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Contracts & Grants Analyst at University of California - Santa Barbara

Posted in Other 30+ days ago.

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Type: Full Time
Location: Santa Barbara, California

Job Description:

Job Number

Number of Hires
Multiple Hire

Job Open Date

Job Close Date
Open Until Filled

Primary Consideration Date for Open Until Filled

Additional Deadline Information

Title Code

Payroll Title Name
Research Administrator 3

Working Title Name
Contracts & Grants Analyst

Department Profile (Specific Information about department/program):
The Physics Department is widely regarded as one of the premier physics departments in the world. UCSB's Physics faculty include two Nobel Laureates and many elected members/fellows of the most prestigious national and international scientific organizations. The complexity of the Department is represented by the provision of a broad set of support services (administrative, student affairs, extramural grant administration, staff support for instructional lecture and laboratory courses, outreach activities, computing services, a machine shop that supports student and faculty research, and a storeroom and purchasing staff that serve many campus departments. To learn more about our department, visit:

Department Code-Name
PHYS-Physics Dept

End Date/Contingencies for Grant Funding

FOC (Federal Occupation Code) Sub-Code
BI-Science, Lab & Allied Services

FOC (Federal Occupation Code)

Advertised Range Min (full time equivalent)

A little help* Go to Salary Scales 61,180

Advertised Range Max (full time equivalent)

Advertised Range Rate Type

Other Advertised Salary Range Comments
$61,180-$75,000/yr. Salary is commensurate with experience.

Percentage of full-time


8-5 Variable

Appointment Type

A little help with Contracts* Go to Employment Agreements Career

Limited Appointment End Date

A little help* Go to General Information on Limited Appointments

Is this a NEW CAREER position*

Summary of Job Duties
(Note: This summary will be used for keyword search) Contracts & Grants Analyst
Under the direction of the Extramural Manager, is responsible for pre- through post-award administration of a shared workload for contracts and grants and research gift funds made to the department of Physics and the ITST Center.

Independently responsible for approximately half of Physics awards, currently 130 projects totaling over $62 million administered annually. Between 100-135 proposals are submitted annually to over 30 different funding agencies and private industry.

Duties include: proposal preparation and budgets, analysis of award terms and conditions, University and Agency form preparation for all new, continuing, supplemental awards and renewed contracts, coordination of proposal submission and managing deadlines; prepare detailed reports and projections, keeping abreast of newly implemented policies and procedures related to C & G administration and personnel, ensuring compliance and audit-ability.

Work regularly and independently on complex proposals and awards involving multiple investigators and sub-awards. Comprehensive knowledge of policy and regulations as related to contract and grant administration.

Maintain current knowledge of UC Accounting, Travel, Graduate Division, Purchasing/Business Services policies as related to expenses on various types of award funding; Environmental Health & Safety policies and procedures; On-line purchasing, and departmental accounting systems; in-depth knowledge of cost accounting and control standards. Ensures integrity of information across various campus and department databases (e.g., GUS, Data Warehouse; Orbit, Gateway, Kronos, Espresso, Online General Ledger). Analyzes, interprets and implements new and frequently changing campus and federal policies and procedures.

Provides administrative and back-up support to the Extramural Manager and other staff in the financial unit as needed.

Minimum Requirements
- Bachelors degree in related area and/or equivalent experience/training
- Understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities preferably in a university environment.
-Knowledge of the (OMB) Uniform Guidance, including allowability, allocability, and reasonableness, state, local, sponsor and institutional regulations, policies, and guidelines.
-Knowledgeable of generally accepted accounting, fiscal and reporting principles.
-Requires judgment, problem solving skills, effective organizational and verbal & written communication skills with continuous focus on customer service.
-Demonstrated effective interpersonal skills to interact with diverse individuals and groups.

Desirable Requirements
- 3 years of demonstrated experience in research contract and grant management preferred.
-Experience with GUS and UC Path; working knowledge of Orbit, Data Warehouse, and other campus financial systems.
-UCSB Contracts and Grants certificate preferred.

Special Conditions of Employment

A little help* Go to Driver's License Requirements or Background Check Guidelines Satisfactory criminal history background check

Other Special Conditions of Employment
Employment is subject to a criminal background check.
Must be able to work various hours on occasion to accommodate deadlines associated with proposal submission.

Other Recruitment Notes

Optional Applicant Documents
Other Document (1)
Other Document (2)
Other Document (3)

Required Applicant Documents
Cover Letter


FLSA Exemption Status

A little help* Go to Exempt vs. Non-Exempt Employees Exempt

CBU (Collective Bargaining Unit)
99 - Non-Represented (PPSM)

ERC (Employee Relations Code)

Grade Type

Grade Type
Research Administration

Grade Type
Contracts and Grants

Grade Type

Grade Type


End Date for Other Appointment Type (e.g., Contract or 18-month Career)

Provision Number

Type of Supervision Received

A little help* Go to Degree of Supervision Direction

Knowledge, Skills and Abilities
In-depth knowledge of federal, UC and agency specific policies and procedures regarding contract and grant administration to include OMB Uniformed Guidance Regulations. Strong analytical, critical thinking and organizational skills. Must be able to understand, interpret, apply and effectively communicate policy and regulation. Ability to perform complex financial analysis and customized reporting utilizing spreadsheets and database software. Ability to prioritize, self-direct and independently manage multiple projects in a high volume environment. Excellent written and verbal communication skills. Work proactively and effectively under pressure of deadlines.


Continuously=Activity occurs 66%
Frequently=Activity occurs 33% to 66%
Occasionally=Activity occurs Not Applicable=Activity does not exist






The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.