Post-Award Grants Administrator, Part-Time

Chapman University; Orange (CA); On-site; USD 41,328 - 55,104; Part time

Job summary

Chapman University is seeking a part-time Grants Administrator to facilitate post-award activities for the Schmid College of Science and Technology. The role involves budget analysis, financial reporting, and grant compliance.

The ideal candidate will have at least three years of experience in grants administration and strong analytical skills. This position is based in Orange, California, at Chapman’s campus.

Qualifications

• Three years of experience in post-award grants administration or related field.
• Ability to interpret grant and contract requirements.
• Strong analytical skills and effective problem-solving ability.

Responsibilities

• Facilitate post-award activity for grants and contracts.
• Monitor project accounts and resolve discrepancies.
• Provide guidance on funding agency regulations.

Skills

Analytical skills

Problem-solving skills

Time-management skills

Writing and editing skills

Organizational skills

Communication skills

Education

Bachelor’s degree in business, accounting, finance, or related field

Tools

Microsoft Office Suite

Adobe Professional

Job description

Post-Award Grants Administrator, Part-Time

Job Description Summary

The Grants Administrator, Post-Award serves to facilitate the post-award activity of the Schmid College of Science and Technology. Works with principal investigators, faculty and staff to coordinate post-award activities for grants and/or contracts. Post-award responsibilities include budget analysis and projection, preparation of financial reports, cost transfers, monthly expenditure review, reconciliation, and preparation for project close-out. Monitor project accounts to identify and resolve discrepancies. Provide guidance on funding agency regulations as well as Chapman University’s administrative and fiscal policies. The position reports to the Assistant Director of Business Operations with a dotted reporting line to the full-time Research Grants Analyst. Other duties as assigned. This is a part-time, hourly position at 20 hours per week. This assignment is contingent on continued availability of funding, as directed by the university. This position is located in-person at Chapman’s campus in Orange, California.

Responsibilities

• Develop and maintain databases for recording and tracking grant awards, budgets, projections and related information
• Generate and prepare quarterly financial projection reports
• Provide guidance to PIs on financial reports and appropriate spending of sponsored program accounts
• Monitor and track project accounts and elevate concerns to PIs
• Work closely with University departments to reconcile and resolve budgetary matters, preparing cost transfers and requesting corrections as needed
• Interpret and monitor compliance with funding agency’s requirements and University’s fiscal policies
• Perform troubleshooting and address variances
• Maintain current knowledge of grant funding policies, regulations and procedures
• Forecast potential projection issues and recommend course of action
• Prepare re‑budgets on funded projects as needed
• Track status of personnel on projects
• Work collaboratively with staff to process POs, invoices, etc.
• Maintain records to support review of PI effort reports
• Assist with award close out and report potential variances
• Assist with issues of compliance as related to University policies and procedures
• Process PI supplemental pay for research and industry projects
• Respond to inquiries or requests for assistance as related to post‑award financial management (i.e. audits)
• Ensure proper accounting and accurate posting of expenses
• Monitor subrecipient invoices for errors for the lifetime of the projects
• Track and report on cost‑share obligations
• Process and track faculty course releases/buyouts
• Complete JEs and Cost Transfers, ensuring expenses are allowable, allocable, reasonable, and consistent
• Assist with other aspects of post‑award grant management in coordination with Sponsored Projects Services
• Other duties as assigned

Required Qualifications

• Three years of progressively responsible experience in post‑award grants administration, research administration, accounting, finance, or a closely related field.
• Ability to learn, understand and interpret grant and contract requirements, policies and procedures, and apply them appropriately.
• Strong analytical skills to analyze correspondence, reports and spreadsheets, and resolve discrepancies.
• Demonstrated ability to employ effective problem‑solving to research content, assess options and formulate solutions.
• Proven time‑management skills and the ability to complete multiple assignments with fluctuating deadlines in a timely manner.
• Proven ability to work independently and evaluate data, assess alternatives and formulate logical and sound decisions and/or recommendations.
• Experience in obtaining data and disparate information from various sources; experience in organizing and presenting data, infographics, charts and tables to summarize data.
• Skill to operate a computer in a networked environment. Excellent computer skills in the use of word processing, spreadsheet, presentation applications, preferably of Microsoft Office Suite software and Adobe Professional. Technical skills to quickly learn and use enterprise systems and new software including cloud based applications.
• Strong writing and editing skills to prepare and proofread clear, concise and grammatically correct business correspondence, reports and publications and communicate complex information.
• Strong organizational skills to plan and prioritize deadlines and perform multiple tasks without constant direct supervision.
• Demonstrated effective communications and interpersonal skills to interact with diverse individuals and groups at all organizational levels, both within and outside of the university. Experience with database maintenance and management.
• Skill to perform arithmetic calculations for basic accounting functions and reconciliations. Ability to use tact and diplomacy and maintain a high level of confidentiality.
• Proven ability to work as a part of a team; commitment to team success.
• Sharp attention to detail.
• Ability to learn, understand and interpret grant and contract requirements, policies and procedures, and apply them appropriately.

Desired Qualifications

• Bachelor’s degree in business, accounting, finance, or a related field.
• Experience working in an administrative environment, preferably at a non‑profit organization with research functions (i.e., institute of higher education, lab, or research center).

Equal Employment Opportunity

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition or pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full‑time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Our campus‑centered work environment fosters meaningful collaboration and connection, offering employees the opportunity to engage directly with students, faculty, and staff each day.