Contracts & Grants Analyst

Payroll Title: RSCH ADM 3

Job Code: 6206

Job Open Date: 4/20/22

Application Review Begins: Open Until Filled

Department Code-Name: PHYS - Physics Department

Percentage of Time: 100%

Collective Bargaining Unit (CBU): 99 Non-Represented

Grade Type/Grade: PSS / 21

FLSA Exemption Status: Exempt

Work Location: Broida Hall 3411 - Hybrid Schedule Possible

Pay Rate/Range: $57,000 - $77,000/yr. Commensurate with experience and internal equity.

Days/Hours: Mon-Fri; 8:00 am - 5:00 pm

Benefits Eligibility: Full Benefits

Eligible for Remote Work: Yes

Type of Remote Work Arrangement: Hybrid (Both UC & Non-UC locations)

The Physics Department is widely regarded as one of the premier physics departments in the world. UCSB's Physics faculty include two Nobel Laureates, 16 memberships of the National Academies, and a host of award winning faculty. UCSB's relatively small Physics Department is now ranked among the top 10 graduate programs in the Nation. The complexity of the Department is represented by the provision of a broad set of support services: administrative, student affairs, extramural grant administration, staff support for instructional lecture and laboratory courses, outreach activities, computing services, a machine shop that supports student and faculty research, and a storeroom and purchasing staff that serve many campus departments. To learn more about our department, visit: www.physics.ucsb.edu.

Under the direction of the Extramural Manager, is responsible for pre- through post-award administration of a shared workload for contracts and grants and research gift funds made to the department of Physics and the ITST Center. Independently responsible for approximately half of Physics awards, currently 205 projects totaling over $96 million administered annually. Between 130-150 proposals are submitted annually to over 30 different funding agencies and private industry. Duties include: proposal preparation and budgets, analysis of award terms and conditions, University and Agency form preparation for all new, continuing, supplemental awards and renewed contracts, coordination of proposal submission and managing deadlines; prepare detailed reports and projections, keeping abreast of newly implemented policies and procedures related to C & G administration and personnel, ensuring compliance and audit-ability. Work regularly and independently on complex proposals and awards involving multiple investigators and sub-awards. Comprehensive knowledge of policy and regulations as related to contract and grant administration. Maintain current knowledge of UC Accounting, Travel, Graduate Division, Purchasing/Business Services policies as related to expenses on various types of award funding; Environmental Health & Safety policies and procedures; On-line purchasing, and departmental accounting systems; in-depth knowledge of cost accounting and control standards. Ensures integrity of information across various campus and department databases (e.g., GUS, Data Warehouse; Orbit, Gateway, Kronos, Espresso, Online General Ledger). Analyzes, interprets and implements new and frequently changing campus and federal policies and procedures. Provides administrative and back-up support to the Extramural Manager and other staff in the financial unit as needed.

Bachelor's degree or equivalent training and/or experience.

1-3 years experience independently developing research proposals/awards related to contract and grant management.

1-3 years experience preparing complex proposal budgets and support documents as required by proposal guidelines.

1-3 years experience with pre- and post-award administration.

Strong analytical, critical thinking and organization skills.

Ability to work proactively and effectively under pressure of deadlines.

1-3 years experience working collaboratively as part of a team.

Must be able to understand, interpret, apply and effectively communicate policy and regulation.

Ability to perform complex financial analysis and customized reporting utilizing spreadsheets and database software.

In-depth knowledge of federal, UC and agency specific policies and procedures regarding contract and grant administration including OMB Uniformed Guidance Regulations.

• Satisfactory conviction history background check.

• Able to work various hours on occasion to accommodate deadlines associated with proposal submission.

• UCSB is a Tobacco-Free environment.

For full consideration, please include a resume and a cover letter as part of your application.

Contract and Grant Administration (pre-award) (50%)

