Grants Specialist

University of California, San Francisco•San Francisco, CA

About The Position

The Grants Specialist uses skills as a seasoned, experienced research administrator to independently develop and/or oversee research proposals, awards, and/or transactions related to contract and grant management. They maintain contract and grant records in compliance with institutional research sponsor policies. This role works on proposals and awards of diverse scope where analysis of data requires a thorough understanding of complex regulations. The specialist completes and approves transactions for signature by a manager or other authorized institutional official. They work on complex proposals and awards that may involve multiple investigators and/or multiple sub-awards and guides less experienced staff. The Central Role (CR) is eligible for delegated signature authority (may vary by campus). The Department Role (DR) typically works on complex proposals such as grants/contracts which require task budgets, option years, multiple investigators, and multiple sub-awards. The Office of Sponsored Research (OSR) is an advocate for all researchers at UCSF and provides them with comprehensive pre-award services. The OSR is a $23M operation, comprised of eleven shared service teams, including 151 Proposal and Grants Officers/Specialists/Associates, Contract and Award Officers/Specialists/Associates, and Team Managers supporting 2000+ faculty, and is responsible for all pre-award grant activity for the campus.

Requirements

Bachelor's degree in related area and / or equivalent experience / training.
Ability to take and pass general research administration training.
Three (3) or more years of related work 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 use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
Ability to manage significant volume of transactions.
Ability to perform complex financial analysis and customized reporting.
Demonstrated knowledge of federal regulations including the application of cost principles.
Demonstrated competence in the use of spreadsheet and database software in the development of complex budget estimations and projections.
Independent judgment and strong organization and communication skills and customer service focus across broad and diverse subject areas.
Ability to analyze complex situations, identify workable solutions and make appropriate determinations based on regulations and the particular policies, sensitivities and the needs of the department, School and UCSF unit(s) being impacted
Demonstrated ability to interpret and communicate policies and guidelines effectively, both written and verbal.
Ability to deal with ambiguity and the willingness to explore exceptions and options.
Strong and effective communication skills, both written and verbal.
Excellent interpersonal skills.
Demonstrated analytical, problem-solving, initiative, judgment, decision-making, organizational and communication skills.
Maintains current knowledge of compliance regulations in all areas of research administration.
Good leadership, diplomacy, judgment and decision-making skills.
Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
Strong time management skills.
Advanced skills in using software applications such as Microsoft Excel, Microsoft Outlook, Microsoft Word and Adobe Acrobat.
Ability to learn new systems with ease.
Ability to provide quality customer service.
Ability to interface with various levels of faculty, staff and departments.
Effectively balance customer service with regulatory compliance.
Demonstrated ability to work in a collaborative team environment.
Ability to work independently and possess a pro-active approach.
Ability to take and pass general research administration training.

Nice To Haves

Experience working with UCSF faculty and UCSF research administration business processes and practices, electronic Systems used to manage research administration (e.g., eProposal, Proposal Express, Grants.gov, etc.)

