Division of Academic Affairs
Administrative Analyst/Specialist - Exempt II
RESPONSIBILITIES & DUTIES:
Provides high quality customer service to internal and external stakeholders in the University's sponsored programs enterprise performing administrative and technical duties to support grants and contracts. Collaborates with new and current program managers, faculty, administrators, support staff, and PIs to ensure efficient proposal submission and post-award administration. Works with PIs throughout proposal development to provide analysis for program solicitations and, with PI input, creates proposal budgets, narrative components, and timelines for development, routing, submission, and milestone deadlines. Provides support in preparing and processing letters of support and correspondence, researching background data and materials. Reviews proposals for compliance with CSU Executive Order 890, federal Uniform Guidance (2 CFR 200), CSU Channel Islands Policy on Cost Allocation, Cost Recovery, & Cost Sharing, and sponsor regulations/policy. Oversees proposal administrative review process for campus-wide review and approval for proposals prior to submission. Serves as the primary contact for pre-award contract administration, contract language development, and contract negotiations and execution. Manages interdepartmental review and approval of programmatic and budgetary information throughout the pre-award development process, and reports questions and concerns regarding institutional commitments and policy exceptions to the Director and other stakeholders as necessary. Serves as a campus designee for the authorization, certification, and electronic submission of grant and contract proposals. Performs highly specialized and complex administrative activities to support grant submissions to external sponsors.
Reviews award instrument terms and conditions for transition from pre-award to post-award. Routes for applicable review and convenes PI meetings prior to award setup. Generates PI Checklist to translate and convey terms and conditions to pos-award personnel and PIs. Interacts with external partners and sponsor representatives as necessary to clarify award terms and conditions. Revises budgets as needed when award amount differs from proposed budget.
Provides post-award project support by managing subaward development and issuance including drafting agreements, performing risk assessments, and distributing amendments as needed. Oversees and regularly updates departmental database for all proposal and award records. Maintains compliance for applicable proposals and awards regarding financial conflict of interest and responsible conduct of research. Provides additional post-award duties related to budget revisions, negotiating amendments, communicating with sponsors and project partners, requesting no cost extensions, maintaining department level documentation for audit purposes, and other post-award responsibilities as needed.
Maintains close and ongoing communication with Division of Business and Financial Affairs regarding proposal administrative reviews, garnering questions related to outgoing proposals, establishing awards, garnering signatures, reviewing contracts, updating post-award activity. Collaborates with CI Foundation on projects that require applicants to have 501(c)3 status. Presents at RSP workshops for campus community. Assists with the preparation of federal, state, campus, and CSU reports. Maintains and updates RSP templates, forms, and website. Performs other related duties as assigned.
REQUIREMENTS OF POSITION:
Bachelor’s degree or equivalent work experience in a higher education grants and contracts environment. A minimum of five years of increasingly high-level responsibility in an administrative support capacity.
Must possess experience in a higher education environment and be familiar with database management. Must have excellent organizational skills and the ability to independently handle multiple tasks while meeting tight deadlines. Thorough knowledge of generally accepted accounting principles, financial reporting, record keeping, pre- and post-award grants and contract analysis. PeopleSoft experience in an educational environment is strongly preferred. Demonstrated ability to use desktop and administrative computer applications; excellent skills in budgeting and using spreadsheets; proficiency in MS Office, online research techniques and mathematics; analytical ability, sound judgment and reasoning, policy interpretation; excellent verbal and written communication skills (including formal presentations); ability to work independently, cooperatively, efficiently. Previous experience with externally sponsored programs in a higher education, state entity, or non-profit environment is preferred. Knowledge of state and federal funding agencies and regulations is also preferred.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Hiring Range: $5,535 - $6,089 per month
