Grant Administration and Compliance Specialist
Job No: 535515
Work Type: Staff
Location: East Bay
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time
Salary and Benefits
PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,170.00 per month to $5,500.00 per month.
Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.
For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.
This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval.
Administrative Analyst/Specialist - Exempt I
About Cal State East Bay
Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.
About the Position
The Grant Administration and Compliance Specialist is responsible for Grant Administration and Compliance-related Services within the Office of Research and Sponsored Programs (ORSP). This position will communicate and interact with a diverse population of students, employees, and community constituents, and serve as a primary contact for compliance and post-award inquiries.
- Using judgment and discretion that is reflective of one with professional grant administration knowledge, complete all documentation and requirements to transition funded proposals into awards, which may include (among other tasks): budget revisions, contract negotiation, subaward agreement setup, interface with IRB/IACUC/Biohazard committees and/or other campus units, database updates, and chartfield set up.
- Provide guidance to and facilitate transactions for investigators for hiring staff and students, paying faculty, ordering supplies and/or equipment, processing reimbursements related to travel or miscellaneous expenses, and ensure that that initial fiscal, human resource and procurement transactions follow Federal, State, CSU, and campus policies, as well as sponsor guidelines and award terms and conditions.
- Participate in the coordination of all other post-award activities for ORSP, including but not limited to: award spend-down and projections, maintenance of ORSP master list of current grants, processing no cost extensions, close out procedures (both internal and sponsor requirements).
- Ensure day-to-day processing of compliance-related documents and requirements are completed for pre and post-award operations.
- In cooperation with the pre and post award teams, verify that compliance-related regulatory requirements are met with regard to cost share, effort reporting and sub recipient monitoring.
- Maintain tracking of compliance-related documentation to determine due dates and fulfillment of semi-annual reporting and certification requirements.
- Remain informed about changes to laws and policies governing research and sponsored program administration and work with other ORSP staff to ensure that Cal State East Bay policies and procedures are followed.
- Participate in the development, alteration, implementation, and evaluation of ORSP's policies and procedures. Help create new processes for the organization and maintain current procedures by ensuring that they meet all new guidelines or laws as added.
- Serve as a resource or mentor for PIs, project staff, and staff within ORSP for grant administrative and compliance issues, and serve as a key contact for post-award grant administration questions and inquiries.
- In support of PIs' research, analyze and address grant issues using reasoning and the interpretation of principles and guidelines to develop and recommend alternatives and best next steps. Help generate shared understanding in the campus community about issues pertaining to adherence with the complexities of post-award administrative requirements, via workshops and resources posted on the ORSP website.
- Provide project leadership within ORSP in various capacities.
- Contribute to the completion of broader and more complex organizational projects and goals by meeting regularly with ORSP Leadership.
- Stay current with evolving agency guidelines and programs, and enhance the University's grant administration capacity over time by developing and delivering trainings and serving as a mentor/resource for PIs and grant-funded staff.
- A 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.
- General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.
Preferred Skills and Knowledge
- Thorough knowledge of and ability to apply pre- and post-award processes, practices, and explicit requirements to contracts and grants (including those of governmental entities, funders, the Cal State East Bay Foundation, the CSU System and auditors).
- Excellent verbal, written communications and analytical skills.
- Advanced knowledge of and ability to use a variety of technologies including, but not limited to: Microsoft Office suite, Excel, Adobe. and other applicable software packages.
- Excellent interpersonal skills to develop and maintain cooperative and productive working relationships.
- Ability to work in a fast-paced environment and to anticipate, plan and organize work projects including handling multiple post-award management deadlines.
- Ability to prioritize tasks, to work independently, to maintain confidentiality and to take initiative to improve upon current operations, including written procedures, processes, forms and web page present.
- Ability to represent the university and partnership well in internal and external interactions.
- Must be detail-oriented and have the ability to proof written materials that will be distributed among campus constituencies.
- Maintain a consistent and reliable work schedule in order to ensure the timely review of transactions and to ensure that deadlines are met.
- Ability to solve problems without direct guidance or direction and a working knowledge of standard budgeting and accounting practices and fiscal analysis techniques.
- At least two (2) years of experience in the applicable administrative and/or program field, including experience with budgets, accounting and financial systems. Foundational knowledge of public administration principles, practices and methods.
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.
As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.
All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website here.
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, the Cal State East Bay Annual Campus Security Report is available here.
Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.
The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.