Grants and Contracts Administrator

Job No: 535921
Work Type: Staff
Location: Pomona
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Type of Appointment : Full-Time, Probationary

Collective Bargaining Unit : California State University Employees Union - Unit 9

Job Classification : Administrative Analyst/Specialist - Exempt

Anticipated Hiring Amount: $5,022- $6,127 per month

Work Hours : Monday - Friday 8:00am-5:00pm

THE DEPARTMENT

The Office of Research and Sponsored Programs (ORSP) is located within the Office of Research (OR) which is part of central Academic Affairs. ORSP provides leadership and support to the University's academic units, i.e., the colleges, schools and departments, as well as to individuals and groups of faculty. ORSP provides assistance to faculty and staff to obtain externally funded research support. The office is a central source of information on federal and government agencies, foundations, and corporations which support research. ORSP provides assistance in all pre-award and post-award phases of grants and contracts from development and planning up to the point of project implementation. This includes assistance in identifying potential external funding sources; conceptualizing programs; proposal planning and development; developing budgets; completing applications; developing and reviewing contracts; assisting with the University's approval process; assisting in negotiations with sponsoring agencies; and assuring compliance with all applicable federal and state regulations.

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, Maintain professional expertise and ensure compliance with federal regulations, policies and/or requirements, in particular with Office of Management and Budget (OMB) Circulars: A 110 ('Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, and Other Non Profit Organizations'); A-122 ('Cost Principles for Non Profit Organizations'); A 133 ('Audits of States, Local Governments, and Non Profit Organizations'
Negotiation: Manages, reviews and negotiates grants, contracts, subcontracts, cooperative agreements and clinical trial agreements with federal agencies, state, county, city, private agencies.
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.
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.

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 the 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.
Four (4) years of related experience

Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications

Advanced degree preferred
Knowledge of post-award processes
Familiarity with CSU system and Cal Poly Pomona Foundation policies
Experience in contract development and negotiation
Understanding of Federal Acquisition Regulations (FARs)
Ability to prepare budgets, budget justifications, and proposal outlines
Strong communication skills for interaction with faculty, staff, and external agencies
Demonstrated expertise in public and business administration, fiscal management, and problem-solving

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. For more information, go to .

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to .

Employment Eligibility Verification

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. For more information, go to .

Conflict of Interest

This position is a 'designated position' in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to .

Security & Fire Safety

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), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: and .

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, . The CSU Salary Schedule is located on the following site: . The classification salary range for this position according to the respective skill level is minimum $5,022 and maximum $9,083 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.

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 . For more information, go to Employment Notices.

EEO

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit 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 veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.

Advertised: February 16, 2024 (9:00 AM) Pacific Daylight Time

Applications close: March 21, 2024 (11:55 PM)

To apply, visit

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About Cal Poly Pomona

Cal Poly Pomona consistently ranks among the best universities in the country when it comes to quality education, affordability and career prospects for graduates. As an inclusive polytechnic university, we cultivate success through experiential learning, discovery and innovation. U.S News noted Cal Poly Pomona was eighth most diverse among regional universities in the West and tenth most diverse in the nation. 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.

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