Job Description

TYPE OF APPOINTMENT: Full-Time, Probationary

COLLECTIVE BARGAINING UNIT: California State University Employees Union - Unit 9

JOB CLASSIFICATION: Administrative Analyst/Specialist - Exempt I

CLASSIFICATION SALARY RANGE: $3,897 - $7,051 per month

ANTICIPATED HIRING RANGE: $3,897 - $4,500 per month

WORK HOURS: Monday - Friday, 8:00 a.m. - 5:00 p.m.

THE DEPARTMENT

The Office of Research and Sponsored Programs at Cal Poly Pomona assists faculty and staff to obtain externally funded research support. The office is a central source of information on major government agencies, foundations, and corporations which support research. The staff are focused on helping faculty and staff on campus to seek and administer both internal and external funding for research, scholarship and creative activities and public service-related efforts. The goal is to help grow the research and scholarly capacity of the institution to support the creation of opportunities for students for hands-on learning experience consistent with the institutional education philosophy of "Learning-by-Doing" thereby better preparing Cal Poly graduates for the knowledge-based economy.

DUTIES AND RESPONSIBILITIES

GRANT AND CONTRACT PROPOSAL PLANNING, PREPARATION, SUBMISSION, AND COMPLETION

• Development: 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.
• Compliance: Provide support to faculty, staff, and administrators in completing the University’s approval process; Complete all assurance requirements for grants and contracts
• 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.
• Education: 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.
• Resubmission: 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.

NEGOTIATE CONTRACTS FOR FUNDING

• 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.
• Execution: 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.

IDENTIFY, DISSEMINATE, AND PROMOTE FUNDING OPPORTUNITIES

• 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.

ENGAGE IN, AND ARRANGE EXTERNAL RELATIONS AND TRAINING ACTIVITIES

• 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 (0MB) Uniform Guidance compliance.

ACQUIRE AND DISSEMINATE CURRENT KNOWLEDGE ON GRANTS AND CONTRACTS PROCESSES

• 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.

PROVIDE DATA FOR ORSP MANAGEMENT INFORMATION SYSTEM, REPORTS AND PUBLICATIONS

• 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

QUALIFICATIONS

• Bachelor’s Degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs, PLUS two (2) years of related experience.
• A minimum of two (2) years of related experience in pre-award and university research administration.

Working knowledge of, and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations. Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty. Working knowledge of operational and fiscal analysis and techniques. Ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. Skill in research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations. Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively. Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form. Ability to train others on new skills and procedures and provide lead work direction.

PREFERRED QUALIFICATIONS

• Bachelor’s Degree preferred.
• Knowledge of and ability to work with a diverse range of sponsor agencies
• 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).
• 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)).

COVID-19 VACCINATION

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

OUT OF STATE WORK

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/.

BACKGROUND CHECK

Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly Pomona will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current Cal Poly Pomona employee who was conditionally offered the position. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.

I-9

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

CHILD ABUSE/NEGLECT REPORTING ACT (CANRA)

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.

SMOKING

Cal Poly Pomona is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

CLERY ACT

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml.

REASONABLE ACCOMMODATION

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.

EEO

Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf.

Company Description

Cal Poly Pomona is among the best public universities in the West and is nationally ranked for helping students achieve economic success. As an inclusive polytechnic university, we cultivate success through experiential learning, discovery, and innovation. Our graduates are ready to succeed in the professional world on Day 1. As a polytechnic university, Cal Poly Pomona utilizes a technology-enhanced, learn-by-doing approach to education. Students enjoy endless opportunities for involvement in a vibrant and diverse community. Nowhere else can students ride an Arabian horse, practice on a Steinway piano, bring a new product to market, and build a liquid-fueled rocket.