Grants Manager

University of California - San Francisco; San Francisco (CA); On-site; USD 75,000 - 95,000; Full time

Job summary

The University of California - San Francisco is seeking a Senior Research Administrator to develop complex grant applications and oversee post-award activities. This role supports research contracts for a large international portfolio, ensuring compliance and managing financial transactions.

Candidates should have at least a Bachelor’s degree and 3 years of relevant experience, with a strong background in research administration and project management skills. The ideal applicant will demonstrate excellent communication abilities and a focus on customer service.

Qualifications

• Minimum of 3 years of experience in research administration.
• Thorough understanding of federal and non-federal research guidelines.
• Ability to manage a significant volume of transactions.

Responsibilities

• Organize and monitor fiscal budget control for projects.
• Prepare complex proposal budgets with the Office of Sponsored Research.
• Provide guidance on research administration compliance.

Skills

Project management

Financial analysis

Communication

Attention to detail

Spreadsheet software

Database management

Education

Bachelor's degree in a related area

Job description

Job Summary

Sr. Research Administrator uses skills as a seasoned, experienced research administrator to develop complex grant and contract applications for international projects spanning disciplines at UCSF (pre-award) and overseeing department post-award activities for research contracts and transactions relationed to a large international portfolio of awards administered by the Institute for Global Health Sciences. Post-award activities include effort reporting, funding entries, subcontract monitoring and execution, procurement contracts, invoice payments, ledger reviews, sponsor reporting, and financial projections. IGHS is a control point (equivalent to a school) supporting investigators across campus with their pre- and post-award needs. The portfolio of $60M+ spans funding agencies with complex requirements, including NIH, the Gates Foundation, USG agencies (CDC, State Department, HRSA), and private foundations. The Sr. Research Administrator will maintain grant records in compliance with institutional research support policies and carry out transactions to ensure costs and activities are aligned with sponsor, state, federal, and international requirements. Work includes strong project management skills to keep track of projects with multiple components, a service mindset that is adaptable to varying cultures and deadlines, and a volume of transactions requiring a strong attention to detail. Each research administrator within IGHS is assigned a portfolio of ~10 investigators with specific focus to align with the centers/initiatives within IGHS. This assignment process allows the research administration team to be more deeply embedded within study teams and to have more familiarity with collaborators and transactions within their portfolio.

Key Responsibilities

• Post‑Award Administration: organize, plan, and monitor fiscal budget control of contracts, grants, gifts, endowments, and privately funded projects; manage post‑award transactional duties, including effort and payroll administration, transaction approvals and compliance, expense reporting, financial projections, subcontract execution and subrecipient monitoring, invoice payments, sponsor reporting, and ledger reconciliation; prepare, review, and approve financial transactions; coordinate budget allocations and data management tools; prepare journal entries, reconcile ledger accounts, and support UBIT reporting.
• Pre‑Award Administration: prepare complex proposal budgets and supporting documents in partnership with Office of Sponsored Research; stay up to date on sponsor policies and templates; assist study teams with non‑scientific documents for contracts and grant submissions.
• Guidance & Training: provide guidance and counsel on complex research administration matters and compliance regulations to principal investigators and department administrators; assist with capacity‑building training for international collaborators.

Required Qualifications

• Bachelor's degree in a related area and/or equivalent experience or training.
• Minimum of 3 years of experience.
• Thorough understanding of research administration guidelines of federal and non‑federal sponsors supporting research and educational activities, preferably in a university environment.
• Thorough knowledge of applicable compliance requirements related to the use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
• Ability to manage a significant volume of transactions.
• Ability to perform complex financial analysis and customized reporting.
• Demonstrated competence in the use of spreadsheet and database software for financial analysis, fiscal management, and financial reports.
• Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas.
• Maintains current knowledge of compliance regulations in all areas of research administration.
• Demonstrated knowledge of generally accepted accounting, fiscal, and reporting principles.
• Demonstrated knowledge of effective grant funding processes, procedures, and techniques.
• Strong writing skills in a variety of styles to draft persuasive text for a variety of audiences while ensuring adherence to funding sponsor guidelines.

Preferred Qualifications

• Certified Research Administrator/Certified Financial Research Administrator.
• Demonstrated experience managing international projects, grants, or contracts.
• Previous experience with managing federally funded research awards, including experience managing training grants.