Grant Administration Specialist (Temporary)

at  California State University

Job no: 539978
Work type: Staff
Location: East Bay
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Temporary, Full Time

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.

PREFERRED SKILLS AND KNOWLEDGE

• Thorough knowledge of and ability to apply major grant processes, practices, and explicit requirements to contracts and grants.
• Excellent verbal, written communications and analytical skills.
• Excellent interpersonal skills to develop and maintain cooperative and productive working relationships.
• Advanced knowledge of and ability to use a variety of technologies including, but not limited to: Microsoft Office Suite, Google Sheets, Power Point, Gmail/Outlook, Google calendars and various web browsers.
• Ability to anticipate, plan and organize work projects including handling multiple sub-awardees and project deadlines.
• Ability to prioritize tasks, to work independently, to maintain confidentiality and to take initiative to improve upon current operations, including written procedures, processes, and forms.
• Ability to represent the grant’s leadership well in internal and external interactions.
• Must be detail-oriented and have the ability to proof written materials that will be distributed among campus and community constituencies.
• Maintain a consistent and reliable work schedule (on campus primarily) to ensure the timely review of transactions and ensure that deadlines are met.
• Ability to solve problems without direct guidance or direction and a working knowledge of standard budgeting and accounting practices and fiscal analysis techniques.
• At least two (2) years of experience in the applicable administrative and/or program field, including experience with budgets, accounting and financial systems.
• Foundational knowledge of public administration principles, practices and methods.
• Experiences with or exposure to general ledger account reconciliations.

Grant Administration

• Interface with the Office of Research and Sponsored Programs and the Administrative Lead, using judgment and discretion that is reflective of one with professional grant administration knowledge to propose budget revisions, subaward agreement revisions, interface grant-funded campus units, setup and update databases.
• As part of the grant leadership team post-award duties will include setting up the technical aspects of sub-award contracts, which includes federal compliance with sub-recipient requirements, obtaining/updating scope of work, revising/updating subaward budgets, and revising/updating subaward budget justifications. Daily, the incumbent will monitor sub-awardees’ compliance with scope of work, submission of data, submission of invoices, and participation in the grant.
• Create several databases for project management and data collection, as Cal State East Bay is responsible for all activities in Contra Costa and Alameda Counties related to this grant. This requires obtaining data from Institutional Research Offices at Cal State East Bay, two community colleges, several K12 districts, and community partners, then integrating the data into a single database in compliance with the work plan submitted by the Co-PI. The incumbent will run descriptive analyses as part of the Cal State East Bay assessment team, then submit these analyses to the Administrative Lead, Co-PI, and the Fiscal Lead.
• In support of program sustainability, the Grant Administrative Specialist will ensure that pre-award grant writing teams comply with pre-award federal and state regulations, which includes grant-related policies for indirect costs, contracting, subcontracting, staff/student/faculty salaries, as well as Office of Research and Sponsored Program’s pre-award policies and deadlines.
• Pay faculty, process interdepartmental fund transfers, invoice sub-awardees, collect invoices from sub-awardees, submit invoices to the Office of Research and Sponsored Programs, order supplies, and process reimbursements related to travel or miscellaneous expenses.
• Ensure that fiscal, human resources and procurement transactions follow Federal, State, CSU, and campus policies, as well as sponsor guidelines and award terms and conditions.
• Provide grant administration technical assistance to K16 Collaborative Grant sub-awardees at the community colleges, public K12 school districts, and grant-awarded Cal State East Bay participants.
• Request and collect monthly, quarterly, and semi-annual program and fiscal reports from sub-awardees and Cal State East Bay grant-funded faculty, ensuring compliance with Federal, State, CSU, and campus policies, and sponsor guidelines and award terms and conditions.
• Submit monthly, quarterly, and semi-annual program and fiscal reports to the Office of Research and Sponsored Programs, the Fiscal Lead, and the Co-PI (the Dean).
• Contribute to the completion of broader and more complex organizational projects and goals by meeting regularly with the Administrative Lead and the Dean.
• Stay current with evolving sponsor guidelines, and support the Dean and Administrative lead in achieving program sustainability.

Grant Business Processing

• Process purchase requests, including vendor data records and purchase orders, for the Administrative Lead, Cal State East Bay grant-funded faculty, and the Dean.
• While maintaining up-to-date travel policies and procedures, provide assistance to the Administrative Lead, Dean, and Cal State East Bay grant-funded faculty with local, statewide, and national travel.
• Maintain a General Ledger of all faculty payments, interdepartmental fund transfers, payroll records, and operating expenses.