Sponsored Programs Analyst - Post Award

Sponsored Programs Analyst - Post Award

Under general supervision of the Director of Grant Administration, the Sponsored Programs Analyst Post Award administers a portfolio of sponsored awards, ensuring financial and regulatory compliance from award setup through closeout. The incumbent applies professional knowledge of grants and contracts administration to interpret sponsor requirements and university policies, exercise independent judgment, and support effective award management.

Serving as the primary post-award contact for assigned Principal Investigators (PIs), the position provides guidance on allowable expenditures, budget management, and reporting requirements. Responsibilities include monitoring financial activity, reviewing and approving post-award transactions, preparing sponsor invoices and financial reports, reconciling expenditures, and coordinating audit and closeout activities to ensure compliance with sponsor terms, federal and state regulations, CSU policies, and campus procedures.

The incumbent works independently on day-to-day assignments, collaborates with campus partners to resolve issues and reconcile data, and contributes to process improvements that enhance post-award administration. Limited pre-award support and other duties or special projects are performed as assigned.

Post-Award Grant Administration

Under general supervision, administers post-award activities for a portfolio of sponsored programs from award setup through closeout, ensuring compliance with sponsor requirements, federal and state regulations, CSU policies, and campus procedures. Applies professional knowledge of grants and contracts administration to exercise independent judgment in financial oversight and regulatory interpretation.

• Confirm awarded funds are properly established and available prior to expenditures.
• Interpret award terms and applicable regulations to ensure compliance.
• Ensure expenditure is allowable, allocable, reasonable, and consistently treated in accordance with governing regulations and award requirements.
• Advise Principal Investigators (PIs) on allowability, period of performance, cost share, indirect costs, and prior approval requirements.

Financial Monitoring and Analysis

• Monitor budgets and expenditures to ensure appropriate use of funds.
• Analyze financial activity to identify discrepancies or compliance concerns.
• Coordinate corrective actions and communicate financial status, risks and reporting obligations to PIs.

Transaction Review and Approval

• Review and approve post-award transactions, including payroll and faculty compensation, procurement and equipment purchases, travel, and reimbursements.
• Ensure transactions comply with sponsor and university requirements prior to posting.
• Coordinate adjustments and documentation as needed.

Financial Reporting and Closeout

• Prepare and submit sponsor invoices and financial reports.
• Monitor reporting deadlines and ensure timely submission.
• Reconcile expenditures and coordinate award closeout activities.

Institutional Reporting and Data Stewardship

Under general supervision, maintains accurate financial and personnel data for assigned awards to support institutional reporting, audit readiness, and leadership decision-making.

• Maintain organized, accurate, and current records for assigned awards, including reassigned time, additional employment, cost share commitments, and other personnel-related expenditures.
• Gather, analyze, validate and reconcile post-award data for recurring and ad hoc reports.
• Collaborate with Academic Affairs, Budget, Payroll and other campus units to ensure consistency across systems.
• Develop and maintain tracking tools to enhance reporting accuracy and compliance monitoring.

Process Improvement and Operational Support

Support continuous improvement of post-award operations.

• Evaluate and recommend improvements to post-award processes, procedures, and tools.
• Contribute to development and refinement of standard operating procedures.
• Provide limited guidance to PIs in coordination with pre-award staff.

Pre-Award Support

Under general supervision, provides limited pre-award support to support operational continuity.

• Review proposal budgets and documentation for compliance with sponsor and university guidelines.
• Support proposal routing and institutional approval processes.
• Participate in special projects and reporting initiatives as assigned.
• Maintain current knowledge of sponsor regulations and apply updates to strengthen compliance practice.

Professional Development

Maintains current knowledge of research administration regulations and sponsor requirements to support effective post-award oversight and continuous improvement.

• Participate in relevant trainings, webinars, CSU initiatives and professional associations to remain informed of regulatory and policy changes.
• Apply updated knowledge to strengthen compliance practices and improve service to PIs and campus partners.
• Share regulatory updates and best practices with colleagues to support ongoing professional growth within ORSP.

Application and Knowledge Sharing

• Apply updated knowledge to strengthen compliance practices, improve internal processes, and enhance service to Principal Investigators and campus partners.
• Share relevant regulatory updates, resources, and best practices with colleagues to support a culture of continuous learning within ORSP.

Minimum Qualifications:

Knowledge and Skills:

In addition to Research and Sponsored Programs Administration Professional I, knowledge and skill requirements, work assignments typically require:

• Working skills and knowledge of pre-award grant proposal development, budgeting, and post award administration processes.
• Working knowledge and understanding in the appropriate use of grants and contracts administration standards, principles, and concepts.
• Knowledge and understanding of accounting and budgeting principles.
• Working knowledge of funding agency regulations and compliance requirements.
• Strong organizational skills to plan, organize, and prioritize multiple projects.
• Strong communication and interpersonal skills to work effectively in a diverse environment.
• Proficiency in using grant management software and financial systems.

Experience and Education:

Equivalent to a bachelor's degree in a related field and two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.

Preferred Skills & Knowledge:

• Knowledge of post-award grant administration in a higher education environment.
• Ability to interpret sponsor terms and conditions and applicable regulations.
• Strong financial analysis and reconciliation skills.
• Ability to manage multiple awards and deadlines simultaneously.
• Strong written and verbal communication skills.
• Ability to advise faculty and staff on post-award requirements.
• Attention to detail and sound professional judgment.

Condition(s) of Employment:

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position. All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement:

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal State, East Bay provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California's Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU's Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Other Information:

All California State University campuses, including Cal State East Bay, are smoke

California State University