Job Details

Grants and Gifts Administrator
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Position Number: 5788798
Location: San Diego, CA
Position Type: Sponsored Programs, Grants, and Contracts

Grants and Gifts Administrator

Position Title & Department: Grants and Gifts Administrator; School of Leadership and Education Sciences

Posting #: 5083

Department Description:
Rooted in social justice, led by compassion, inspired by curiosity, driven by a shared vision.

Mother Rosalie Hill Hall on the University of San Diego campus is home to the School of Leadership and Education Sciences' (SOLES) vibrant and vision-driven collective of academic departments, centers and institutes. Here, we combine innovation with introspection, academics with real-world application, and study with social impact.

Our nationally-accredited programs span the realms of leadership, teaching and counseling, both at graduate and undergraduate levels. They're all approached with an emphasis on social justice, multiculturalism and a determination to forge a better world together.

University Description:
The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.

Detailed Description:
The Grants and Gifts Administrator, under the general direction of the Director of Operations and Impact, is responsible for the management and administration of pre-award and nonfinancial post-award services for grants and gifts agreements. This position requires a strong financial background, the ability to juggle multiple tasks and projects, be attentive to detail, as well as a commitment to a client-centered approach to service delivery. The Grants and Gifts Administrator must possess: (1) extensive experience in developing and analyzing spreadsheets (Excel) and databases (2) a demonstrated knowledge of automated accounting systems and experience with federal grant proposal development and federal grant administration policies; (3) the ability to prepare reports and analyze funding guidelines, and advise faculty on funding strategies; (4) experience building and fostering relationships between central offices and departments as well as with outside collaborators and agencies. The Grants and Gifts Administrator will have strong and demonstrated analytical and deductive reasoning skills, as well as the ability to work under pressure both with close supervision and independently. Superior customer service skills and a willingness to embrace both simple and complicated tasks is required.

Duties and Responsibilities:

Pre-Award Activities

Work closely and collaboratively with the Office of Sponsored Programs.
Advise and collaborate with faculty, administrators and staff to develop competitive proposals for external funds.
Recommend specific grant programs and funding opportunities as appropriate to faculty, administrators and staff.
Actively communicate with members of the campus community to remain engaged with and aware of interests and funding needs; work in cooperation with faculty, administrators and staff to develop interest in externally-funded research opportunities.
Provide advice and assistance to faculty and staff during the development of grant, cooperative agreement, contract and subcontract proposals to for-profit, non-profit, federal, state and local government sponsors (e.g., interpreting federal and state regulations and University policy, sponsors' proposal instructions and policies.)
Create multi-year budgets for proposal submission, ensuring regulations such as applicable direct and indirect costs, subcontracts, travel, and fringe benefit rates are followed while conforming to proposal guidelines established by external funding agencies and institutional policies and procedures.
Submits proposals through various electronic systems including, but not limited to, Cayuse Proposals (S2S), Research.gov, Grants.gov, and other systems.
Inform departmental budget managers and/or deans of required mandatory cost-share and course reassigned time to be paid by research grants and contracts.
Respond to external agency requests related to proposal submissions and/or revisions in a timely manner.
Coordinates with external organizations and institutions on collaborative submissions.
Advising faculty regarding institutional policies for biohazards, animal use, human subjects, required matching funds, and sub-contractors on externally funded proposals and providing guidance regarding compliance forms per sponsor or USD requirements.
Secure the concurrence of the principal investigator, as appropriate, prior to accepting awards with non-standard terms and conditions. Advise all concerned parties of their responsibilities in meeting special or unusual award requirements.
Investigates and maintains a strong knowledge of federal, state, and local government rules and regulations that govern research grants and contracts and stays informed on sponsored terms and conditions for submitting and negotiating grant awards.

Post-Award activities

Analyzes, coordinates, approves, and submits requests for prior approval of post award changes and actions to external sponsors/agencies.
Utilize information in Cayuse to provide funding and other analysis reports for research/grant topics as requested by departmental budget managers and/or deans offices.
Interpret sponsor approval requirements, policies, federal regulations, state statutes and University policy related to the management and administration of extramural awards.
Work collaboratively with Grants Accounting and Office of Sponsored Programs to resolve issues related to post-award financial terms and conditions.
Assist PIs, staff and administrators with project administrative concerns, inquiries, or issues to ensure compliance with sponsor and University policies and best practices.

General Management

Lead pre-award to post-award transition meetings between project stakeholders including Office of Sponsored Programs, Grants Accounting, project personnel, budget administrators, and others as needed.
Maintain regular contact and strong working relationships with SOLES departments and offices, and with faculty, administrators, staff, and outside funding agencies to facilitate the effective administration of the university's externally funded programs and opportunities for such.

Other

Assists in writing and editing office documents and reports as required
Contributes to office team building efforts
Participates in professional development to continuously develop existing knowledge and expertise in all aspects of research administration.
Trains and advises faculty, administrators, staff and students on proposal development and grant management through one-on-one meetings or collaborative sessions.
Assists with faculty training workshops upon request

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements:
Minimum Qualifications:

Bachelor's degree from an accredited college or university.
Three years of experience in a related field required.
Extensive experience in developing and analyzing spreadsheets (Excel) and databases.
Demonstrated knowledge of automated accounting systems and experience with federal grant proposal development and federal grant administration policies.
Ability to prepare reports and analyze funding guidelines, and advise faculty on funding strategies.
Experience building and fostering relationships between central offices and departments as well as with outside collaborators and agencies.
Strong and demonstrated analytical and deductive reasoning skills, as well as the ability to work under pressure both with close supervision and independently.
Superior customer service skills and a willingness to embrace both simple and complicated tasks is required.

Preferred Qualifications:

Master's degree received or in progress from an accredited college or university

Performance Expectations - Knowledge, Skills and Abilities:

Strong service-oriented mentality.
Background knowledge regarding sponsored programs.
Demonstrated managerial and organizational skills to prioritize workload effectively to meet deadlines, ensure smooth work-flow, and handle multiple tasks simultaneously.
Demonstrated skills to effectively analyze, problem-solve, recommend solutions, and implement action.
Demonstrated accuracy and orderly work habits, and capacity for detail.
Demonstrated interpersonal, oral, and written communication skills with diverse groups and situations with strong customer service skills.
Ability to work under pressure and with frequent interruptions.
Ability to work independently as well as collaboratively to develop effective collaborative relationships with students, faculty, administration and external groups.
Must maintain strict confidentiality with financial and payroll.
Ability to utilize internet tools and search engines.
Possess tact, poise and diplomacy with a diverse population in a demanding environment.
Excellent computer skills, including Google Suite, Microsoft software applications (Word, Excel, Power Point, etc.), Adobe, and possess the ability to learn new computer and internet applications.
Excellent written and oral communication using English and skill to edit and proofread own work for errors and proper use of grammar, spelling and punctuations.
Must be willing to support the policies, mission, vision and values of SOLES and USD.

Posting Salary:
$5,546.67-$6,000 per month; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Special Application Instructions:
Resume and Cover Letter Required
Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.

Additional Details:
Hours: 37.5 hours per week

Closing date: November 24, 2024

Note: External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: November 07, 2024
Applications close: November 24, 2024

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496857/grants-and-gifts-administrator