Classification: Administrative Analyst/Specialist - Exempt II
Department Name: Sponsored Programs Office
Job Number: MB2019-PD2481
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7,000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB’s sustainability initiative is to be carbon neutral.
Under the general direction of the Director of Sponsored Programs, the Sponsored Programs Officer is responsible for: promoting faculty research, scholarship, and creative activity as well as other externally-funded campus initiatives; assisting with proposal development and submission; and, contributing to grant award management for all government and private agency grants and contracts to the University and the University Corporation.
ESSENTIALDUTIESANDRESPONSIBILITIES include, but are not limited to, the following:
Promote Faculty Research, Scholarship, Creative Activity, and Other Institutional Initiatives: Establish and cultivate relationships with faculty, staff, and other key campus stakeholders to stay informed of current programmatic activities, research, scholarly and/or creative interests, and upcoming initiatives. Proactively identify, monitor, and match relevant funding opportunities to faculty/staff using subscription databases (e.g., Pivot, Grant Forward, AASCU Grants Resource Center, etc.) as well as internally-developed search tools. Guide faculty and staff who are developing ideas/concepts for external funding, which may involve working with University departments to develop inter-relationships as well as connecting faculty/staff with appropriate external partners (e.g. organizations, businesses, other faculty, colleagues, students and staff). Identify and disseminate information regarding relevant on- and off-campus resources for professional development and grantsmanship to faculty and staff. Communicate, in collaboration with the Principal Investigator(s) (PIs), about upcoming proposals with sponsor agency representatives. Craft funding plans for PIs and campus priorities to ensure faculty/staff access all potential revenue sources.
Proposal Development, Preparation and Submission: Assist PIs with the interpretation and application of funding guidelines. Develop detailed budgets and budget narratives and administrative sections of proposal documents. Provide comprehensive editorial review and maintain institutional resource template materials, Facilitate campus review and approvals, providing training and education on the e-routing system as well as guidance on institutional policies and procedures (e.g., cost sharing, F&A rates, additional employment, and compliance). Promote collaborative proposals with other departments across campus and/or partners as appropriate.
Award Negotiation, Acceptance, Establishment and Management: Process award agreements, continuations, supplements and amendments. Review, analyze and negotiate award terms and conditions in keeping with University and University Corporation requirements, applicable sponsor guidelines, and laws and regulations. Provide guidance on sponsor/institutional policies and procedures. Prepare, negotiate and issue subcontracts/subawards. Work with faculty and staff to identify and resolve compliance issues and reporting requirements. Manage relationships with external sponsors and campus clients throughout the award cycle. Follow up promptly with entities to ensure timely processing of requests. Complete award set-up process by providing information to University Corporation (post-award) staff and holding a “New Project Orientation” meeting with PIs and other appropriate pre- and post-award staff members. Liaise with Project, Corporation and University staff on post-award administration activities (e.g., staff hires, budgets, sub-awards, subcontracts, etc.). Ensure extensions and amendments (including budgets revisions) are developed and properly approved. Complete programmatic closeout to ensure all deliverables are completed and internal data gathered. Assist with internal and external audits as required.
Budget Preparation and Modifications/Revisions: Evaluate each aspect of the proposal budget to ensure that it meets sponsor and university guidelines and regulations; and ensure that the budget matches the project narrative/scope of work proposed. Creation of detailed budgets could include: verification of wages, current and projected, computation of proposed level of effort, estimation of fringe benefits, subcontracting, determination of applicability of budgeted items under the specific program, and application of appropriate indirect cost rates. Develop and edit budget narratives/justifications to sponsor and internal guidelines. Determine the effect of cost sharing, additional space, reduced indirect cost rate, and subcontracting. Upon award notification, coordinate with PI to review and modify budgets as needed for award acceptance and project set-up. Revise award budgets in coordination with post-award staff and PI, as required by sponsor.
Internal/Administrative Review: Work with PIs to ensure the accuracy of information for internal electronic routing/approval. Secure additional campus approvals as needed (i.e. housing, IRB, technology, RCR, COI, IACUC, etc.). Interpret sponsor guidance and provide direction to PIs to ensure compliance to CSU, University, Corporation, and sponsor policies and procedures.
Submission/Resubmission: Enter/upload proposals into numerous different local, state and federal electronic systems. Edit proposal as allowable and appropriate. Follow sponsor guidelines, upload proposal components (e.g., budgets, narrative, and complete sponsor assurances and forms) as required. Submit completed proposal application packages to Director for final submission to external funding agencies/entities. If a resubmission, assist applicants to address reviewer comments, revise proposal and budget and re-submit grant/contract proposals as necessary.
Reporting Systems: Enter appropriate information into the grants information management system – Kuali-Coeus. Create and run reports to monitor grant information and requirements such as tracking deliverables and other obligations. Provide data to Director as requested. Ensure grant files are complete and current for internal and external audit purposes.
Cross-train colleagues to ensure adequate backup and provide support for faculty and staff working on proposals, awards and other related project needs;
Create and/or update policies & procedures as necessary;
Arrange, participate and/or conduct training activities internally and externally;
Serve on University/Corporation committees as requested/approved;
Represent CSUMB and participate in external events, task forces, system-wide planning/coordination and special projects as directed;
Perform other job-related duties and special projects as assigned.
General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through 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.
Special Conditions of Employment:
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with CSUMB. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
This position has been designated as a sensitive position with: control over campus business processes, either through functional roles or system security access and access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards
This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
Occasional evenings and/or weekend work may be required.
Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.
Compensation and Benefits:
The anticipated hiring salary is the low $5,000/s per month. For salary range info see: CSU Salary Schedule. CSUMB offers an attractive employee benefits package, CSU Benefits R09. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.
How to Apply:
A completed online application and resume must be received by University Personnel by the priority screen date listed above to be guaranteed a review. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned. CSUMB will not fax application materials. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map) or our Student Service Center – first floor (map). Please check the links provided for the respective hours and location of each site. For additional campus information visit CSUMB.edu.
CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.
All employees must be eligible for employment in the U.S.
Quick Link for Job Posting: 4682
Internal Number: 4682
About California State University, Monterey Bay
California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is ...located on Monterey Bay, 100 miles south of San Francisco.
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