Contracts and Grants Analyst

Position Number: 40133605

Payroll Title: Research Administrator 2 CX

Job Code: 004486

Job Open Date: April 18, 2025

Application Review Begins: May 5, 2025; open until filled

Department Code (Name): COMS (COMPUTER SCIENCE)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $34.62 to $38.49/hr. 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 hourly range for this position is $34.62 to $50.79/hr.

Work Location: Engineering Trailer 698 - 101

Working Days and Hours: Mon-Fri, 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

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 43 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

Brief Summary of Job Duties:

Under the general supervision of the Contracts and Grants Manager, is responsible for developing and submitting research proposals, awards and/or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional and research sponsor policies. Responsible for the post-award administration, financial management, and analysis of the Contracts and Grants for the Computer Science Department. Additionally, will backup/support the Contracts and Grants Manager with Award Closeout. Responsible for the completion of post-award activities of research awards totaling more than $12M annually. Duties include setting up new awards and analyzing award terms and conditions, advising faculty, staff, and students of proper University and agency policies regarding extramural funding policies and procedures. Maintains knowledge of policies and procedures associated to Academic Personnel, Staff Personnel, Graduate Division, Accounting, Travel Accounting, Purchasing, and Business Services. Demonstrates flexibility in learning, interpreting, and adapting to new policies, procedures, and computer applications. Analyzes, interprets, and implements new and frequently changing campus, federal, and funding agency policies and procedures. 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.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 1-3 years of experience with financial accounting.
• Ability to establish and maintain priorities, multi-task and meet deadlines while balancing high volume workload.
• Excellent attention to detail and communication skills.
• Ability to exercise independent judgment.
• Ability to perform financial analysis.
• Proficiency with Google software programs and Microsoft programs.
• Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.

Preferred Qualifications:

• Federal grants related experience, particularly in higher education.
• Familiarity with UC Contracts & Grants policies and procedures.
• Familiarity with UCSB campus accounting, particularly extramural funds accounting.
• Familiarity with GUS, Data Warehouse, Gateway, and Concur.

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:

• 60% Contract and Grant Post-Award Administration - Independently responsible for the timely processing and set up of new awards files and projects in the department shadow system (GUS), including budgetary information, reporting requirements and deadlines, and notating applicable terms & conditions. Reviews award notices and performs detailed analyses of award terms and conditions. Advises Principle Investigators (PIs) and Contracts and Grants Manager of restrictions and/or requirements, including budgetary limitations & inclusion of subawards & mandatory cost share. Notifies the Office of Research and/or Accounting of any discrepancies in award notifications. Serves as liaison between the Office of Research and PI/Department on questions regarding the applicability or acceptability of specific award terms.
• 30% Contract and Grant Administration - Responsible for proposal preparation and submission to various federal, state, University, and private funding agencies. 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. Determines 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.
• 5% Gift and Sponsorship Funding - In consultation with the Contracts and Grants 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.
• 5% Backup for Contracts and Grants Manager - Must have working knowledge of UC, Federal, and State policies, procedures, and regulations as they pertain to departmental and extramural funds. Backup preparer for UFIN and UPAY forms for non-payroll and payroll expenditures when appropriate to correct errors discovered during the reconciliation process. Takes on overflow and backs up C&G Manager in working with PIs to track spending and plan spending out awards. Works in collaboration with the C&G Manager and PI on the closeout of awards. Miscellaneous duties as assigned by the C&G Manager & FSM.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations 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, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under 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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Reasonable Accommodations:

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