Grant & Contract Administrator

CSU; Pomona (CA); On-site; USD 70,000 - 71,000; Full time

Job summary

California State University, Pomona invites applications for a Research and Sponsored Programs Administration Professional II in the Office of Research and Sponsored Programs. The role supports pre-award and post-award activities, including proposal development, budgeting, and contract review.

The position emphasizes collaboration with deans, chairs, and budget analysts, ensuring sponsor compliance and timely submissions. Strong communication and negotiation skills are essential.

Qualifications

• Equivalent to a bachelor's degree in a related field; advanced degree may substitute experience.
• Two years of relevant experience in grants/contracts administration.
• Knowledge of grants and contracts discipline and regulatory compliance.

Responsibilities

• Grant and contract proposal planning, preparation, submission, and completion.
• Coordinate with Deans, Chairs, and budget analysts to identify internal/external funding resources.
• Prepare sponsor budgets and budget justifications; assemble components and submit proposals.
• Review terms and conditions of sponsored contracts; draft contracts, subcontracts, and amendments.
• Ensure compliance with sponsor guidelines and applicable regulations (Uniform Guidance, FAR).
• Provide pre-award and post-award guidance to faculty and staff; assist with approvals and reporting.

Skills

Budgeting

Proposal writing

Negotiation

Compliance

Communication

Independent work

Team collaboration

Education

Bachelor's degree or equivalent in related field

Tools

Grant management software

Cayuse Proposals (S2S)

Job description

Type of Appointment: Full Time, Probationary

Job Classification: Research and Sponsored Programs Administration Professional II

Anticipated Hiring Range: $5,797 - $5,913 per month

Work Schedule: Monday - Friday 8:00 am - 5:00pm

THE DEPARTMENT:

The Office of Research and Sponsored Programs (ORSP) is located within the Office of Research (OR) which is part of central Academic Affairs. ORSP provides leadership and support to the University's academic units, i.e., the colleges, schools and departments, as well as to individuals and groups of faculty. ORSP provides assistance to faculty and staff to obtain externally funded research support. The office is a central source of information on federal and government agencies, foundations, and corporations which support research. ORSP provides assistance in all pre-award and post-award phases of grants and contracts from development and planning up to the point of project implementation. This includes assistance in identifying potential external funding sources; conceptualizing programs; proposal planning and development; developing budgets; completing applications; developing and reviewing contracts; assisting with the University's approval process; assisting in negotiations with sponsoring agencies; and assuring compliance with all applicable federal and state regulations.

DUTIES AND RESPONSIBILITIES:

Development

• Grant and Contract proposal planning, preparation, submission, and completion
• Work in coordination with Deans, Associate Deans, Department Chairs, and budget analysts to develop grant resources and identify and communicate sources of internal and external funding.
• Provide support to faculty and staff in communicating with potential sponsor agency representatives: prepare and revise proposal budgets and budget justifications: complete all sponsor agency forms and assurances, proposal editing as allowed by sponsor deadline; assembly of proposal components, and submission of the proposal through mail/courier, sponsor portal or other electronic means.
• Provide technical review of terms and conditions of all sponsored contracts for adherence to University, CPP Foundation, and Uniform Guidance guidelines; write and review contracts, subcontracts and amendments to contracts with corporations, state and federal agencies, collaborating universities, and private foundations.
• Assure compliance with applicable sponsor guidelines, laws, and regulations such as the Uniform Guidance/OMS circulars and FARs.

Compliance:

• Provide support to faculty, staff, and administrators in completing the University’s approval process; Complete all assurance requirements for grants and contracts, Maintain professional expertise and ensure compliance with federal regulations, policies and/or requirements, in particular with Office of Management and Budget (OMB) Circulars: A 110 ("Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, and Other Non Profit Organizations"); A-122 ("Cost Principles for Non Profit Organizations"); A 133 ("Audits of States, Local Governments, and Non Profit Organizations")

Negotiation:

• Manages, reviews and negotiates grants, contracts, subcontracts, cooperative agreements and clinical trial agreements with federal agencies, state, county, city, private agencies.
• Conduct complex and high-level negotiations with representatives of corporations, state and federal agencies, and private foundations to revise and finalize contracts; coordinate with Foundation staff to ensure terms and conditions are acceptable to the University and the CPP Foundation; exhibit diplomacy and tact in representing the University to external agencies.

Execution

• Follow up promptly with contracting agencies and organizations to ensure timely processing; provide final negotiated contract, subcontract, agreement and amendment documents to the Foundation for signature on behalf of the University.
• Follow up with faculty and staff: Ensure extensions and amendments are developed, reviewed and properly approved, along with appropriate budgets, well in advance of contract termination deadlines.

