Contracts and Grants Manager

Payroll Title: Research Administrator 3

Job Code: 006206

Job Open Date: 12/18/2024

Application Review Begins: 1/9/2025; open until filled

Department Code (Name): COMS (Computer Science)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 21

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $69,500 - $83,000/yr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $69,500 - $123,500/yr.

Work Location: Engineering Trailer 698-101

Working Days and Hours: M-F; 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: Hybrid schedule possible after probationary period completed

Special Instructions:

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

Department Marketing Statement:

The Computer Science Department has developed a strong curriculum which offers programs leading to the degrees of Bachelor of Science in Computer Science, and Bachelor of Science in Computer Engineering at the undergraduate level, and Master of Science and Ph.D. in Computer Science at the graduate level. Our 41 permanent faculty are committed to excellence in teaching and innovative research programs at the leading edge of computer science. Our programs are comprised of a dynamic environment for research, a state-of-the-art teaching program, and a first-class faculty. Our degree programs help students become computer professionals who are prepared for long-term careers in information technology. Our graduates work in a spectrum of settings, from Fortune 500 companies to start-ups, as well as in government and universities.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.

Brief Summary of Job Duties:

Under the direction of the Financial Services Manager (FSM), provides immediate supervision to the Contracts and Grants Unit for the Department of Computer Science. A portion of the time will be spent performing Contracts and Grants and Financial Unit tasks; however, the largest portion of time will be dedicated to C&G Unit staff supervision. Supervises unit operations to ensure compliance with departmental and organization policies, procedures, and defined internal controls. Ensures accountability and stewardship of department resources in compliance with departmental standards and procedures. Technical leader with knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. Maintains knowledge of policies and procedures associated with Academic Personnel, Staff Personnel, Graduate Division, Accounting, Travel Accounting, Purchasing, and Business Services. Recommends changes to departmental policies and practices related to contract and grant administration. Analyzes, interprets, and implements new and frequently changing campus, federal, and funding agency policies and procedures. Receives assignments in the form of objectives and exercises judgement within defined procedures and policies to determine appropriate action to meet goals. Identifies risks and responds accordingly. Provides priority setting and work flow analysis. Responsible for overseeing the submission of approximately 35 proposals annually totaling $54M to roughly a dozen funding agencies. Duties include but are not limited to reviewing detailed budgets and all required University and agency forms for new, continuing, supplemental awards, and renewed contracts, overseeing proposal submission, and managing deadlines. Responsible for overseeing the completion of post-award activities of research awards totaling more than $12M annually. Responsible for the overflow work for the two Contracts and Grants Analysts and acts as backup in their absence. Maintains effective working relationships with Principal Investigator, department staff, Office of Research, other campus central and academic departments, funding agencies, and external collaborating individuals and institutions. Maintains current, in-depth knowledge of University, Federal, and various funding agency-specific Contract and Grant policies. Maintains general knowledge of UC fund accounting and related policies and procedures pertaining to research compliance, payroll, Academic personnel, Graduate Division, travel, purchasing, Equipment Management, record retention, and Business Services contracts. Works with the Financial Services Manager to reconcile general ledgers for extramural and department funding. Works directly with Principal Investigators to monitor/track spending and develop spending plans for Extramural and Unrestricted awards. Supports the FSM and MFA in resolving problems/issues requiring interpretation of a wide variety of federal, state, and campus policies.

Required Qualifications:

• Bachelor's degree or equivalent training and/or experience.
• 1-3 years of experience independently developing research proposals/awards related to contract and grant management.
• 1-3 years of experience preparing complex proposal budgets and support documents as required by proposal guidelines.
• 1-3 years of experience with pre- and post-award administration.
• Ability to establish and maintain priorities, multi-task and meet deadlines while balancing a high volume workload.
• Strong analytical and problem-solving skills.
• Proficiency with Microsoft programs such as Excel, Word, PowerPoint, etc.
• Proficiency with Google software programs such as Sheets, Docs, Gmail, chat.
• Ability to interface professionally with a broad range of staff, faculty, students, and others on behalf of the department.

Preferred Qualifications:

• 1-3 years supervisory experience.
• In-depth knowledge of federal, UC and agency specific policies and procedures regarding contract and grant administration including OMB Uniformed Guidance Regulations.
• Familiarity with UCSB campus accounting, particularly Extramural Funds Accounting.
• Familiarity with GUS, DataWarehouse, Gateway.
• Knowledge and understanding of internal control practices and their impact on protecting University resources.

Special Conditions of Employment:

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

35% Unit Management and Supervision - Manages contracts and grants unit staff. Provides leadership, direction, and mentoring to ensure effective operation of the unit. Sets priorities and expectations for staff performance, establishes schedules, deadlines, and timelines so that the unit meets all of its operational goals. Distributes tasks among the C&G Unit to ensure balance and effective results. Trains staff in the preparation and submission of new proposals and budget revisions for existing grants in accordance with individual agency and UC guidelines. Directs the maintenance of proposal logs, and project folders, purging files at the appropriate time, and directs updates to the PI current and pending support information. Directs unit staff in the preparation of final proposal, assuring that the documents are in accordance with agency guidelines and format. Oversees the setup of new award files and the setup of awards in the department shadow system database (GUS). Recommends hiring of new employees, salary actions, terminations, and performance ratings.

