Job Listings

Sponsored Programs Specialist (Pre and Post Award)

California State University, East Bay
Job Location:
Sponsored Programs, Grants, and Contracts

Job No: 535136

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 $4,500.00 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

Under the general direction of the Office of Research and Sponsored Programs' (ORSP) Director of Grant Administration, the Sponsored Programs Specialist is responsible for supporting proposal development and grant award management including compliance that nurtures institutional systems to expand the University's capacity to attract external funding for the advancement of its mission and strategic commitments.

Additionally, this position will partner with University Advancement personnel and other internal stakeholders to identify opportunities and contribute to developing non-governmental/private foundation grant proposals, support adapting narratives for gift seeking, and other forms of philanthropic engagement to enhance Research, Scholarship and Creative Activities (RSCA), student training, and outreach projects.

As part of the ORSP team that interfaces with the Advancement team, the Sponsored Programs Specialist assists the AVP of ORSP and Principal Investigators (PIs) with identifying grant opportunities that align with internal resources, expertise, and priorities. The role also assists faculty with the timely submission of proposals to external entities including non-governmental/private foundations and responds to queries from all sponsors including private sponsors by collaborating with the University Advancement team.


Pre-award Functions:

  • Review and provide clarification on funder's guidelines to the PIs. This also includes attending occasional webinars and other information sessions organized by the funders.
  • For non-governmental/private foundation grants, assess whether a given opportunity is a gift or a grant by using the internal checklist in collaboration with the ORSP team and determine whether ORSP or Advancement is the primary campus unit to handle the pre- and post-award duties.
  • Assist PIs with the development of budget, budget narratives, and other components that are the responsibility of the ORSP for all assigned grants.
  • Serve as a liaison between ORSP and University Advancement to help the university leverage private donors or foundation opportunities to enhance Research, Scholarship, and Creative Activities (RSCA) through extramural grant seeking. 
  • Collaborate with assigned University Advancement personnel to prepare responses to private and foundation opportunities, contribute to development and submission of required paperwork, grant proposals, narratives for gift seeking, and other forms of philanthropic engagement to enhance RSCA, student training, and outreach.

Post-award Functions:

  • Award Transition
    • Help Transition Awards from Pre- to Post.
    • Maintains compliance, carries out pre- to post-award transitions in collaboration with ORSP colleagues.
  • Award Administration
    • Administer assigned new grant awards and the initial set-up and launch of funded projects.
  • 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 ensuring 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, and close out procedures (both internal and sponsor requirements).
  • Manage initial and ongoing training for faculty investigators and grant-funded staff.


  • 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.
  • 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.
  • 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.

Minimum Qualifications

  • 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.
  • Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.

Required Qualifications

  • Some knowledge and understanding of pre- and post-award requirements, government operations, and principles applicable to contracts and grants, including the Cal State East Bay Foundation or similar auxiliary, CSU requirements, and processes.
  • Excellent verbal and written communication skills.
  • Highly developed critical thinking and analytical skills.
  • Excellent interpersonal skills to develop and maintain cooperative and productive working relationships.
  • Comfortable with the extensive use of a variety of technologies including, but not limited to: Microsoft Office suite, Excel, Google, and other applicable software packages. Familiarity with commonly utilized grants office software preferred.
  • Anticipate, plan and organize the work of teams collaborating on grant proposals and to foresee any issues.
  • Prioritize tasks, work independently, maintain confidentiality, and take the initiative to improve upon current operations, including written procedures, processes, forms, and web page presence.
  • Ability to represent the university and partnership well in internal and external interactions.
  • Must be detail-oriented and can proof written materials that will be distributed among campus constituencies.
  • Work in a fast-paced environment and handle multiple deadlines and tasks with diplomacy.
  • Ability to solve problems without direct guidance or direction.
  • Develop and analyze complex multi-year proposals, including all parts.
  • Ability to supervise individuals.
  • Knowledge/ability to apply OMB circulars, Federal Regulations, e.g. 2-CFR-200, CSU Executive Orders, Foundation policies/procedures, and other relevant regulations. 

Preferred Skills and Knowledge

  • Experience and knowledge of higher education, development practices, and the development of grant budgets.
  • At least one or more years of experience in grants/contracts development or in accounting or payroll at a university or other similar non-profit organization.
  • At least one year of experience with proposal development and writing or similar, and some knowledge with the public and private grant-making agencies and organizations.

Physical Requirements:

  • Must be able to lift 10 lbs.
  • Must be able to sit for extended periods of time.
  • Visual acuity associated with concentrated computer use.

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

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.

Other Information

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.

Mandated Reporter

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.

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