Education

• Provide recommendations for ORSP website development to enhance its user-friendly assistance on funding opportunities, processes, boilerplate documents, and other informational tools for submission success; provide workshops and one-on-one sessions to faculty and staff interested in applying for and managing grants and contracts; provide information and assist the Director of ORSP with cross-training of other ORSP staff to ensure adequate backup.

Resubmission

• Work with applicants to address reviewer comments, revise proposal and budget/budget justification; appropriately target resubmission grant/contract proposal so that sponsor deadline is met.

Identify, disseminate and promote funding opportunities

• Review electronic & print resources that publicize funding opportunities and disseminate those opportunities to appropriate faculty/staff on campus
• Conducts research to identify funding resources; identifies and matches opportunities to faculty interest.
• Promote high probability funding opportunities to the campus community using a variety of different strategies.
• Assist faculty in the analysis of funding announcements and to determine the appropriateness of the application.
• Disseminate information on the mission, goals and funding opportunities for specific sponsor agency assignments.
• Follow-up regularly on the funding opportunities that are disseminated and provide additional information as necessary.
• Maintain and report on applicant interests and funding search systems

Engage in and arrange external relations and training activities

• Initiate and implement ORSP outreach activities designed to increase and acknowledge sponsored program activity, including regular ORSP-sponsored workshops, on-campus federal agency workshops, etc.
• Serve on University and project committees and task forces as requested/approved.
• Advise on the development of new partnerships both internal and external to the university.
• Participate in Foundation and grant team meetings.
• Actively participate in training and self-development regarding the Office of Management and Budget (0MB) Uniform Guidance compliance.

Acquire and disseminate current knowledge on grants and contracts processes

• Review and disseminate relevant information to applicants and ORSP staff on Foundation, University and CSU System policies and programs, application procedures, and regulations of sponsor agencies; This can include: budgeting techniques, budgeting software, and electronic submission methods for specific sponsor agencies.
• Review publications containing external funding proposal development information and distribute to appropriate faculty and staff.

Provide data for ORSP management information system, reports and publications

• Prepare information for ORSP transmittals and deadline calendar.
• Conduct status checks on pending proposals to update the proposal information management system.
• Review and edit entries in the proposal information management system and other tracking systems for regular and annual reports

QUALIFICATIONS:

• Equivalent to a bachelor's degree in a related field. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
• Two years of relevant experience
• General knowledge of grants and contracts discipline.
• Ability to analyze and address problems using reasoning and application of standard practices and procedures.
• Demonstrated communication and interpersonal skills to effectively present information to team members and stakeholders.
• Skill in following guidelines and providing input and feedback as required and applicable to regulatory compliance.
• Ability to work independently and as part of a team, with a customer service-oriented approach.
• Flexibility to adapt to changing priorities and deadlines.
• Organizational skills to plan and prioritize work.
• Computer skills to appropriately use technology and relevant software packages as required.
• Working skills and knowledge of pre-award grant proposal development, budgeting, and post-award administration processes.
• Working knowledge and understanding in the appropriate use of grants and contracts administration standards, principles, and concepts.
• Knowledge and understanding of accounting and budgeting principles.
• Working knowledge of funding agency regulations and compliance requirements.
• Strong organizational skills to plan, organize, and prioritize multiple projects.
• Strong communication and interpersonal skills to work effectively in a diverse environment.
• Proficiency in using grant management software and financial systems.

PREFERRED QUALIFICATIONS:

• Advanced degree in a related field preferred.
• Knowledge of post-award processes.
• Knowledge of both the CSU system and Cal Poly Pomona Foundation policies and procedures.
• Experience developing and negotiating contracts to completion.
• Knowledge of Federal Acquisition Regulations (FARs).
• A minimum of two years of related experience in pre-award and university research administration; knowledge of and ability to work with a diverse range of sponsor agencies; or related experience and/or training, or an equivalent combination of education and experience.
• Ability to prepare budgets, budget justifications, and proposal outlines, including familiarity with various sponsor agency and Uniform Guidance regulations.
• Ability to multitask and prioritize responsibilities, maintain attention to detail, and work under competing deadlines. Ability to interface and communicate effectively with a variety of faculty, staff, and other constituents.
• Ability to interact effectively with sponsoring agencies to develop, negotiate, and execute contracts, subcontracts, agreements, and amendments.
• 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 facilitation skills to gain consensus.
• Ability to train others on new skills and procedures.
• Ability to prepare and submit contract and grant proposals and budgets, including familiarity with various sponsor agency regulations, forms, and electronic systems (i.e., Cayuse Proposals (S2S)).

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California