35% Financial Administration - Maintains working knowledge of UC, Federal, and State policies, procedures, and regulations as they pertain to departmental and extramural funds. Preparer for UFIN and UPAY forms for non-payroll and payroll expenditures when appropriate to correct errors discovered during the reconciliation process. Gathers data from the general ledger and produces statistical profile reports and information as to Department's proposal, award, and research expenditure activity upon request, utilizing various systems and sources to obtain and analyze data (e.g. ORBiT, DataWarehouse, Development, and UCSB Foundation reports). Works with the Financial Services Manager to reconcile general ledgers for extramural and department funding. Works directly with Principal Investigators to monitor/track spending and develop spending plans for Extramural and Unrestricted awards. Supports the FSM and MFA in resolving problems/issues requiring interpretation of a wide variety of federal, state, and campus policies. Coordinates award closeout with Pls; tracks award end dates & submits closeout documentation to the Office of Research and/or Extramural Funds accounting. Maintains desk manuals. Miscellaneous duties and special projects as assigned by MSO and/or Financial Services Manager.

10% Contract and Grant Administration - The Contracts and Grants Manager is directly responsible for the monitoring, direction and oversight of proposal preparation and submission in the C&G Unit. Reads and interprets a wide variety of federal and private submission specific, as well as broader agency, guidelines and policies to ensure proposals meet sponsoring agency and UC requirements. Guides and advises the C&G Analysts in identifying required proposal elements, format, and submission logistics. Advises PIs regarding proposal solicitation requirements and budgetary matters. Tracks and advises PIs of deadlines and proper procedures relating to funding requests. Coordinates timely submission of proposals with collaborating partners including multiple PIs, consultants, and subcontracts. Works closely with subcontractors to solicit and obtain complete and compliant subcontract proposals in accordance with University and funding agency specifications. Reviews detailed budgets, to ensure budgets are financially sound and compliant with all applicable UC and funding agency policies, requirements, and restrictions. Reviews all University and agency forms and application packages for new, supplemental, and renewal proposals to ensure all required documents are submitted. Tracks proposal status and initiates status checks on pending proposals. Monitors and guides response for all post-submission requests, including Revised Budget, Proposal File Update, Just-In-Time Representations & Certifications. Determines options and risks and directs the Contract and Grant Analysts on how to coordinates with PI, Department Chair, Dean's Office, Sponsored Projects, and Extramural Funds Accounting unit to prepare and submit for approval all required documentation for Advance Spending requests. Tracks revisions to funding agency standard guidelines as related to proposal preparation and submission (e.g. NSF Grant Proposal Guide); keeps PIs and FSM informed of pertinent updates and changes to agency requirements and procedures, and integrates into department practices. Evaluates, refines, and adapts processes for efficiency and keeping with current standards and practices. Maintains current, in-depth knowledge of University, Federal, and various funding agency-specific Contracts and Grants policies. Maintains general knowledge of UC fund accounting and related policies and procedures pertaining to research compliance, payroll, Academic Personnel, Graduate Division, travel, purchasing, Equipment Management, record retention and Business Service contracts.

15% Contract and Grant Post-Award Administration - Guides and oversees the processing and set up of new awards files & Projects in the department shadow system (GUS), including budgetary information, reporting requirements & deadlines, & notating applicable terms & conditions. Oversees processing of award notices for incremental, continuation, and/or option period funding received under existing awards, including updating the awards database, award file, & any subcontract award and invoice files with new information. Monitors required reporting due dates per award terms, including annual & final technical, financial, & patent; ensures Pls are notified of due dates. Prepares & ensures submission of financial & patent reports; advises & assists Pls as to requirements related to technical report preparation & submission procedures. Advises faculty, staff, & students of proper University & agency policies regarding contract/grant regulations & financial matters, including allowability of expenditures, appropriate titles & pay rates for personnel, information related to agency reporting requirements, & policies regarding the continuation of funding.

5% Gift and Sponsorship Funding - In consultation with the Financial Services Manager, determines appropriate classification of non-contract or grant incoming support per established guidelines in the UCSB Gift/Grant/Contract/Sponsorship Determination policy, and process payments accordingly. Serves as liaison with the Development office, Gifts Administration, UCSB Foundation, and EMF Accounting for matters related to gift funding. Stays informed of current policies and procedures related to gift and sponsorship funding. Oversees receipt and coordination of departmental and research gift funding, including check deposits, wire transfers, in-kind donations, and stock transfers. For Gift donations, oversees the preparation and submission of packet containing UDEV form and all associated documentation to Gifts Administration for booking. For Sponsorship income, oversees the preparation of invoices and Sponsor Packets upon request; works with Accounting department to establish an appropriate revenue account as needed, and deposits payments received in accordance with cash handling policies.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations - With Interim Amendments

* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For more information:

University of California's Affirmative Action Policy

University of California's Anti-Discrimination Policy

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Privacy Notification Statement and Notice of Availability of the UCSB Annual Security & Fire Safety Report Disclosures

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