Grant & Contract Administrator

Cal Poly Pomona•Pomona, CA

4d•$5,797 - $5,913•Onsite

About The Position

The Office of Research and Sponsored Programs (ORSP) is seeking a Grant & Contract Administrator. ORSP provides leadership and support to the University's academic units, faculty, and staff in obtaining externally funded research support. The office serves as a central source of information on funding agencies and assists in all pre-award and post-award phases of grants and contracts, from development and planning to project implementation. This includes identifying funding sources, conceptualizing programs, proposal development, budget creation, application completion, contract review, negotiation with sponsoring agencies, and ensuring compliance with federal and state regulations.

Requirements

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.
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.

Nice To Haves

An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
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)).

Responsibilities

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.
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, A-122, A 133.
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.
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.
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.
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.
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.
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 (OMB) Uniform Guidance compliance.
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.
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.