Grants Specialist

University of California, San Francisco•San Francisco, CA

19h

About The Position

The Grants Specialist uses seasoned research administration skills to independently develop and/or oversee research proposals, awards, and transactions related to contract and grant management, maintaining records in compliance with institutional and sponsor policies. The role handles complex proposals and awards that may involve multiple investigators, task budgets, option years, and multiple subawards, applying a thorough understanding of regulations and institutional requirements. The specialist completes and approves transactions for signature by a manager or other authorized institutional official and guides less experienced staff. The role may be eligible for delegated signature authority, depending on campus. The position is part of the Office of Sponsored Research (OSR), which provides comprehensive pre-award services and supports researchers across UCSF. OSR is a $23 million operation consisting of eleven shared-service teams and 151 proposal and grants officers, specialists, associates, contract and award officers, specialists, associates, and team managers. It supports more than 2,000 faculty and is responsible for campus pre-award grant activity. The Grants Specialist coordinates approximately 80–100 proposal submissions annually, advising principal investigators and department administrators, preparing complex budgets, reviewing proposals and award documentation, and supporting compliance, sponsor communication, and award acceptance. The position also maintains knowledge of relevant research administration policies and regulations, participates in training and audit preparation, and works toward delegated authority as an institutional representative.

Requirements

Bachelor’s degree in a related area and/or equivalent experience or training.
Three or more years of related work experience.
Thorough understanding of research administration guidelines for federal and non-federal sponsors supporting research and educational activities, preferably in a university environment.
Thorough knowledge of compliance requirements related to human or animal subjects, financial conflicts of interest, biosafety, and other research administration areas.
Ability to manage a significant volume of transactions and perform complex financial analysis and customized reporting.
Demonstrated knowledge of federal regulations, including application of cost principles.
Demonstrated competence using spreadsheet and database software to develop complex budget estimates and projections.
Independent judgment, strong organization and communication skills, and a customer-service focus across diverse subject areas.
Ability to analyze complex situations, identify workable solutions, and make appropriate determinations based on regulations and the policies, sensitivities, and needs of affected departments and units.
Ability to interpret and communicate policies and guidelines effectively in writing and verbally; strong written and verbal communication and interpersonal skills.
Ability to handle ambiguity and explore exceptions and options.
Analytical, problem-solving, initiative, judgment, decision-making, organizational, leadership, and diplomacy skills.
Ability to manage multiple priorities in a fast-paced, deadline-driven environment and strong time-management skills.
Advanced skills with Microsoft Excel, Outlook, Word, and Adobe Acrobat, and ability to learn new systems easily.
Ability to provide quality customer service and interface with faculty, staff, and departments at various levels while balancing service with regulatory compliance.
Ability to work collaboratively and independently with a proactive approach.
Ability to take and pass general research administration training and maintain current knowledge of compliance regulations in research administration.

Nice To Haves

Experience working with UCSF faculty and UCSF research administration business processes and practices.
Experience with electronic systems used to manage research administration, such as eProposal, Proposal Express, and Grants.gov.

Responsibilities

Coordinate and manage approximately 80–100 proposal submissions annually, including timelines, assignments, proposal preparation, compliance review, and hard-copy or electronic submission; troubleshoot electronic submission issues.
Serve as an institutional liaison with sponsor representatives when clarification is needed, and facilitate, review, document, and maintain sponsor correspondence in the institutional file.
Preview and approve pre-award update information requested by sponsors and obtain, interpret, or clarify application instructions.
Support assigned principal investigators and understand their research portfolios; connect faculty and departmental administrators with funding resources; participate in portfolio meetings; communicate departmental issues that may affect research portfolios; and remind PIs of continuations, progress reports, and renewal deadlines.
Advise PIs and department administrators on complex research administration matters, compliance regulations, proposal content and organization, grantsmanship, sponsor terms and conditions, and compliance documentation; proactively manage proposal processes and deadlines.
Prepare complex proposal budgets and supporting documents with PIs; assess whether costs are adequate, allowable, allocable, consistent, and reasonable; guide and review budget justifications; prepare compliance language as needed; and revise budgets in response to sponsor changes.
Determine and document applicable F&A bases and rates, project purpose, fringe benefit rates, and tuition; assess and document F&A rate exceptions and submit requests to the appropriate office; consult with Contracts & Grants Accounting on financial administration and management.
Handle proposal preparation and post-submission tasks, including determining PI status waivers and cost-sharing needs, coordinating conflict-of-interest review and required training, preparing sponsor forms, responding to Just-in-Time requests, reviewing prior-approval requests, coordinating subaward documentation, and obtaining project-specific pricing and subcontracting plans.
Review proposals at stages of development and at completion for accuracy, grantsmanship, and compliance with sponsor, School, and UCSF requirements; recommend completed proposals for institutional signature by an authorized manager or RA4.
Review award documentation, special terms, and conditions for accuracy; identify matters requiring escalation or specialized negotiation; explain award terms and implications to PIs and administrators; and consult with negotiation-trained team members as needed.
Support award negotiation and acceptance by collecting compliance documentation, maintaining approvals, drafting sponsor responses, coordinating accurate Notice of Award information with relevant parties, and working with CGA on timely and accurate award setup.
Interpret research administration policies and guidelines and advise on their implementation; maintain knowledge of relevant regulations and institutional processes; use internal systems for compliance; participate in training and partner-office sessions; assist with audit preparation and maintain adequate records.
Determine proposal and award types and advise PIs and department staff as appropriate.
Work toward obtaining delegated authority as an authorized institutional representative; attend continuing education and collaborative sessions and participate in conference presentations when appropriate.