MAJOR RESPONSIBILITIES: Pre-award Provide direction and assistance in the development of simple to complex multi-disciplinary proposals, including recommending funding sources, reviewing and editing proposal narratives, developing budgets, assuring compliance with sponsor guidelines, and final proposal processing. Interfaces with University administrators for campus approval and submission to the sponsor. Create, develop, and analyze budgets for inclusion with proposals, which can range from $1,000 to several million dollars. Access and verify employee salary and fringe benefits information. Recommend other expenses for inclusion in budget proposals. Determine and calculate appropriate indirect costs for the proposals. Analyze fiscal implications and aspects for proposals (i.e., allowable costs, facilities use, reimbursed release time, etc.). Obtain final internal approvals for proposal submission. Submit proposals in either hardcopy or electronically (email or web applicable programs as required). Review and interpret various funding guidelines and regulations via public and private RFP's, Federal Register, FAR and DFARS announcements, and OMB circulars, including: ▪ Legal and contractual language of Federal and State Standard Agreements ▪ Industry and private foundation's funding regulations and guidelines ▪ Industry and private foundation's contracts and agreements ▪ Legally-binding contracts (cost reimbursable or fixed priced) between industry and private foundations and Cal Maritime ▪ Compliance issues involving risk management (hazardous materials) or human or animal subjects, conflict of interest or export control issues
Post award Provide award financial analysis and fiscal management for all Cal Maritime faculty. Manage the financials of a portfolio that involves multiple Principal Investigators and funding sources. Provide financial reporting and analysis of projects revenue and expenditures. Provide forecasting for short and long term financial planning. Identify problem areas, formulate alternative solutions and make recommendations for a wide variety of financial and administrative issues. Provide quality and timely monthly, annual and ad hoc proposal and award reports to the university community. Utilize California State University PeopleSoft financials system CFS (Common Financial System) and DW (Data Warehouse) to enter award information in the Sponsored Programs module, process invoices to sponsors, process cost transfers, and process internal campus fund transfers via the general ledger. Update internal campus tracking documents as needed. Utilize GAAP standards to process and review award financials and process accounting, budget, and financial documents accordingly. Create and maintains post-award files (both hard copy and electronic), and maintain files in compliance with state and federal record retention policy. Work in collaboration and consultation with Academic Affairs colleagues; the Institutional Review Board (IRB), the Institutional Animal Care and Use Committee (IACUC) and other academic and administrative offices as necessary in ensuring university compliance. Examples include (but are not limited to) export control compliance; federal responsible conduct of research policy (RCR); financial conflict of interest policy (FCOI) IRB and IACUC approval on new and continuing awards. Facilitate Intellectual Property, publication rights, and other terms and conditions of concern to the University on award documents with sponsors. Review contract terms and conditions from sponsor. Process and review all Sponsored Programs procurements for compliance with campus, and sponsored guidelines. Initiate, track, and/or process all Sponsored Programs Human Resources and Time and Labor documents.
Sponsored Programs Office Coordination Oversee day-to-day operations of the Sponsored Programs office and serve as the primary campus contact for all Sponsored Programs questions and workflow items. Manage relationships with outside entities or agencies. Serve as the primary campus contact for all California State University Chancellor's Office information requests and represent the campus at semiannual RAC (Research Administration Committee) meetings. Coordinate with various campus departments regarding Sponsored Programs documentation and make sure other departments are processing Sponsored Programs documents appropriately. Maintain currency of regulatory changes and laws that impact the development of grants and contracts. Update fringe benefits rates, indirect cost rates, and faculty salary projections in proposals as changes occur. Explain and interpret policies, procedures, regulations and formulas concerning grant proposals to campus community and outside agencies via email, telephone, fax, and face-to-face dialogue. Research, gather, compose, and update background and 'boilerplate' information as needed for incorporation into proposals. Assist with updating the Sponsored Programs website.
