Sponsored Projects Analyst II or III (SPA II or III)
California State University San Marcos (CSUSM) - employed by CSUSM Corporation
Full-time, Regular with Benefits
$51,000 - $85,000 a year (Range is span of SPA II /SPA III level positions) – starting position level and salary DOE
(Total Compensation including Benefits $71,400 to $119,000*)
- Based on health insurance coverage for employee + family
Competitive salary with outstanding benefits package to include a full health insurance program offering 100% paid premium options for employees and their dependents, 403(b) Retirement Plan with an 8% Employer Contribution - 100% immediate vesting - with a 3% Employee Contribution, and so much more! Full benefits and other information can be found on the CSUSM Corporation website, https://www.csusm.edu/corp/hr/benefits/summary.html.
August 9, 2019
First review August 19, 2019 - Open Until Filled
Under the general direction of the Director in the Office of Sponsored Projects, the Sponsored Projects Analyst (SPA) is responsible for administering externally funded grants and contracts, from receipt of award to closeout in addition to subsequent audit and record retention requirements. The SPA is the lead fiscal administrator and primary contact for a portfolio of assigned sponsored project awards with expenditure activity totaling $1-$10 million per year. The SPA performs a variety of project, budget and fiscal analysis, accounting functions, and contract reviews and negotiations. The SPA ensures compliance with the policies and procedures of California State University San Marcos Corporation and the requirements of the funding agencies in addition to federal and state government regulations and standards. The SPA functions as a liaison between campus and auxiliary departments, subrecipients and/or subcontractors, federal grant officers, and state agency administrators. The SPA is accountable for the work results of administrative post-award support and provides professional level support in the area of preparation and negotiation of agreements, including federal contracts, educational project agreements, non-disclosure agreements, visitor agreements, material transfer agreements, outgoing subawards/subcontracts, and other agreements, as required. The SPA exercises independent discernment ensuring that contractual agreements are entered into on terms that are acceptable to CSUSM Corporation. The SPA provides customer service and training to principal investigators (PIs)/Project Directors (PDs), department staff, and sponsors and serves as an expert in fund accounting and financial and administrative compliance. The SPA shares authority with PIs/PDs in making decisions regarding the financial administration of sponsored projects. Post-award administrative support includes, but is not limited to, timely account set up, new PI/PD orientation, project budgeting, cost sharing/match reporting, subrecipient administration, financial reporting, project close out requirements, and compliance with sponsor terms and conditions, federal regulations, and institutional policies and procedures. The SPA also prepares invoices and provides expertise level support on collections and accounts receivable, and reporting on cash management funds and activities. The SPA may also be assigned special projects to resolve complex issues in order to improve the efficiency, effectiveness, and development of the office and organization. Occasional local or out-of-area travel may be required.
Essential Job Functions:
Post-award Administration – 65%
Set up awards in a timely manner to include a review and overall assessment, identifying any special award terms and conditions, schedule of deliverables, method of reimbursement, and ensuring awards are entered into systems accurately.
Regularly monitor portfolio of awards, including preparation and processing grant continuations and agreement modifications; determine the need for and initiate sponsor prior approval requests such as no cost extensions, carry forward of unobligated balances, and reductions of effort; identify need for additional funds or cost transfers; identify accounts in deficit and work with PIs to resolve.
Close out awards in a timely manner and ensure all closeout requirements have been met.
Manage deliverables for assigned projects:
prepare accurate financial reports and ensure timely submission to sponsors, as required. Prepare journal entries to transfer expenses, create invoices, and clear outstanding advances, as necessary.
Prepare and process accurate and timely billing, including reconciliation of cash receipts.
Maintain project budgets in financial system, ensuring accuracy and keeping up to date. Reconcile financials, including matching components, identify variances, investigate and resolve accounting errors or discrepancies and ensure adjustments allowable and are properly documented; review transactions for compliance with institutional policies, federal regulations, and award terms and conditions, as necessary.
Review and approve expenditure requests (e.g. travel requests and claims, hiring documents, vendor invoices) on a daily basis for assigned projects and ensure compliance and accuracy; advise on post-award spending and commitment activity.
Review, approve, and track subrecipient payments and invoices; assist with subrecipient monitoring activities and site visits, as necessary
Pre-award Contract Reviews – 15%
Take ownership of contracts in assigned portfolio and push each contracts through to timely execution.
Analyze and negotiate complex contractual documents on behalf of the corporation.
Ensure that terms and conditions are acceptable to the corporation. Interface with sponsor contracting officers to ensure that the corporation’s rights are protected, and the legal interests of the corporation is represented.
Advise faculty on potential risks and responsibilities.
Prepare and negotiate subaward/subcontract documents in a timely manner and, if applicable, ensure documents are in compliance with the Uniform Guidance and other applicable regulations.
Interact with faculty, staff and subrecipients to obtain applicable scopes of work, budgets, subrecipient information and other items as needed.
General Administrative – 10%
Develop and maintain effective working relationships internally and externally; work to resolve disputes between CSUSM Corporation, University, faculty, and/or funders.
