Contracts & Grants Specialist

Employment Type

: Full-Time


: Miscellaneous

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Job Summary

The Contracts & Grants Specialist is responsible for preparation, drafting, review and negotiation of incoming agreements, and development, compilation, and submission of proposals for research, public service, and other contracts which may be assigned by the supervisor.

The Specialist works independently to assess complex grant, contract and subcontract transactions where analysis requires an in-depth evaluation of variable factors. This position uses advanced contracts and grants concepts to manage high volume and high complexity transactions and may review and guide others in the review of financial and administrative management requirements of research contract and grant proposals, awards and/or transactions to ensure compliance with institutional and sponsor policies. The Specialist may review and sign transactions for less experienced staff and may serve as a technical specialist in a particular area as needed by the department.

During the award negotiation and proposal development process, the Specialist will need to coordinate and obtain input from faculty and campus offices including Legal Affairs, Risk Management, Privacy, and Department managers. The Specialist will be responsible for interpreting internal guidance, negotiating inclusion of stakeholder requirements into agreements, and completing all assignments in a timely and professional manner.

The Specialist is expected to demonstrate the requisite requirements to sign and approve specified contract and grant agreements in accordance with University of California (UC) policies and procedures.

The Office of Sponsored Research (OSR) Awards Team provides expert services including proposal development, contract negotiation and award acceptance to faculty seeking contracts and grants with federal and non-profit funders. OSR is an advocate for UCSF and provides comprehensive pre-award services. OSR is comprised of shared service teams including Proposals and Grants Specialists, Contracts and Subcontracts Specialists and Team Managers supporting 2000+ faculty, and is responsible for pre-award contract and grant activity for the campus.

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences, health professions and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences.


Required Qualifications

• Bachelor's degree in related area, and/or equivalent experience/training
• Five or more years of related work experience that demonstrates the necessary level of analytical, problem-solving, initiative, judgment, decision-making, organizational and communications skills
• Extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment
• Knowledge of Federal Acquisition Regulation, Code of Federal Regulations, sponsor-specific policies, intellectual property policy, conflict of interest requirements, publication rights, application of indirect cost rates or other complex concepts in research administration
• Experience researching and interpreting policies or regulations. Knowledge of current compliance regulations relating to research administration
• Demonstrated experience negotiating contracts or the ability to demonstrate requisite knowledge of contracts to be assigned signature authority
• Skill in analyzing information and objectives to define problems, identify relevant issues or concerns, formulating alternatives to affect resolution, and selecting alternative problem resolutions having evaluated all implications for implementation of a given solution
• Demonstrated leadership or resource management skills: ability to coach, mentor, develop others; provide feedback and distribute work
• Proven ability to write reports, prepare presentations or other documents that convey information and ideas to the reader
• Ability to manage high volume and complex transactions
• Independent judgment, strong organization and communication skills and customer service focus with the ability to set priorities and meet deadlines
• Ability to provide high quality customer service and maintain professional communications

Preferred Qualifications

• Ability to perform highly complex financial analysis and customized reporting
• Ability to interpret policy for others. Knowledge of policies relating to sponsored research, compliance, academic personnel, the appropriate use of University facilities, etc.
• Experience with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements. Demonstrated knowledge of distinctions between various contract mechanisms and the ability to interpret the varying objectives and needs of internal and external stakeholders
• Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles
• Demonstrated advanced competence in the use of spreadsheet and database software in financial analysis and budget development
• Ability to use a variety of database applications and software
• Ability to be a team player. Works with Office of Sponsored Research (OSR) staff in identifying areas for improvement in office procedures and policies, and creating and implementing new methods
• Ability to support change management objectives including ability to learn and process a variety of awards
• Ability to work independently under heavy pressure and to know when to ask questions
• Ability to manage the responsibilities of signature authority; considering impact to University, sister campuses, faculty, students, and programs in making significant institutional commitments



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