Pre/Post-Award Grants Administrator

APU College of Nursing and Health Sciences; Azusa (CA); Hybrid; USD 45,000 - 52,000; Full time

Job summary

Azusa Pacific University seeks a Grants Administrator to manage pre-award and post-award activities for sponsored projects within IFLS. You will ensure proper budget tracking, monitor compliance, and support proposal development with Cayuse SP and related offices.

The role reports to the IFLS Executive Director. It is fully grant-funded with ongoing support contingent on funding. A Bachelor's Degree or equivalent experience is required; CRA designation is a plus.

Qualifications

• Bachelor’s Degree or more than ten years of experience; CRA designation a plus.

Responsibilities

• Pre-award: assist with grant applications, budgets, and sponsor guidelines.
• Post-award: monitor expenditures, prepare reports, and coordinate with ORG.
• Develop templates, grant workflows, and maintain grant records.

Skills

Self-starter

Team collaboration

Strategic thinking

Organizational skills

Financial acumen

Analytical skills

Spreadsheet proficiency

Education

Bachelor’s Degree

Certified Research Administrator

Tools

Google Apps

Asana

Microsoft Office

Word

Excel

Job description

Azusa Pacific University 4.29K subscribers

APU seeks employees who desire to contribute to our thriving culture by cultivating community through professional interactions, demonstrating a posture of lifelong learning, and modeling Christ-like character. Working together, employees at APU commit to establishing a university atmosphere that is edifying to God and one another.

The Grants Administrator is responsible for pre-award and post-award administration and monitoring to ensure proper stewardship of external funds received by the Institute for Faith, Leadership and Service (IFLS) from private and public agencies for sponsored projects, as well as fee-based training and events. The Grants Administrator will work with the IFLS directors, assistant directors, and operations staff to ensure accurate budget tracking, evaluate allowability and allocability of costs, maintain meticulous documentation, and assist IFLS staff in the decision-making process. This position reports to the IFLS Executive Director, and it is fully grant-funded with support contingent on continued funding.

Required Education

• Bachelor’s Degree or more than ten years of experience as equivalent (Certified Research Administrator designation is a plus).

Required Experience

• Experience in pre-award and post-award monitoring, both program and fiscal.
• Experience in developing budgets, budget modifications, and creating and reviewing progress and financial reports.
• Knowledge of grant regulations, policies and procedures related to financial management, recordkeeping, purchasing, and other post-award activities.

Primary Duties/Essential Functions

Pre-Award

• Provides support to IFLS staff in preparation of grant applications.
• Identifies new funding opportunities and assists in the proposal preparation, development of budgets, templates, boilerplates, and other supporting documents as required in the sponsor guidelines. Provides IFLS directors with information on agency guidelines, regulations, and application procedures.
• Guides IFLS staff to prepare proposals and budgets for internal routing review through APU electronic system, Cayuse SP. Tracks internal approvals and responds to inquiries, assists with revisions, incorporates feedback, and prepares final documents.
• Collaborates closely with the Office of Research and Grants (ORG) starting in the early stages of the grant applications to achieve full support and efficiency in the pre-award processes.

