Salary and Benefits

PLEASE NOTE:  The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $110,000 per year to $120,000 per year.

This position is a Management Personnel Plan (MPP) position in the CSU, and serves at the pleasure of the President.

The CSU enjoys a generous benefits program with employer paid life insurance ($100,000), as well as health, dental, and vision insurance with the monthly premium largely paid by the CSU. Additionally, we offer a broad range of other benefits which includes dependent and health care reimbursement accounts, tuition fee waiver, 401k, 457 and 403(b) plans.  The CSU belongs to the CalPERS retirement plan in which medical and dental insurance continues in qualified retirement. The CSU has 14 paid holidays, one personal holiday and the position earns 24 days of vacation and 12 days of sick leave per year. For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval. 

Classification

Administrator II

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

Under the general direction of the Associate Vice President of Research, Sponsored Programs, and Graduate Studies the Director of Grant Administration is responsible for leading and managing day-to-day operations in pre and post-award grant administration functions, ensuring the campus is following and in compliance with all Federal, State, CSU and campus policies and procedures for the conduct of research and administration of sponsored projects, as well as funder guidelines. This position oversees both pre-award and post-award staff, student assistants and part-time staff assigned to or who support post-award/ORSP functions. Unit functions include but are not limited to: proposal submissions, award transitions, award acceptances and ongoing day-to-day management, subaward and subrecipient management, monitoring grant budgets, expenditures, purchase and hiring, procurement, and fiscal reporting.

The Director of Grant Administration establishes, implements, reviews, analyzes, and continuously prepares, updates, and improves written policies, procedures, and training for functions and compliance requirements for sponsored programs award management. This work is done in conjunction with the University's Administration and Finance staff and the Associate Vice President. This position communicates information, recommendations, and approvals to Principal Investigators (PIs) and their project staff; provides technical and analytical recommendations as they relate to and enhance office operations; updates, maintains, compiles, and prepares written policies, procedures, and reports; and provides sponsored programs post-award compliance and management assistance to PIs, staff, and administrators. The Director collaborates with division and departmental staff across campus.

Responsibilities

Pre-award:

• Oversee the pre-award staff to assist/guide faculty with pre-award proposal submission support which includes clarifying proposal submission and funding guidelines, budget development of grant proposals, internal routing for approval, and the timely submission of proposals to the external sponsors.
• Conduct final review of proposals prior to submission to ensure all levels of compliance including with university budgeting and fiscal accounting processes, procedures and requirements.
• Ensure that ORSP files for record keeping contain required documentation of compliance.
• Review of incoming award notifications, contracts, and subcontracts for language, compliance, budget, and other pre-award issues.
• Liaison with college, administrative and fiscal units to address and resolve fiscal and program related issues prior to award implementation.

Pre-Award to Post-Award Transition and Compliance:

In collaboration with the assigned staff, the Director oversees new award acceptance functions, Pl orientation confirmation, documentation and compliance reviews, and other award transition key tasks, including but not limited to the following:

Review of awards and documentation of:

• Major budget provisions and restrictions
• Deadlines for progress and financial reports
• Compliance issues needing to be addressed
• Expected grant hiring
• Procurement of goods and services
• Planned or unscheduled budget revisions
• Contacts and requirements for fiscal administration
• Ensure all agreements are in writing and forms prepared to establish the grant-funded project in the financial system

Post-Award:

• Assist PIs, staff, and administrators with adhering to the complexities of post-award administrative requirements. Duties include, but are not limited to the following:
  • Reviewing current and development of new ORSP internal office processes and procedures for supporting PIs and grant-funded staff:
    • Development and oversight of tracking mechanisms for award terms and conditions
    • Timely submission and monitoring of invoice payments
    • Subrecipient monitoring
    • Grant hiring processes
    • Facilitation of data collection and reporting
    • Budget management and revision processes and documentation
    • P-card management
    • Fiscal reporting and reconciliations
    • Time and effort reporting
    • Timely award and account closeouts
    • Tracking PI and other required staff trainings, certifications, and their timely renewals
    • Mandated reporting
    • Equipment tracking
    • Required grant pre-approvals
    • Record retention

• Meet with the AVP ORSP weekly to review current and potential grant activities. Assist the AVP with detailed analysis and tracking of grant activities, key performance indicators (KPIs), cash flow concerns, and earned revenue (indirect costs) to support ORSP operations.

• Proactively ensure that ORSP award files contain required documentation for compliance (including audits).

• Serve as a Liaison with College Leadership, Academic Affairs, Risk Management Senior Staff or designees in audit, fiscal and program reviews and oversee ORSP document collection and response.

• Ensure tracking of compliance violations identified by PIs, ORSP staff, or others to prevent future instances.

Training:

• Enhance the University’s grant administration capacity over time by coordinating the development and delivering of trainings (workshops, in-person, and virtual/online) and serving as a resource for PIs and grant-funded staff (including those within ORSP).

Required Qualifications

Experience:

• Experience and knowledge of higher education.
• At least four (4) years of experience in sponsored research and programs administration.
• At least five (5) years of experience in a progressively responsible pre- and post-award grant administration functions in compliance with all sponsored guidelines at a university or other similar non-profit organization.
• Experience in proposal submission, award acceptance and ongoing management, subaward and subrecipient management, monitoring grant budgets, expenditures, purchase and hiring, procurement, effort reporting, fiscal reporting, and award closeouts are requirements.
• At least three (3) years of experience supervising/managing professional staff.

Education:

• A Bachelor's Degree or higher, preferably in Business or Public Administration.

Knowledge, Skills and Abilities:

• Thorough knowledge and understanding of pre and post-award requirements, government operations, and principles applicable to contracts and grants, as well as CSU and/or CSU auxiliary requirements and processes.
• Excellent verbal, written communications and analytical skills.
• Comfortable with the extensive use of a variety of technologies including, but not limited to, the Microsoft Office suite, Excel, and other applicable software packages.
• Exceptional interpersonal skills to develop and maintain cooperative and productive working relationships with all stakeholders.
• Ability to anticipate, plan, prioritize, and organize the work of teams collaborating on grant proposals and to foresee any issues.
• Ability to prioritize tasks, to work independently, to maintain confidentiality and to take initiative to improve upon current operations, including written procedures, processes, forms, and web page presence.
• Ability to represent the university and partnership well in internal and external interactions.
• Must be detail-oriented and can proofread written materials that will be distributed among campus constituencies.
• Ability to work in a fast-paced environment, handling multiple deadlines and tasks with diplomacy.
• Ability to solve problems without direct guidance or direction.
• Ability to supervise and motivate individuals.
• Accuracy in the development of complex multi-year budgets.
• Knowledge/ability to apply federal regulations, e.g. 2-CFR-200, CSU Executive Orders, CSU Auxiliary policies/procedures and other relevant regulations.

Physical Requirements

• Must be able to sit for extended periods of time.
• Must be able to lift 10 lbs.
• Visual acuity associated with concentrated computer use.

Preferred Qualifications

• A Master’s degree.
• Certified Research Administrator (CRA) preferred.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment.  Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal State, East Bay provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s  Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free.  For more information, please visit our website here.

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, the Cal State East Bay Annual Campus Security Report is available here. 

At Cal State East Bay, the following nine competencies have been identified as valued leadership qualities: Communication, Cooperation, Delegation, Empathy, Feedback, Innovation, Leadership Presence, Passion and Strategic Ability. While we may not expect our managers to exhibit all of these competencies, we do expect them to aspire to develop them. As part of the annual evaluation review process, the Director of Grant Administration will be evaluated on each.

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

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 Revised July 21, 2017 as a condition of employment.