information. Determine sources and retrieve data from campus financial systems to provide management with comprehensive reports in a clear and understandable manner. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles. | Required |
| Proficiency in Microsoft Word, PowerPoint, Excel, Outlook, Internet Explorer or other web browsers; experience with maintaining moderately complex databases. | Required |
| Ability to perform moderately complex financial analysis and customized reporting. | Required |
| Writing skils to draft persuasive text for variety of audiences. | Required |
| Ability to manage a high volume of transactions. | Required |
| Demonstrated ability to maintain high level of confidentiality and adherence to HIPAA and FERPA. | Required |
| Strong ability to organize workload when faced with competing priorities and to complete work assignments on a timely basis despite frequent interruptions. | Required |
| Excellent verbal and written communication skills to effectively and professionally communicate, using tact and diplomacy with internal and external campus community partners. | Required |
| Demonstrated skill in working as part of a team and collaborating with others to complete tasks/projects. | Required |
| Maintains current knowledge of compliance regulations in all areas of research administration. | 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 |
| Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities. | Preferred |
| Demonstrated knowledge of and working experience with University of California client/server systems. | Preferred |
| Knowledge of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines. | Preferred |
| Knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc. | Preferred |
| Demonstrated knowledge of the University of California's financial and personnel policies and procedures, and the ability to interpret them, for the purpose of project scope and budget development. | Preferred |
| knowledge of grant funding processes, procedures and techniques. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Occasional travel to/from campus and various SOM locations. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| Supervision |
Environment
Working Environment
| UC Intellicenter |
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 |