Organizational Area: Academic Affairs: Research & Graduate Studies - Research Grants Program Office (RGPO)
Location: Oakland, CA
Posting Salary: Grade 21--$53,800 to $81,900 (Minimum to Midpoint)
Position Summary: This position is part of the Research Grants Program Office (RGPO) within Research and Graduate Studies (RGS). The RGPO consists of several grantmaking programs that are administered by the University or on behalf of the State of California.
These programs are the California Breast Cancer Research Program, the Tobacco-Related Disease Research Program, the California HIV/AIDS Research Program and the University of California Research Initiatives (UCRI). The RGPO provides central administrative units to support grant review and administration, financial and budgetary services, database management, and other core administrative needs to all of the grant programs. These services are provided by the Grants Budget, Finance and Administration Unit and the Contracts and Grants Unit.
The Contracts and Grants (C&G) Unit provides centralized administrative support for the proposal solicitation, peer review, and grant making functions commonly shared among the RGPO grantmaking research programs, for which the combined annual research awards total over $100 million per year.
Portfolio analysts in the Contracts and Grants unit are responsible for supporting the full range of activities associated with the solicitation, receipt and management of grant applications, peer review, and funding and monitoring of funded awards. Under the coordination of pre- and post-award team leads, and in collaboration with other portfolio analysts, the incumbent will ensure that the online proposal submission system is tailored to meet the application needs of a particular funding cycle, and will process the receipt and assignment of applications for review, including providing support to applicants, peer reviewers, and at the review meetings.
Analytic support includes identifying tracking proposals and reviewers, identifying potential problems, issues, or questions that arise in relation to a particular review cycle or type of award, and proposing possible solutions.
Portfolio analysts support the review process and meeting preparation; staff review committee meetings; perform administrative analysis pertaining to the pre-award process; manage and maintain information systems; and implement internal standard operating procedures. Analysts play a critical role in communicating professionally with applicants, scientific and community reviewers, and research program staff regarding the review process to ensure it is carried out effectively and in accordance with policy and best practices.
Once funding decisions are made, the portfolio analyst is also responsible for managing a portfolio of active research grants; initiating the grant funding process and associated documents, ensuring appropriate signatures at UCOP and campuses are obtained, implementing a standardized process for post-award grants management from project initiation to close out using IT tools; communicating with PIs and contracts and grants officials regarding grant terms, conditions, assurances and modifications, and providing troubleshooting support on issues management for assigned grants.
Special Conditions of Employment: Travel Travel outside of normal business hours
Other Special Conditions of Employment: Successful completion of a background check is required for appointment to this critical position.
Job Close Date:
Duty 10: Application Receipt and Processing oversight:
Under the direction of the Pre-award Team Lead, set-up the new application cycle on the web-based proposal system (e.g. proposal Central or other platform TBD). Troubleshoot access problems or other issues that might arise. Disseminate Call to appropriate recipients and potential applicants. Respond to questions about the application process.
Download all applications and organize them for the review process. Review applications for completeness and adherence to specific solicitation criteria.
Prepare queries and reports as needed; analyze data received. Function:Application Receipt and Processing Percent: 25
Duty 20: Review Process and Meetings:
Set up review committees with accurate committee specifications, place applications in committees, ensure critique templates and scoring rubrics are accurate and ready for reviewer access. Monitor reviewer responsiveness to deadlines, and alert research program staff of problems or issues that arise in the process. Ensure that all eligible and complete proposals, including community-based, community collaborative research and other multiple investigator funding opportunities, are forwarded for review in accordance with standard operating procedures and best practices.
Monitor reviewer completion of assignments to help ensure all reviewers prepare written evaluations and scores by established deadline. In preparation for the review meetings, prepare ranking list. Ensure that all scoring ballots and honorarium payment processes are tracked carefully. In collaboration with the program staff and the pre-award team lead, make sure that the reviewer summary critiques are prepared and disseminated to the applicants.
