Grants Specialist
UC San Francisco (UCSF) · San Francisco, California, United States
Job Function Summary:
Involves providing analytical, financial and training activities in support of contract and grant proposal development, grant-writing, funding, administration, and budget development. Activities may include pre-award proposal initiatives, management of funds post-award, and closeout activities for federal, state, local and private sponsors. Involves activities associated with analyzing research funding trends and sources, forecasting, planning, and managing of research portfolios by performing some or all of the following: coordinating and identifying and developing and / or presenting proposals, contracts and other agreements; reviewing proposals to ensure institutional compliance and program success; negotiating, administering and monitoring contract and grant awards, including compliance with regulations, terms and conditions; financial management and reporting; and sub award / subcontract issuance and administration.
Custom Scope (customizable, will be used in the job posting/advertisement):
Uses skills as a seasoned, experienced research administrator to independently develop and / or oversee research proposals, awards, and / or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional research sponsor policies. Works on proposals and awards of diverse scope where analysis of data requires thorough understanding of complex regulations. Completes and approves transactions for signature by manager or other authorized institutional official. Works on complex proposals and awards that may involve multiple investigators and / or multiple sub awards. Guides less experienced staff. Central Role (CR): Is eligible for delegated signature authority (may vary by campus). Department Role (DR): Typically works on complex proposals such as grants / contracts which require task budgets, option years, multiple investigators and multiple sub awards.
Department Overview(please write a brief description of your department/unit that you would like to be included in the job posting/advertisement)
The Office of Sponsored Research is an advocate for all researchers at UCSF and provides them with comprehensive pre-award services. The OSR, a $23M operation, is comprised of eleven shared service teams, including 151 Proposal and Grants Officers/Specialist/Associates, Contract and Award Officers/Specialist/Associates, and Team Managers supporting 2000+ faculty, and is responsible for all pre-award grant activity for the campus.
DUTIES & ESSENTIAL JOB FUNCTIONS
Identify the functions or tasks that employees in the job perform. The essential functions should state the purpose of the work and the results to be accomplished, rather than how the function is performed. Of the tasks listed, what percentage of time is devoted to each? The more time employees spend on a function, the more likely it is that the function is essential. Generally, include those functions that account for 10% or more of the work, i.e., key items that contribute significantly to the achievement of the job. The functions should add up to 100%.
%
of time
Essential Function (Yes/No)
Key Responsibilities
(To be completed by Supervisor)
15
YesCoordinates proposal submissions for approximately 80-100 proposals per year of varying volume and sponsor requirements. Direct and manage the proposal preparation process for a timely and compliant submission. Develop timelines and coordinate work assignments with faculty, department staff, and Office of Sponsored Research, as needed. Provide thorough review, oversight, and expert guidance throughout proposal submission process. Manage and monitor the actual submission, whether hardcopy or electronic. Troubleshoot errors and technical difficulties during electronic proposal submissions.5
YesDevelop professional relationships with sponsor representatives, serving as institutional liaison when clarification is needed on application instructions and providing information as appropriate. All written correspondence with the sponsor is facilitated and reviewed by the RA3, throughout the life of the award. When the PI chooses to communicate with a sponsor’s program official, this communication is shared with the RA3 for the institutional file. The institutional file is UCSF’s auditable file. Communication with administrative counterparts at the sponsor is done either directly with the RA3 or facilitated, reviewed, documented, and signed by the RA3.5
YesPreviews and approves submission of pre-award update information requested by sponsor representatives before issue of awards and submission. Obtain relevant application instructions; interpret and/or clarify with the sponsor as needed.5
YesProvides support to assigned PIs and understand their research portfolio. Ensures that faculty and departmental administrators have access to resources to identify funding sources and to successfully prepare their portions of the proposal. Join PI, post award analyst and department or division administrators in periodic meetings to review expenditure trends, answer questions, and discuss future plans for the PI’s portfolio. Meets regularly with department administrators to stay informed on departmental issues which might impact the faculty’s portfolio. Inform and/or discuss issues with Department Manager or Division Administrator, which can impact their departmental operations, such as effort waivers, cost-sharing, proposed new or renovated space. Reminds PI of submission dates for continuations, progress reports and renewal funding. 10
YesProvides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department administrators. Apply contracts and grants concepts to provide guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department administrators. Partner with PIs and proactively manage the proposal process. Provide frequent and timely reminders/reports to PIs of upcoming proposal submission deadlines. Advise PIs regarding proposal content, organizational strategies, and grantsmanship issues. Educate PIs and departmental administrators regarding terms and conditions in proposals that could be problematic if awarded. Educate PIs regarding compliance document requirements and ensure proposals have appropriate documentation. Explain compliance-related documents and PI responsibilities to the PI and Department Manager/department staff as needed. In partnership with Department, follow up to milestone reporting notifications from CGA, remind PI of continuations progress reports, and renewal funding. Inform and discuss issues with Department Manager or Division Administrative which can impact their departmental operations, such as effort waivers, cost-sharing, proposed new or renovated space.10
YesOrganizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments, and privately funded projects for faculty research programs. Prepares complex proposal budgets and support documents that are required by proposal guidelines. Prepares appropriate budgets in partnership with the PI, ensuring that budgeted costs are adequate, allowable, allocable, consistent and reasonable as related to the sponsor’s specifications and the needs of the department and the project. Guide PIs in writing budget justifications. Provide templates and review drafts to ensure accuracy and completeness. Provide or write compliance-related language as needed. Develop revised budgets as required by sponsors when they make budget cuts or provide additional funding. Advise PIs of implications of reducing budget versus work scope.5
YesDetermine and document appropriate F&A (Facilities and Administration) base code and rate, project purpose, fringe benefit rates, and tuition for the project period, and es