Position Overview: Under the supervision of the Finance and Accounting Director, review budget proposals to ensure budgets are correct and sufficiently detailed regarding direct and indirect costs; award documents and agreements for account set up; related budget with proposal. Develop and maintain a good working relationship with sponsoring agencies and Principal Investigators (PIs). Provide post award administrative support, including expenditure approval, accounting detail, project reporting, project billing and collection, maintain account reconciliation, and ensure proper closeout of grant funds.
Reports to: Finance and Accounting Director
Essential Job Functions: - Partner with and act as final point of contact with departmental faculty and/or budgetary staff and the Office of Research Administration (ORSCA Divisional Office) toward the planning and development of application submissions to various federal offices, private agencies/foundations and commercial companies.
- Understand and utilize institutional policies for pre-award grant process and sponsor guidelines.
- Review all sponsored project proposals for assigned faculty prior to them being forwarded to the Grants & Contracts Manager and ORSCA for signature. Review involves accuracy, content, adherence to all relevant guidelines.
- Responsible for the timely preparation of proposal budget for Principal Investigator review.
- Provide instruction, preparation assistance and support related to grant application procedures.
- Serve as liaison between research units, central offices and funding agencies.
- Review budgets and related justification for appropriateness and completeness of content. Provide groundwork for subcontract negotiations.
- Ensure compliance in all other areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.
- Manage all assigned grant submissions to ensure timeliness and accuracy.
- Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators on financial status of grants, contracts, and discretionary accounts. Also provide relevant updates and reports to departmental leadership, as needed.
- Will also provide direction and assistance to analysts with details related to sub-awards from other institutions on their federal pass-through grants.
- Manage related post-award processes, including award setup, review, account setup verification, and ensuring that staff is setup appropriately.
- Ensure that post-award responsibilities are completed, including budget distribution, account reconciliation, e-form setup, effort reporting, cost transfers, paying invoices and paperwork finalization related to subcontract setup.
- Oversee and direct all aspects of complex award management activities and provide oversight to other employees, including monitoring and managing accounts, audits, evaluations, and reporting.
- Provide information and direct assistance required to complete contract and grant closeouts, as needed. Ensure that all closeouts handled by other members of the grants & contracts team have been handled appropriately.
- Assist with fiscal close efforts with Corporate Financial Services and campus departments.
- Work with Audit and Advisory Services during external audits (entrance/exit meetings, document provision, action plans).
- Provide support for annual financial statement audits, single audit, sub-award audit confirmations, and sub-recipient monitoring.
- Monitor effort report certification rates for compliance.
- Other duties as assigned
Requirements: - Bachelor's degree or equivalent in Accounting, Finance, Business Administration, Public Administration or a closely related field.
- 5+ years of experience independently developing research proposals/awards related to contract and grant management
- This position works independently on a variety of complex level grants/contracts, including those from NIH, NSF, DOD and NASA.
Desired Qualification: - Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment
- Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
- Demonstrated knowledge of effective grant funding processes, procedures and techniques
- Maintains current knowledge of compliance regulations in all areas of research administration.
- Ability to perform complex financial analysis and customized reporting
- Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles
The incumbent must demonstrate an interest or ability in working in a multicultural/multiethnic environment. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the UAS. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current UAS employees who apply for the position.
Review of applications/resumes will begin September 1, 2025 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications/resumes are received. A cover letter and resume are required.
UAS hires only those individuals lawfully authorized to work in the United States. Americans with Disabilities (ADA) requested accommodations should be made in advance to the UAS Human Resources Department.
Cal State LA University Auxiliary Services, Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.
