General Information
| Job Description | RSCH ADM 3 | Working Title | Senior Contracts and Grants Analyst |
|---|---|---|---|
| Job Code | 006206 | Grade | 21 |
| Department Name | SOM Finance and Admin Dept - D02013 | Department Head | Maria Aldana |
| Supervisor | Jessica Portillo | Effective Date | 03/25/2024 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions. |
Custom Scope
| Uses skills as a seasoned, experienced research administrator to independently develop and/or oversee research proposals, awards and/or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional research sponsor policies. Works on proposals and awards of diverse scope where analysis of data requires thorough understanding of complex regulations. Completes and approves transactions for signature by manager or other authorized institutional official. Works on complex proposals and awards that may involve multiple investigators and/or multiple sub awards. Guides less experienced staff. Central Role(CR): Is eligible for delegated signature authority (may vary by campus). Department Role(DR): Typically works on complex proposals such as grants/contracts which require task budgets, option years, multiple investigators and multiple sub awards. |
Department Custom Scope
| The Senior Contracts and Grants Analyst is responsible for performing pre and post-award research administration duties. The experienced incumbent will provide complex analytical, organizational, and financial management support in the coordination and processing of proposals of diverse scope; budget development; contract and grant administration; and/or award management and closeout activities as required for both research and clinical projects. The incumbent will administer the regulatory and fiscal operations of complex extramurally funded projects and programmatic activities held within the organization's diverse award portfolio. This role will provide comprehensive and complex financial analyses to Principal Investigators, Program Directors, Academic Unit FAOs and/or Chairs, to ensure the accuracy, integrity and timeliness of revenue and expense reporting and to enable effective short- and long-range planning and adherence to University and sponsor policies and procedures. The customer audience includes a complement of SOM units (Dean's Office, the Division of Biomedical Sciences, the Division of Clinical Sciences, Center for Healthy Communities, Student Affairs, Undergraduate 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 |
|---|---|
| 4 - 7 years of related experience. | Required |
| Experience in sponsored funding administration or research administrative analysis | Required |
| Experience working in research administration at a university, specifically within a medical school, or a non-profit research institute or hospital. | Preferred |
| Working knowledge of federal regulations, policies and procedures related to sponsored awards and regulatory compliance, and of research funding mechanisms employed by extramural sponsors (e.g., multiple-PI, instrumentation, graduate training and other special programs) | Required |
| 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 |
| Experience ensuring compliance with sponsor terms and conditions, University policies, and federal and/or state requirements for sponsored projects; reviewing and endorsing sponsored projects proposals; accepting awards that support sponsored projects; and preparing and issuing subawards. | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements.
|
15 |
Coordinates proposal submissions.
|
15 |
Department Role (DR): 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): Prepares complex proposal budgets and support documents that are required by proposal guidelines. | 10 |
| (CR): Applies contracts and grants concepts to review complex grant or contract proposals and obtain/verify necessary compliance approvals, and recommend/negotiate needed changes to proposals with PIs and/or department administrators. Researches, develops and implements new research initiatives. | 5 |
Provides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department administrators.
|
5 |
Assists in support of audits as directed by senior staff.
|
5 |
| (CR): Previews pre-award update information requested by sponsor representatives before issue of awards and submission. | 5 |
| (CR): Develops professional relationships with sponsor representatives. Delivers specialized training for education workshops in the area of research administration, grant writing, proposal development to improve funding success. | 5 |
| (CR): Authorizes establishment of complex contract and grant fund accounts with approval of other analysts, director or other authorized institutional official. | 5 |
| (CR): Reviews and approves or rejects requested fund advance setups or research account updates. | 5 |
| Coordinates and implements budget allocations, conceives of and maintains chart of accounts or other data management tools, and related business processes. Prepares journal entries, maintains and reconciles ledger accounts. Participates in gathering data from the general ledger for the collection of information for UBIT, preparing summary schedules, and either answering questions from departments or coordinating getting answers. | 5 |
| Applies professional knowledge/experience to prepare, review and/or approve financial transactions. | 5 |
| Independently gathers information as needed to perform financial analysis. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles. | Required |
| Demonstrated knowledge of effective grant funding processes, procedures and techniques. | Required |
| Ability to perform complex financial analysis and customized reporting. | Required |
| Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment. | Required |
| Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas. | Required |
| Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc. | Required |
| Ability to manage significant volume of transactions. | Required |
| Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports. | Required |
| Maintains current knowledge of compliance regulations in all areas of research administration. | Required |
| Strong writing skills in a variety of styles to draft persuasive text for a variety of audiences while ensuring adherence to funding sponsor's guidelines. | Required |
| Knowledge of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines. | Required |
| Knowledge of grant funding processes, procedures and techniques. | Required |
| 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 applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
|
|
Level of Supervision Received
| General Supervision |
Environment
Working Environment
| UC Intellicenter |
Other Requirements
Items Used
|
Physical Requirements
|
Mental Requirements
|
Environmental Requirements
|
Critical Position
| Is Critical Position: Yes |