Prepare, as needed, funding model spreadsheets and documents to assist in the final rank-ordering and funding decision process by Program and UCOP leadership.
Oversee proper electronic filing and archiving of meeting documents, notes from the Chair or reviewers, resolution of any policy matters or panel recommendations made at the meeting. Function:Review Process and Meetings Percent: 15
Duty 30: Post- Award Grants Management oversight:
Apply research grant administration policies and procedures to ensure the smooth funding and administration of awarded proposals. This may include both the standard processing of grants, as well as identifying exceptions or problematic cases for program review, analyzing requests or exceptions, and interpreting grants administration policy to propose solutions to exceptional or unusual cases.
Prepare fund transfer requests and program/campus correspondence of grants, including obtaining proper account information from recipient institutions.
Communicate with PI's and contracts and grants officials regarding grant terms, conditions, assurances and modifications. Requests documentation, as needed from PI's and campus C&G Officers. Ensure that PIs and their campus administrators are notified of payments and reporting requirements.
Review and analyze scientific progress reports on RGPO-funded research projects to ensure that all necessary report elements are included and acceptable. Forward scientific report to program for review and approval; as appropriate, highlight policy questions or issues that may require either C&G supervisor or program approval, for attention/response. Analyzes fiscal reports for accuracy and compliance with RGPO rules and regulations and independently accepts fiscal reports.
Serves as 'front-line' responder to queries and directs/triages to appropriate level.
Provides grant administration guidance and recommendations, in accordance with RGPO policies and procedures to principal investigators and campus officers. Function:Post-Award Grants Management Percent: 50
Duty 40: Train users and affiliates at UC and non-UC locations in use of database(s).
Manage information within databases, expanding and refining data fields and elements in collaboration with the database manager, as necessary.
Interact with vendor for on-line application and grants management system to ensure appropriate set-up, modification and updating of the electronic files. Function:Information Systems Percent: 10
Job Requirements Strong organizational skills as demonstrated by the ability to prioritize work and complete projects/tasks in an accurate and timely manner under pressure of deadlines.
Demonstrated skill organizing materials and information in a systematic way to optimize effective and efficient operations.
Mathematical aptitude to perform calculations. Meticulous attention to detail as demonstrated by regularly verifying all work thoroughly to ensure accuracy.
Proficiency with business computer applications including MS Office Suite, relational databases, electronic mail, and the Internet. Expert in developing Excel spreadsheets with a full range of spreadsheet capabilities; proven experience using on-line systems and applications to process transactions, store and retrieve data, and generate reports. Ability to assess and contribute to development and/or enhancement of automated systems to streamline functions. Required
Bachelor's degree in an applicable field, and at least two years of professional experience in post-award contracts and grants administration, administrative analysis, operational research or client relationship management in an academic or non-profit setting; or an equivalent combination of education and experience. Required
Proven research, analytical and problem-solving skills to perform essential post award functions, including the ability to develop, implement and manage complex relational databases involving data collected from multiple sources, as well as elicit pertinent program information or data; identify key factors, trends and issues; analyze and summarize possible implications; and make recommendations for actions.
Verbal, written, and presentation skills to communicate clearly, logically and persuasively during interactions; active listening skills; demonstrated ability to write/draft correspondence from moderately complex to highly complex award language, and agreement modifications.
Strong customer service orientation is critical. Must demonstrate responsiveness to customer needs and requests; demonstrated awareness of what is fitting in a given situation and the ability to remain tactful in dealing with diverse people and situations.
Experience performing financial analysis and budget evaluation; working knowledge of principles of cost accounting standards including allowability, allocability, and reasonableness to assure expenditures are made correctly and address questions as needed. Working knowledge of generally accepted accounting and fund-accounting principles. Attention to detail and high degree of accuracy. Required
Experience managing a multi-million dollar research portfolio.
Certificate in grants management or Certified Research Administrator (CRA) status. Preferred
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