Grant & Contract Administrator

CSU Careers•Pomona, CA

2d•Onsite

About The Position

The Office of Research and Sponsored Programs (ORSP) is seeking a Grant & Contract Administrator. This role is part of the Office of Research (OR) within central Academic Affairs. ORSP supports the University's academic units, faculty, and staff in obtaining externally funded research. The office serves as a central information source for federal and government agencies, foundations, and corporations that support research. ORSP assists in all pre-award and post-award phases of grants and contracts, from development and planning through project implementation. This includes identifying funding sources, conceptualizing programs, proposal planning and development, budget creation, application completion, contract development and review, assisting with University approvals, aiding in negotiations with sponsors, and ensuring compliance with federal and state regulations.

Requirements

Equivalent to a bachelor's degree in a related field.
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

Advanced degree in a related field.
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

Develop grant and contract proposals, including planning, preparation, submission, and completion.
Collaborate with Deans, Associate Deans, Department Chairs, and budget analysts to develop grant resources and identify funding sources.
Support faculty and staff in communicating with potential sponsor agency representatives.
Prepare and revise proposal budgets and budget justifications.
Complete sponsor agency forms and assurances.
Edit proposals as allowed by sponsor deadlines.
Assemble proposal components and submit proposals electronically or via mail/courier.
Provide technical review of sponsored contract terms and conditions for adherence to University, CPP Foundation, and Uniform Guidance guidelines.
Write and review contracts, subcontracts, and amendments with various entities.
Ensure compliance with sponsor guidelines, laws, and regulations, including Uniform Guidance/OMB circulars and FARs.
Assist 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 requirements, particularly OMB Circulars.
Manage, review, and negotiate grants, contracts, subcontracts, cooperative agreements, and clinical trial agreements.
Conduct complex negotiations with representatives of corporations, state and federal agencies, and private foundations.
Coordinate with Foundation staff to ensure terms and conditions are acceptable.
Represent the University to external agencies with diplomacy and tact.
Follow up with contracting agencies to ensure timely processing.
Provide final negotiated contract documents to the Foundation for signature.
Ensure extensions and amendments are developed, reviewed, and approved with appropriate budgets before contract termination deadlines.
Provide recommendations for ORSP website development to enhance user assistance.
Conduct workshops and one-on-one sessions for faculty and staff interested in grants and contracts.
Assist the Director of ORSP with cross-training of other ORSP staff.
Work with applicants to address reviewer comments, revise proposals and budgets for resubmission.
Identify, disseminate, and promote funding opportunities through electronic and print resources.
Conduct research to identify funding resources and match them to faculty interests.
Promote high probability funding opportunities to the campus community.
Assist faculty in analyzing funding announcements and determining application appropriateness.
Disseminate information on sponsor agency missions, goals, and funding opportunities.
Follow up on disseminated funding opportunities and provide additional information.
Maintain and report on applicant interests and funding search systems.
Initiate and implement ORSP outreach activities, including workshops.
Serve on University and project committees and task forces.
Advise on the development of new internal and external partnerships.
Participate in Foundation and grant team meetings.
Actively participate in training and self-development regarding OMB Uniform Guidance compliance.
Acquire and disseminate current knowledge on grants and contracts processes.
Review and disseminate relevant information on policies, procedures, and regulations to applicants and ORSP staff.
Review publications containing external funding proposal development information and distribute them.
Provide data for ORSP management information systems, reports, and publications.
Prepare information for ORSP transmittals and deadline calendars.
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.