Grant Administration Specialist (Temporary)

Job Description:

Grant Administration Specialist (Temporary)

Description

Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,598.00 per month to $5,100.00 per month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.

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

Administrative Analyst/Specialist, Exempt I

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

This is a temporary, full-time, grant funded position through June 30, 2025 without the possibility of reappointment.

The Grant Administration Specialist of the K-16 East Bay Collaborative is a temporary administrative position funded by a $4,000,000 grant from January 2024 to June 30, 2026, with no renewal. This state-funded grant is a collaboration between the Dean of the College of Education and Allied Studies (the Co-PI) and the following partners: San Francisco State, San Jose State, UC Berkeley, Chabot-Las Positas Community College District, Chabot College, Las Positas College, Contra Costa Community College District, San Leandro USD, Oakland USD, and several faculty and administrators on the Cal State East Bay campus. This position will report to the Dean of the College of Education and Allied Studies. The two primary duties of this position are to engage in grant administration and business processing of the grant.

Responsibilities

Grant Administration

• Interface with the Office of Research and Sponsored Programs and the Administrative Lead, using judgment and discretion that is reflective of one with professional grant administration knowledge to propose budget revisions, subaward agreement revisions, interface grant-funded campus units, setup and update databases.
• As part of the grant leadership team post-award duties will include setting up the technical aspects of sub-award contracts, which includes federal compliance with sub-recipient requirements, obtaining/updating scope of work, revising/updating subaward budgets, and revising/updating subaward budget justifications. On a daily basis, this position will monitor sub-awardees’ compliance with scope of work, submission of data, submission of invoices, and participation in the grant.
• Create several databases for project management and data collection, as Cal State East Bay is responsible for all activities in Contra Costa and Alameda Counties related to this grant. This requires obtaining data from Institutional Research Offices at Cal State East Bay, two community colleges, several K12 districts, and community partners, then integrating the data into a single database in compliance with the work plan submitted by the Co-PI. This position runs descriptive analyses as part of the Cal State East Bay assessment team, then submits these analyses to the Administrative Lead, Co-PI, and the Fiscal Lead.
• In support of program sustainability, the Grant Administrative Specialist will ensure that pre-award grant writing teams comply with pre-award federal and state regulations, which includes grant-related policies for indirect costs, contracting, subcontracting, staff/student/faculty salaries, as well as Office of Research and Sponsored Program’s pre-award policies and deadlines.
• Pay faculty, process interdepartmental fund transfers, invoice sub-awardees, collect invoices from sub-awardees, submit invoices to the Office of Research and Sponsored Programs, order supplies, and process reimbursements related to travel or miscellaneous expenses.
• Ensure that fiscal, human resources and procurement transactions follow Federal, State, CSU, and campus policies, as well as sponsor guidelines and award terms and conditions.
• Provide grant administration technical assistance to K16 Collaborative Grant sub-awardees at the community colleges, public K12 school districts, and grant-awarded Cal State East Bay participants.
• Request and collect monthly, quarterly, and semi-annual program and fiscal reports from sub-awardees and Cal State East Bay grant-funded faculty, ensuring compliance with Federal, State, CSU, and campus policies, and sponsor guidelines and award terms and conditions.
• Submit monthly, quarterly, and semi-annual program and fiscal reports to the Office of Research and Sponsored Programs, the Fiscal Lead, and the Co-PI (the Dean).
• Contribute to the completion of broader and more complex organizational projects and goals by meeting regularly with the Administrative Lead and the Dean.
• Stay current with evolving sponsor guidelines, and support the Dean and Administrative lead in achieving program sustainability.

Grant Business Processing

• Process purchase requests, including vendor data records and purchase orders, for the Administrative Lead, Cal State East Bay grant-funded faculty, and the Dean.
• While maintaining up-to-date travel policies and procedures, provide assistance to the Administrative Lead, Dean, and Cal State East Bay grant-funded faculty with local, statewide, and national travel.
• Maintain a General Ledger of all faculty payments, interdepartmental fund transfers, payroll records, and operating expenses.
• Other duties as assigned.

Minimum Qualifications

• A Bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.

Preferred Skills and Knowledge

• At least two (2) years of experience in the applicable administrative and/or program field, including experience with budgets, accounting and financial systems.
• Experiences with or exposure to general ledger account reconciliations.
• Thorough knowledge of and ability to apply major grant processes, practices, and explicit requirements to contracts and grants.
• Excellent verbal, written communications and analytical skills.
• Excellent interpersonal skills to develop and maintain cooperative and productive working relationships.
• Advanced knowledge of and ability to use a variety of technologies including, but not limited to: Microsoft Office Suite, Google Sheets, Power Point, Gmail/Outlook, Google calendars and various web browsers.
• Ability to anticipate, plan and organize work projects including handling multiple sub-awardees and project deadlines.
• Ability to prioritize tasks, to work independently, to maintain confidentiality and to take initiative to improve upon current operations, including written procedures, processes, and forms.
• Ability to represent the grant’s leadership well in internal and external interactions.
• Must be detail-oriented and have the ability to proof written materials that will be distributed among campus and community constituencies.
• Maintain a consistent and reliable work schedule (on campus primarily) to ensure the timely review of transactions and ensure that deadlines are met.
• Ability to solve problems without direct guidance or direction and a working knowledge of standard budgeting and accounting practices and fiscal analysis techniques.
• Foundational knowledge of public administration principles, practices and methods.

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

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

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.

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 incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

Advertised: Dec 23 2024 Pacific Standard Time
Applications close: Apr 23 2025 Pacific Daylight Time

Closing Date/Time: 2025-04-23