Responsibilities

Coordinates proposal submissions for approximately 80-100 proposals per year of varying volume and sponsor requirements. Direct and manage the proposal preparation process for a timely and compliant submission. Develop timelines and coordinate work assignments with faculty, department staff, and Office of Sponsored Research, as needed. Provide thorough review, oversight, and expert guidance throughout proposal submission process. Manage and monitor the actual submission, whether hardcopy or electronic. Troubleshoot errors and technical difficulties during electronic proposal submissions.
Develop professional relationships with sponsor representatives, serving as institutional liaison when clarification is needed on application instructions and providing information as appropriate. All written correspondence with the sponsor is facilitated and reviewed by the RA3, throughout the life of the award. When the PI chooses to communicate with a sponsor’s program official, this communication is shared with the RA3 for the institutional file. The institutional file is UCSF’s auditable file. Communication with administrative counterparts at the sponsor is done either directly with the RA3 or facilitated, reviewed, documented, and signed by the RA3.
Previews and approves submission of pre-award update information requested by sponsor representatives before issue of awards and submission. Obtain relevant application instructions; interpret and/or clarify with the sponsor as needed.
Provides support to assigned PIs and understand their research portfolio. Ensures that faculty and departmental administrators have access to resources to identify funding sources and to successfully prepare their portions of the proposal. Join PI, post award analyst and department or division administrators in periodic meetings to review expenditure trends, answer questions, and discuss future plans for the PI’s portfolio. Meets regularly with department administrators to stay informed on departmental issues which might impact the faculty’s portfolio. Inform and/or discuss issues with Department Manager or Division Administrator, which can impact their departmental operations, such as effort waivers, cost-sharing, proposed new or renovated space. Reminds PI of submission dates for continuations, progress reports and renewal funding.
Provides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department administrators. Apply contracts and grants concepts to provide guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department administrators. Partner with PIs and proactively manage the proposal process. Provide frequent and timely reminders/reports to PIs of upcoming proposal submission deadlines. Advise PIs regarding proposal content, organizational strategies, and grantsmanship issues. Educate PIs and departmental administrators regarding terms and conditions in proposals that could be problematic if awarded. Educate PIs regarding compliance document requirements and ensure proposals have appropriate documentation. Explain compliance-related documents and PI responsibilities to the PI and Department Manager/department staff as needed. In partnership with Department, follow up to milestone reporting notifications from CGA, remind PI of continuations progress reports, and renewal funding. Inform and discuss issues with Department Manager or Division Administrative which can impact their departmental operations, such as effort waivers, cost-sharing, proposed new or renovated space.
Organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments, and privately funded projects for faculty research programs. Prepares complex proposal budgets and support documents that are required by proposal guidelines. Prepares appropriate budgets in partnership with the PI, ensuring that budgeted costs are adequate, allowable, allocable, consistent and reasonable as related to the sponsor’s specifications and the needs of the department and the project. Guide PIs in writing budget justifications. Provide templates and review drafts to ensure accuracy and completeness. Provide or write compliance-related language as needed. Develop revised budgets as required by sponsors when they make budget cuts or provide additional funding. Advise PIs of implications of reducing budget versus work scope.
Determine and document appropriate F&A (Facilities and Administration) base code and rate, project purpose, fringe benefit rates, and tuition for the project period, and escalate costs in accordance with Budget Office projections and sponsor guidelines. Determine the need for F&A rate exceptions. Research and document rate justification and submit exception request to UCOP or the EVCP, as appropriate. In collaboration with Contracts & Grants Accounting, provides consultation regarding financial administration and management for research funds in accordance with organization policy and funding agency requirements.
Other duties related to the proposal preparation and post-submission process, such as: Determine the need for PI Status Waivers, and/or mandatory or voluntary cost-sharing and advise the department as needed. Ensure all aspects have been addressed adequately; Determine the need for the review of conflict of interest by the Conflict-of-Interest Officer. Advise PI of the necessary training and documentation; Ensure accurate preparation of sponsor-required institutional pages/forms; prepare as needed; Respond to sponsor’s requests for Just-in-Time information. (human and animal approvals, other support, budgetary details, etc.); Apply professional knowledge/experience to prepare, review and/or approve prior approval requests submitted to Federal and non-Federal sponsors; Communicate with sub-award institution PIs and administrators during proposal preparation. Follow-through to ensure timely and complete receipt of necessary compliance documentation and approvals; Obtain small business subcontracting plans by working with Procurement; Obtain and document project-specific pricing for animal care costs and from the Medical Center for hospital personnel and patient care costs; Other duties as assigned.
Review proposal at various stages of development and at completion for appropriate and accurate content, grantsmanship, and compliance with sponsor, School and UCSF regulations. Recommend final proposal for institutional signing by the Team Manager or an RA4 with appropriate certification level.
Review award documentation for accuracy and special terms and conditions. Recommend research agreements and awards for institutional signing by the Team Manager or an RA4 with appropriate certification level. Identify when terms need to be escalated to Team Manager or deferred to a team member trained in negotiation of complex awards. Interpret, inform, and educate PIs and administrators about grant and contract terms and conditions of their awards and their implications, including change in work scope versus awarded budget. Consult with team members trained in negotiation of complex awards as needed regarding UCSF’s ability to accept special terms and conditions or to include appropriate FAR clauses for government contracts during the pre-award stages.
Other duties related to award negotiation and acceptance, such as: Collecting required compliance documentation and updating OSR databases accordingly; Maintaining appropriate approvals from applicable compliance committees; Maintaining communication with review committees to learn of new requirements; Drafting letters to sponsors in response to requests for additional justification/information; Working closely with Post Award Analysts and other parties to ensure that all information is accurately and thoroughly included on the Notice of Award so that all parties are aware of the impacts to their area of responsibility (the departments, Procurement, CGA, A/R, Property Administration, etc.); Working with CGA to ensure timely and accurate award set-up; Other duties as assigned.
Interpret policy and guidelines; provide guidance, recommendations, instruction and facilitation for implementation of the policy and guidelines in each particular situation. Maintains a thorough understanding and knowledge of policies, guides, and regulations related to research administration, including CAS (Cost Accounting Standards), and the Uniform Guidance, the Research Policy Handbook, and UCSF processes impacting the administration of sponsored research and gift funding. Demonstrates a working knowledge of academic personnel policies, faculty appointment types, and PI eligibility criteria. Maintains appropriate approvals from applicable compliance committees. Utilizes internal systems such as Access, CACTAS, RAS, RIO, eProposal and others for compliance with office policy and procedures. Attend and actively participate in all OSR training programs and ongoing educational and collaborative sessions with partner offices(CGA, ICD, GBC). Participate and advise in audit preparation. Ensure sufficient documentation to provide adequate information for reporting and legal and/or audit procedures. Includes routing form signatures, waiver approvals, all sponsor correspondence and telephone conversation notes, emails, faxes, etc. Determine proposal and award type: grant, fellowship, gift, research agreement, clinical trial, material transfer agreement, solicitation agreement, service agreement, subcontract, sub-award, etc. Advise PIs and department staff regarding determination as appropriate.
Work towards obtaining delegated authority, in order to serve as an authorized institutional representative, which is defined as an individual appointed by UCSF who is authorized to act on behalf of the organization and to assume the obligations imposed by Federal, State and local laws, regulations, requirements and conditions, as well as UCSF policies that apply to the proposal and award. Attend and actively participate in all ongoing educational and collaborative sessions. Attend continuing education classes as determined by Team Manager and internal research administration policies. Participate in conference presentations as opportunities arise an expertise allows.