Post-Award

• Works with IFLS directors, assistant directors, and other staff on private and public sponsored projects to ensure fiscal and program guidelines are being followed.
• Communicates with the ORG and Business Office to clarify guidelines, procedures, and modification requests. Provides support and guidance on budget adjustments, changes in key personnel, carryovers, continuations, no-cost extensions, and other requests for assigned sponsored projects.
• Processes and submits all financial transactions while monitoring grant expenditures to be allowable, reasonable, allocable, and within project scope. Tracks budgets and develops budget projections for each program and event. Reviews and reconciles grant budgets and expenditures, identifies discrepancies, and coordinates corrections with appropriate university offices.
• Coordinates with the Senior Grant Accountant (housed in the Business Office) and the ORG Grants Administrator to complete financial post-award processes and annual financial reports.
• Coordinate with IFLS assistant directors to track IFLS subrecipients', applications, proposals, and financial and progress reports and collaborate with ORG to revise and amend subaward agreements as needed.
• Monitors subrecipients for timely submission of required financial and program reports, documentation, and compliance with award requirements.
• Set up and monitor payment processing for fee-based events and trainings.
• Prepare profit and loss statements for fee-based events and trainings.
• Provides support to the IFLS Executive Director in forecasting and maintaining compliance with sponsor requirements and university policy and procedures.
• Monitor updates on the university policies and the ORG Grants Handbook: Policies and Procedures for Extramural Funding regarding managing and monitoring program and fiscal requirements for externally funded grants. Update team on post-award information (policies, procedures, resources) pertinent to external grant awards.
• Provides guidance to IFLS staff regarding grant procedures, allowable expenses, documentation requirements, and sponsor guidelines.

General

• Develop templates and administrative workflows in Asana as needed.
• Maintains grant reporting calendars and tracks sponsor deadlines, deliverables, continuations, and closeout requirements.
• Maintains complete and organized grant records, including award documents, amendments, budgets, reports, approvals, and supporting documentation.
• Supports grant closeout, including final financial and program reporting, reconciliation, and records retention.
• Remain current in grant administration issues, participate in university-wide training and communities of practice, and implement procedural changes as needed.
• Help prepare reports for senior leadership and auditors as needed.
• Provides feedback on procedures and helps with updating content for the IFLS webpages and subgrantee award portal as needed.

Skills

• Self-starter, able to organize and manage multiple complex projects simultaneously, meet deadlines, proactively identify and report issues, resolve issues, and maintain accuracy, timeliness, and attention to detail.
• Ability to work effectively with staff, faculty, and administrators in collaborative team settings.
• Strong strategic thinking, planning, and organizational skills.
• Strong financial and procedural acumen.
• Strong analytical and computational abilities.
• Ability to develop, interpret, and manage complex numerical spreadsheets.
• Ability to interact effectively with colleagues across multiple levels and disciplines.

Mental Demands

• Ability to integrate Christian values in all aspects of the position.
• Ability to engage in critical thinking and exercise independent judgment.
• Ability to maintain confidentiality and manage confidential information.
• Self-starter with ability to communicate effectively in written and oral form.

Physical Demands

• Perform repetitive motion while sitting at the computer keyboard for protracted time.
• Hear and speak on the telephone.
• Walk and/or drive to various university locations to attend meetings.
• Pull, push, bend, grasp, and reach, and lift up to 20 lbs.

Visual Demands

• Read off of computer monitors and paper documents.
• Pleasant office setting.

Technologies

• Proficient with Google apps, Asana, Microsoft Office, Word, and Excel.
• Able to adapt to and proficiently use other third-party software systems APU has license to use that are pertinent to the duties of this position.

Compensation

• Grade 13: $32.97 - $37.92 is the hourly compensation for this role and reflects what Azusa Pacific University reasonably expects to pay for this position. Actual compensation may vary based on the qualifications, experience, and internal equity. In addition to compensation, APU offers a competitive benefits package.

Azusa Pacific University is a Christ-centered, multicultural community that values and seeks faculty and staff who are committed to diversity, work effectively with diverse populations, and engage others in ways that honor our rich cultural mosaic and biblical foundation. Please click the links to learn more about ' what we believe ,' our ' mission statement ,' and our ' statement of faith .'

You can learn more about APU by watching the stories of faculty, staff, and alumni as they carry out our mission here: http://www.apu.edu/stories/ .

Azusa Pacific University will conduct a background check on all final candidates.

Review of applications will begin immediately, and the position will remain open until filled unless otherwise stated. Azusa Pacific University does not discriminate on the basis of race, color, national origin, sex, age, disability, or status as a veteran in any of its policies, practices, or procedures. Women and minorities are encouraged to apply.