PRINCIPAL GRANTS ANALYST IN THE OFFICE OF SPONSORED PROJECTS

ACADEMIC DEAN'S OFFICE

Classification: Level 3 / Class Code 2250 / Full-Time / Exempt / Benefited

Hiring Salary Range: $80,000 - $90,000 annually (commensurate with qualifications) 

THE ROLE AND RESPONSIBILITIES

The Principal Grants Analyst will staff the Office of Sponsored Projects and report directly to the Academic Dean, working closely with the Academic Dean and the Associate Dean for Research to develop and refine procedures and support for grants procurement, compliance, administration, and closing, and to work cross-departmentally to support the College's grants infrastructure. The Office of Sponsored Projects provides assistance to faculty and staff in obtaining and managing sponsored awards that support scholarly activities. It identifies opportunities and assists with the preparation of proposals submitted to federal and state agencies, foundations and other public and private sources, and provides guidance to assure proper stewardship of funds that are received. It interprets, negotiates, prepares and processes grants and contracts for sponsored projects (externally-funded activities). The Principal Grants Analyst will be a confident and collaborative team member who will proactively and effectively work with a broad range of stakeholders, including Center faculty and administrative staff across multiple departments. The Analyst will implement a strategic problem-solving approach using superb communication skills and the ability to think through policy and procedure at both strategic and detailed levels in a highly organized manner.

The Principal Grants Analyst will plan, develop, coordinate and direct activities related to sponsored research management; review monthly reports of the grant budgets produced by the Fiscal department related to both state funding and external funding; and develop systems and procedures to support grant activity across the College. The specific tasks assigned will depend on the evolving needs, including the following areas:   

PRE-AWARD COORDINATION:

• Advise grant seeking faculty regarding application process and strategy; time permitting, prepare proposals or templates.
• Establish systems for grant prospecting and identify grant opportunities to connect faculty and leverage their expertise to develop alternative funds resources and track and coordinate proposals across the College;
• Provide budget development support, identifying and detailing costs, applying appropriate  indirect cost rates, salaries and benefits, equipment, travel; and sub awards/subcontracts; and
• Coordinate the proposal submission process by reviewing and understanding grant requirements, providing guidance as to relevant institutional policies, securing appropriate pre-award administrative review and approvals from relevant departments including Human Resources, Fiscal, Legal Counsel, etc. and providing institutional supporting documents as required.

PRE-AND POST-AWARD ADMINISTRATION, FINANCIAL MANAGEMENT, AND MONITORING:

• Develop and maintain a Grants Administration Manual;
• Coordinate pre-award contracting, fund establishment, and HR notifications. ,
• Coordinate with Grants Accountant to support post-award grant tracking, compliance, accounting, recordkeeping and time effort reporting;
• Coordinate and monitor budgets for certain faculty-led centers and programs identified by the Academic Dean (e.g., C4i), including public funding, private gifts, grants and contracts;
• o During budget development periods, e.g., new fiscal year, mid-year budget reviews, new grant awards, and as needed, develop budget plan to actualize center director's general needs;
• o Ensure financial transactions are recorded with precision to ensure compliance and adherence to proposed budgets and accurate financial and progress reporting.
• o Rigorously track faculty-led centers and program expenditures to ensure allowability, accountability, proper cost-sharing and compliance with funder terms and College policies;
• o Reconcile project delivery activity in established budgets, identify variances and prepare and submit cost transfers as necessary;
• o Coordinate among departments, and serve an ombudsperson role within the College to quickly and efficiently solve problems related to the Center's grant and other contracting and fiscal needs;
• Develop and operate processes to translate general ledger fiscal information, budgets and expenditures, to auditable grants reporting;
• Interface with centers and faculty to comply with all policies, procedures and grant requirements;
• Contributes as needed to centralized or other grants tracking system and effort reporting system;
• Coordinate requisitions and contracts related to grant expenditure;
• Advise PI's on HR procedures and policies for grant-funded recruitment and hiring, payroll, stipend and cost assignment of payroll;
• Support development of policies regarding faculty compensation in collaboration with HR;
• Provide advice and counsel to PI's and department staff regarding interpretation of sponsor approval requirements and policies, government regulations, and College policies and procedures related to the management, administration and reporting of awards;   
• Track sub-awards/subcontracts received by and/or issued by UC Hastings to ensure compliance with sponsor and College requirements;
• Undertake special projects as determined by the Academic Dean or his designee.

CLOSING AND REPORTING

• Develop processes for closing grants and reporting to grant funders; 
• Prepare and submit grant or other extramural funding extensions as needed;
• Prepare and submit final reports to funders.

REQUIREMENTS

EDUCATION AND EXPERIENCE

• Bachelor's degree (advanced degree preferred) in a related field such as Finance, Business Management, Public Administration and six years of experience in administrative analysis or grants and research-related administrative operations; or an equivalent combination of education and experience (but an appropriate master's degree may substitute for the six years of experience);
• Experience in grants writing, development and management, including oversight of compliance with requirements of federal funding sources;
• Strong proficiency in budget development;
• Experience in policy and procedure development/review;
• Strong skills in collaboration and teamwork; 
• Experience in personnel, administrative or general business management;

KNOWLEDGE, SKILLS & ABILITIES

• Demonstrated proficiency in supporting substantive, administrative and financial preparation of grant applications;
• Knowledge and technical experience with grants finance, compliance, accounting, and administration;
• Knowledge of grant management techniques;
• Working knowledge of major compliance regulations governing use of human and animal subjects in research and financial conflict of interest is desirable;
• Experience with administrative coordination and tracking of local and external IRB, IACUC,  and/or IBC review of research is desirable;
• Strong Excel skills to include v-lookup, h-lookup and pivot tables a must;
• Knowledge of GAAP standards for private and federal grants;
• Knowledge of OMB uniform guidance, principles, and audit requirements per 2 CFR 200;
• Experience using Salesforce strongly desired;
• Microsoft Office Suite including Word, PowerPoint and Outlook, BOX, and Adobe Acrobat; 
• Able to effectively communicate both orally and in writing, and represent the office in a highly professional and efficient manner before a large and diverse group of stakeholders;
• Superior organizational, problem solving, time management and customer service skills;
• Highly efficient, willingness to assume initiative and able to exercise independent judgement;
• Strong attention to detail and accuracy in performing work;
• Ability to prioritize, work independently with limited supervision, work under deadlines, and implement several tasks at once and
• Able to remain focused and calm in the midst of changing priorities and deadlines.

BENEFITS

HEALTH AND WELFARE BENEFITS

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

For your Financial Future

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (defined benefit)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

For your Work/Life Balance

• Fourteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

Failure to provide the information as required on the application and/or instructions to apply shall immediately disqualify an applicant from employment consideration.

Please note: This position has been designated as “sensitive” and requires a pre-employment background check.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Not all applicants will be contacted for an interview.

The position is open until filled.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Hastings College of the Law is an Equal Opportunity Employer. UC Hastings strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Hastings College of the Law is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.