Grants Specialist

UCSF•San Francisco, CA

About The Position

The Grants Specialist provides analytical, financial, and training support for research proposal development, grant writing, funding, administration, and budget development. The role supports pre-award proposal initiatives and activities related to awards, compliance, financial management, and closeout for federal, state, local, and private sponsors. The specialist reviews proposals for institutional compliance and program success, coordinates proposal and agreement development, and supports the administration and monitoring of awards. As an experienced research administrator, the Grants Specialist independently develops or oversees 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; analyzes data requiring a thorough understanding of complex regulations; completes and approves transactions for signature by authorized officials; and guides less experienced staff. The position works within UCSF’s Office of Sponsored Research, which provides comprehensive pre-award services to campus researchers and supports more than 2,000 faculty through shared service teams.

Requirements

Bachelor’s degree in a related area or equivalent experience and training.
Thorough understanding of research administration guidelines for federal and non-federal research and educational sponsors, preferably in a university environment.
Thorough knowledge of compliance requirements related to human and animal subjects, financial conflicts of interest, biosafety, and other research matters.
Ability to manage a significant volume of transactions.
Ability to perform complex financial analysis and customized reporting.
Demonstrated knowledge of federal regulations, including application of cost principles.
Demonstrated competence with spreadsheet and database software for 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 determinations based on regulations and the policies, needs, and sensitivities of affected departments and units.
Ability to interpret and communicate policies and guidelines effectively in writing and verbally, handle ambiguity, and explore exceptions and options.
Strong written and verbal communication and interpersonal skills.
Demonstrated analytical, problem-solving, initiative, judgment, decision-making, organizational, and communication skills.
Ability to maintain current knowledge of research administration compliance regulations.
Leadership, diplomacy, judgment, and decision-making 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.
Ability to provide quality customer service and work effectively with faculty, staff, and departments 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.
Three or more years of related work experience.

Nice To Haves

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

Responsibilities

Coordinate and manage approximately 80–100 proposal submissions annually, including timelines, work assignments, compliance review, submission oversight, and troubleshooting electronic submission issues.
Serve as an institutional liaison with sponsor representatives as needed; facilitate, review, and document sponsor communications throughout the award lifecycle.
Review and approve pre-award updates requested by sponsors, obtain relevant application instructions, and clarify instructions with sponsors when necessary.
Support assigned principal investigators and understand their research portfolios; connect faculty and administrators with funding and proposal-preparation resources; participate in portfolio meetings and alert stakeholders to upcoming submissions and relevant departmental issues.
Advise principal investigators and departmental administrators on complex research administration matters, regulations, proposal content, grantsmanship, compliance documents, deadlines, and sponsor terms and conditions.
Plan and monitor fiscal budget controls for contracts, grants, gifts, endowments, and privately funded research projects; prepare complex proposal budgets and supporting documents and advise on budget changes and their effects on scope.
Determine and document facilities and administration rates and bases, project purpose, fringe benefit rates, tuition, and cost escalations; assess and document requests for F&A rate exceptions and consult on financial administration.
Address proposal-preparation and post-submission requirements, including PI status waivers, cost sharing, conflict-of-interest review, compliance documents, institutional forms, just-in-time requests, prior-approval requests, subaward documentation, and project-specific pricing.
Review proposals during development and at completion for accuracy, grantsmanship, and compliance with sponsor, School, and UCSF requirements; recommend proposals for institutional signature.
Review award documentation for accuracy and special terms and conditions; recommend agreements and awards for institutional signature; identify terms requiring escalation or specialized negotiation and explain award terms and implications to investigators and administrators.
Support award negotiation and acceptance by collecting compliance documentation, maintaining approvals and committee communications, drafting sponsor responses, coordinating award information with relevant offices, and working with Contracts & Grants Accounting on timely award setup.
Interpret and communicate research administration policies and regulations, maintain required documentation and records for reporting and audits, use internal research administration systems, participate in training and collaborative sessions, and advise on proposal and award types.
Work toward obtaining delegated authority to act as an authorized institutional representative and participate in continuing education and relevant conference presentations.