Training and Delivery Create and present topical workshops to faculty, department chairs, deans and program directors. Collaborate with faculty, staff, and management to develop, implement, and evaluate new and innovative outreach program initiatives to encourage campus participation in the effort to increase external funding and improve compliance.
SPECIAL REQUIREMENTS: A background check (including a criminal records check and fingerprinting) must be satisfactorily completed before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Equivalent to graduation from a four-year college or university, and four years of progressively responsible technical or administrative experience. Expertise in grants and contracts development and research administration. Thorough knowledge of policies and procedures with the ability to analyze, comprehend, interpret and apply legislative information, and legal/contractual language. Demonstrated knowledge of private and governmental funding sources and opportunities, and experience interpreting sponsor guidelines and requirements for applying for funding, and ability to communicate regulations and procedures. Ability to keep abreast of issues in higher education and research administration. Strong ability to take initiative, independently plan, organize, coordinate and prioritize work, and perform in various situations where numerous and diverse demands with time constraints and overlapping requirements are involved. Excellent organizational and time management skills, with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines. Expertise in researching and analyzing information with the ability to apply independent judgment, discretion and initiative in recommending appropriate solutions to resolve problems. Excellent computer skills with demonstrated advanced proficiency using standard office software programs, including word processing, spreadsheet, email; and ability to use the internet (i.e., websites, email, online proposal submission, document uploads, and other electronic research tools). Ability to train others on new skills and procedures. Demonstrated ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the university, with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds. Excellent written and verbal communication skills, with a high attention to detail. Must be able to communicate professionally, openly, and effectively with constituents internal and external to the campus community, with the ability to identify and understand questions and provide helpful responses for problem resolution. Demonstrated ability to analyze data and make accurate projections with the ability to compile, write, and present reports. Demonstrated ability to understand problems from a broad perspective and anticipate the impact of office administration problems and solutions on other areas. Demonstrated ability to maintain a high degree of confidentiality. Working knowledge of or the ability to quickly learn relevant regulations, including Integrated CSU Administrative Manual (ICSUAM), Cal Maritime Sponsored Programs Policies, Office of Management and Budget (OMB) circulars, Code of Federal Regulations (CFRs), Federal Acquisition Regulations (FARs), system-wide, and local policy. Demonstrated knowledge of policies and procedures relating to contracts and grants; and accounting. Ability to independently interpret, analyze, and implement appropriate policies in a given situation. Demonstrated experience utilizing financial management tools to administer awards. Demonstrated experience in budget preparation using automated spreadsheet systems. Demonstrated experience analyzing expenditures and recognizing trends in order to support budget adjustments. Ability to perform complex financial analysis and customized reporting. Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.
DESIRABLE QUALIFICATIONS: Familiarity with grants and contracts procedures including federal and state guidelines, reporting procedures, budget building, contract negotiation, contract setup, subcontracts, staffing, negotiating changes, etc. Knowledge of Federal agency guidelines (NSF, NIH, USED, NOAA, NEH, NEA, and others). Experience in a University sponsored programs or similar office. CRA, CPRA, or CFRA certification.
SALARY RANGE: $4,693 - $7,769 per month. Hiring salary anticipated to be $4,693 - $5,833.
APPLICATION PROCESS: Interested parties must submit the Cal Maritime Employment Application, a cover letter and resume. Apply on-line at http://www.csum.edu/web/hr/careers. Based upon a review of applications and accompanying documents, only those persons whose qualifications best match job requirements will be interviewed. Applicants selected for an interview will be notified of interview appointments by telephone or email.
BENEFITS: The California State University Maritime Academy offers a broad range of benefits for qualifying positions including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition fee waiver, vacation and sick leave.
ELIGIBILITY TO WORK: Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.
Equal Opportunity Employer/Minorities/Females/Veterans/Individuals with a Disability
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Located in Vallejo, California, The California Maritime Academy (Cal Maritime) is a unique and specialized campus of the 23-campus California State University (CSU) system. We are one of only seven degree-granting maritime academies in the United States ? and the only one on the West Coast.