Type of Appointment: Full Time, Probationary
Job Classification: Administrative Analyst/Specialist - Exempt II
Anticipated Hiring Range: $5,537 - $6,000
Work Hours: Monday - Friday, 8:00AM - 5:00PM
THE DEPARTMENT:
The Office of Research and Sponsored Programs (ORSP) within Academic Affairs supports the University's academic units by aiding faculty and staff in securing external research funding. ORSP provides information on funding sources, assists in all pre-award stages like identifying opportunities, planning, budgeting, and proposal submission, and helps with non-financial post-award administration, including negotiations, no-cost extensions, and regulatory compliance.
DUTIES AND RESPONSIBILITIES:
Grant and Contract proposal planning, preparation, submission, and completion:
- Development: Work in coordination with Deans, Associate Deans, Department Chairs, and budget analysts to develop grant resources and identify and communicate sources of internal and external funding. Provide support to faculty and staff in :communicating with potential sponsor agency representatives: prepare and revise proposal budgets and budget justifications: complete all sponsor agency forms and assurances, proposal editing as allowed by sponsor deadline; assembly of proposal components, and submission of the proposal through mail/courier, sponsor portal or other electronic means. Provide technical review of terms and conditions of all sponsored contracts for adherence to University, CPP Foundation, and Uniform Guidance guidelines; write and review contracts, subcontracts and amendments to contracts with corporations, state and federal agencies, collaborating universities, and private foundations. Assure compliance with applicable sponsor guidelines, laws, and regulations such as the Uniform Guidance/OMB circulars and FARs.
- Compliance: Provide support to faculty, staff, and administrators in completing the University's approval process; Complete ,all assurance requirements for grants and contracts, Maintain professional expertise and ensure compliance with federal 1regulations, policies and/or requirements, in particular with Office of Management and Budget (OMB) Circulars: A 110 ("Uniform Administrative Requirements tor Grants and Agreements with Institutions of Higher Education, and Other Non-Profit ,Organizations"); A·122 ("Cost Principles tor Non-Profit Organizations"); A 133 ("Audits of States, Local Governments, and Non-Profit Organizations."
- Negotiation: Manages, reviews and negotiates grants, contracts, subcontracts, cooperative agreements and clinical trial agreements with federal agencies, state, county, city, private agencies. Conduct complex and high-level negotiations with representatives of corporations, state and federal agencies, and private foundations to revise and finalize contracts; coordinate with Foundation staff to ensure terms and conditions are acceptable to the University and the CPP Foundation; exhibit diplomacy and tact in representing the University to external agencies.
- Execution: Follow up promptly with contracting agencies and organizations to ensure timely processing; provide final negotiated contract, subcontract, agreement and amendment documents to the Foundation for signature on behalf of the University.
Identify, disseminate and promote funding opportunities
- Review electronic & print resources that publicize funding opportunities and disseminate those opportunities to appropriate faculty/staff on campus
- Conducts research to identify funding resources; identifies and matches opportunities to faculty interest.
- Promote high probability funding opportunities to the campus community using a variety of different strategies.
- Assist faculty in the analysis of funding announcements and to determine the appropriateness of the application.
- Disseminate information on the mission, goals and funding opportunities for specific sponsor agency assignments.
- Follow-up regularly on the funding opportunities that are disseminated and provide additional information as necessary.
- Maintain and report on applicant interests and funding search systems
Engage in and arrange external relations and training activities
- Initiate and implement ORSP outreach activities designed to increase and acknowledge sponsored program activity, including regular ORSP-sponsored workshops, on-campus federal agency workshops, etc.
- Serve on University and project committees and task forces as requested/approved.
- Advise on the development of new partnerships both internal and external to the university.
- Participate in Foundation and grant team meetings.
- Actively participate in training and self-development regarding the Office of Management and Budget (OMB) Uniform Guidance compliance.
Acquire and disseminate current knowledge on grants and contracts processes
- Review and disseminate relevant information to applicants and ORSP staff on Foundation, University and CSU System policies and programs, application procedures, and regulations of sponsor agencies; This can include: budgeting techniques, budgeting software, and electronic submission methods for specific sponsor agencies.
- Review publications containing external funding proposal development information and distribute to appropriate faculty and staff.
Provide data for ORSP management information system, reports and publications
- Prepare information for ORSP transmittals and deadline calendar.
- Conduct status checks on pending proposals to update the proposal information management system.
- Review and edit entries in the proposal information management system and other tracking systems for regular and annual reports
QUALIFICATIONS:
- Bachelor's Degree - AND/OR the 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, and/or
- Six (6) years of related experience.
- Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations. Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Oversees the day-to day operations of the area and is accountable for short- and long-term goals and objectives. Serves as a key technical advisor to executives and management. Independently manages and implements complex projects and business solutions within the organization and uses substantial judgment in the analysis, interpretation, integration and application of complex data.
- Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to develop new strategic approaches and solutions. Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups. Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus. Ability to train others on new skills and procedures and provide lead work direction.
PREFERRED QUALIFICATIONS:
- Advanced Degree preferred.
- Knowledge of post-award processes
- Knowledge of both the CSU system and Cal Poly Pomona Foundation policies and procedures.
- A minimum of four years related experience in pre-award and university research administration; knowledge of and ability to work with a diverse range of sponsor agencies; or related experience and/or training or equivalent combination of education and experience.
- Experience developing and negotiating contracts to completion.
- Knowledge of Federal Acquisition Regulations (FARs).
- A certificate in research administration from RACC, NCURA, or SRA
- A record of attendance at NCURA, SRA, AASCU and other national organizations to remain abreast of continual governmental changes in grants management.
- Ability to prepare budgets, budget justifications, and proposal outlines, including familiarity with various sponsor agency and Uniform Guidance regulations.
- Ability to multi-task and prioritize comprehensive responsibilities, be detail oriented, and work under pressure of competing deadlines.
- Ability to interface and communicate effectively with a variety of faculty, staff, and other constituents.
- Ability to interact effectively with sponsoring agencies to develop, negotiate and execute contracts, subcontracts, agreements and amendments.
- Ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
- Ability to prepare and submit contract and grant proposals and budgets, including familiarity with various sponsor agency regulations, forms, and electronic systems (i.e., Cayuse Proposals (S2S)).
Out of State Work
The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.
Background Check
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.
CSU Classification Salary Range
This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website.The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,537 and maximum $10,014 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.
Employment Eligibility Verification
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.
University Driving Requirement
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.
Conflict of Interest
This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy.
Child Abuse/Neglect Reporting Act (CANRA)
The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Read more at the California Child Abuse and Neglect Reporting Act policy.
Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.
Pay Transparency Nondiscrimination
As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.
Equal Employment Opportunity
Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.