Independently responsible for all aspects of proposal preparation and submission to multiple federal, state, university and private funding agencies, ensuring that all proposals meet agency and UC guidelines prior to submission. Serves as liaison between the Office of Research, campus research departments, other campuses and institutions and various private, state and federal granting agencies for the P.I.s. throughout the proposal life-cycle. Prepares detailed budgets, consulting as necessary with Sponsored Projects Office (SPO) to ensure budgets are financially sound and compliant with UC and Funding agency policies, requirements and restrictions. Advises P.I.s on non-technical issues addressed in proposals, drafting and uploading non-technical portions as needed. Completes all necessary University and agency forms and application packages for new, supplemental, and renewal proposals. Determines appropriate proposal format submission logistics and procedures for proposals with multiple P.I.s, collaborators and subcontracts. Coordinates the acceptance, compliance, audit-ability and reporting requirements with the subcontractor and Office of Research. Responsible for submitting approval requests to EH&S. Schedules preparation and submission time lines to insure the Office of Research and agency deadlines are met. Initiates status checks on pending proposals and continuation, renewal and new awards. Independently tracks proposal status and initiates status checks on pending proposals. Prepares and coordinates response for all post-submission requests, including revised budget, proposal file update, etc. keeps Extramural Manager informed of deadlines and any conflicts or issues that may arise. Advises P.I.s on options regarding requests for advance spending (RAS) and coordinates with PI, Extramural Manager, Department Chair, Dean's Office, SPO, and Extramural Funds Accounting to prepare and submit for approval all required documentation for RAS. Implements and maintains computerized budget preparation, proposal forms and logs. Prepares and updates the P.I.s Current & Pending support for proposal, obtains all required signatures and ensures applicable approvals are in place. Utilizes and maintains current in-depth knowledge of all relevant contract and grant policies as well as applicable administrative tools including web-based funding agency submission venues, OR applications and databases (ORBIT, Fastlane, CAYUSE, Grants.gov, proposal CENTRAL, etc.) Continually evaluates, refines and adapts processes for efficiency and maintaining current standards and practices.

Contract & Grant Administration (post-award) (35%)

Interprets award terms, restrictions and conditions, identifies possible discrepancies in award notifications, conveys policy restrictions, interprets rulings and communications to P.I.s and staff. May include budgetary limitations, inclusions of sub-awards and mandatory cost share. Determines agency permission requirements and assists and advises P.I.s with special requests, often interacting with other campus departments and ORUs, OR, as well as with the funding agencies on the P.I.s behalf. Determines the involvement of collaborating institutions, prepares and submits all applicable forms and documentation to initiate appropriate agreements via Office of Research or Business Services/Procurement. Independently interacts with research grant units and agency program managers in regard to the timing of increments, expenditures and budget changes. Determines and advises P.I.s of proper procedures for renewal, continuation, and supplementary funding for various agencies. Advises PIs of policies regarding general compliance issues and assists with ensuring requirements are met. Maintains knowledge and provides guidance in regard to research involving Human or Animal protocol as appropriate. Researches and proposes solutions to problems that arise during the administration of awards, coordinating with Extramural Manager and OR as needed. Makes recommendations to P.I., and Extramural Manager regarding status and fiscal risks involved on approving pre-award costs, emergency release of funds, no cost extensions and various award spending exceptions. Assists PIs and coordinates with OR to prepare and submit requests such as re-budgeting, foreign travel, purchase of equipment, exception or extensions of award periods, change in PI, addition of sub-award. Monitors required reporting due dates per award terms and ensures PIs are notified of due dates. Reviews and analyzes project expense transaction and payroll reports (available to Principal Investigators (PI's) via online GUS web access), independently noting and investigating areas of concern. Assures that extramural accounts are reconciled with the general ledger (GLO) and Payroll ledger. Initiates actions to process necessary adjustments via TOE System, within University guidelines. Monitors expenditures, prepares cost projections and cost analysis. Prepares cost sharing reports. Coordinates award close out procedure with Extramural Accounting, Equipment Management, Office of Research and other service departments as needed. Tracks award end dates and submits closeout documentation to OR. Provides recommendations and input regarding campus policies related to research administration. Serves as liaison with the Office of Research, awarding agencies and P.I.s in all aspects of award administration, intellectual property, patents and inventions, deliverables and risk management. Prepares patent statements.

Extramural Financial Administration & Misc. Duties (15%)

Audits and releases Gateway & Flexcard purchases on extramural funds. Tracks fabrications assuring expenses are within the parameters of the contract. Maintains records of fabrications. Advises Equipment Management when fabrications are complete and total amount spent so that equipment can be tagged for inventory purposes. Has signature authority of all transactions not requiring academic signature. Acts as back-up to approve and release travel expenses, advances (domestic and foreign), disbursement Vouchers, Form 5 Reimbursements, TOE's, budget allocation changes, and check requests. Maintains the integrity of the computerized contract and grant data in the database system (GUS). Documents procedures with respect to contracts, grants, award set-up and research /academic personnel. Works closely with the Extramural Manager to establish and update system along with campus applications, i.e., ORBIT through Office of Research (OR). Utilizes the Data Warehouse and On-line General Ledger for information retrieval. Processes Expense & Fund transfers via ESPRESSO: Transfer of Expense (TOE) Transfer of Funds (TOF). Serves as a departmental expert for all matters of Research Award Administration. Provides training as needed regarding extramural fund management for staff and faculty. Acts as backup to the other Contract and Grant Analysts during their absence. Miscellaneous duties as assigned by the Chair, MSO, or Extramural Manager.

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