Organize and maintain sponsored project administrative and financial records for all awards, including award notices and revisions, contract agreements and modifications, subawards, and service agreements, consistent with institution and sponsor requirements.
Provide training to project staff in the areas of sponsored projects administration, CSUSM Corporation electronic systems, policies, forms, and procedures.
Assist the management team in working with federal, state, and CSU system auditors to provide information and answer questions for audit compliance reviews.
Coordinate, record, and track incoming and outgoing OSP documents; perform a broad range of administrative, clerical, and project support activities, as required.
Other duties as assigned/required.
Leadership/Senior Level – 10%
Resolve complex issues without precedent and/or structure; function with a high degree of autonomy.
Manage a portfolio of highly complex sponsored project awards.
Partner with management to visualize and develop policy and strategy. Assess customer business needs, formulate recommendations to determine approach for managing and completing processes.
Lead and coordinate special projects that further OSP’s goals and objectives; make recommendations to improve administrative support and enhance customer service to faculty, PIs, students, and staff.
Assist in the development and review of policies and procedures; lead in the development and maintenance of office standard operating procedures and other guidance documents such as checklists and forms.
Make contributions to the development of OSP website content; make enhancement recommendations; ensure content is up to date.
Conduct and participate in training presentations, as necessary; develop training materials and programs.
Essential Competencies, Knowledge, Skills, and Responsibilities:
Job knowledge focuses on the understanding and skills one needs in order to perform well in this role. It also focuses on the expectation to continually refine and improve the required skills by seeking out internal and external learning opportunities.
Has expert knowledge of advanced concepts, practices, and procedures in:
Grant and contract administration
Budget development, forecasting and monitoring
Organizational policies and procedures
The performance autonomy competency focuses on the level of independence one has when performing the work. Time-management skills are also a factor in this competency.
Related responsibilities include:
Handles all responsibilities in a timely and effective manner in the best interest of the institution. Duties include:
Work with funding agencies (both federal and non-federal) to resolve highly complex problems and/or obtain approval for deviation from authorized procedures.
Provide faculty and staff with clear and customer-oriented descriptions of grants and contracts processes.
Accountable for entering accurate project information in the sponsored projects administration and financial system.
Creates reports and tracking tools.
Back up work of other team members, contribute to special projects, and perform related duties as assigned.
The decision-making competency focuses on how much one is expected to make decisions when performing the work. It is directly aligned with the performance autonomy competency.
Related responsibilities include:
Effectively prioritizes tasks to meet established deadlines.
Seeks feedback from others as necessary to ensure decisions do not conflict with business needs.
Uses independent judgement and decision making to complete work on time and within compliance.
Escalate issues to supervisor when needed.
The creativity competency focuses on the amount of design, development, and problem-solving creativity expected in the role.
Related responsibilities include:
Ability to interpret and apply complex government regulations and contractual terms.
Identify and provide recommendations on potential operational improvements.
Prepare advanced reports required by funding agencies, universities, and other government entities.
Proactively evaluate and resolve highly complex issues.
TEAMWORK AND MANAGEMENT
The teamwork and management competency focuses on the interaction and collaboration between team members. It also focuses on the ability to manage people and projects. Inherent in this competency is the ability to communicate orally and in writing and to improve communication skills as time and experience progress.
Related responsibilities include:
Liaises between a diverse group of clients, program personnel, and funding agencies.
Attends staff meetings and in-service training as required.
Performs all tasks to corporation standards without continuous direct supervision.
Performs miscellaneous tasks as assigned by the OSP Director and actively seeks additional tasks as time permits.
Seeks input and feedback from team members to improve individual work activities.
Serves as a resource to team members.
Provide administrative and financial support and superior customer service to PIs/PDs and sponsors while acting in the best interest of the CSUSM Corporation;
Demonstrate commitment to high quality customer service; maintain collaborative working relationships with PIs/PDs, various university and CSUSM Corporation departments, and sponsor representatives; maintain a good understanding of the reasoning behind the operating procedures of these departments in order to positively interpret the procedures to the PI/PD; work effectively, calmly, and with a high degree of tact and diplomacy in difficult situations with people from a variety of culturally diverse backgrounds; exercise discretion with regards to confidential information, materials, and records;
Comprehend and compose written communication regarding financial and complex information at high school graduate level and post-secondary levels; sufficient to effectively advise and educate faculty and staff;
Proficient analytical and discovery skills with the ability to identify and research complex issues, analyze data sources and provide sound solutions and recommendations;
Ability to self-direct work assignments and work independently and in groups; prioritize, plan, organize, and meet deadlines with distractions;
Advanced knowledge of federal, state, and private agency contract and grant regulations and requirements from proposal preparation through close out; including but not limited to cost accounting standards (CAS); understand and apply Generally Accepted Accounting Principles (GAAP).
Required Experience/Qualifications for SPA III:
Education and/or Experience
Bachelor's degree in Business, Accounting, Public Administration, or closely related field AND four (4) years of experience in financial or project management or accounting; preferably in contract and grant administration or at an institution of higher education; OR
Equivalent combination of experience, training and/or education.
Must obtain Certified Research Administrator (CRA) designation from the Research Administrators Certification Council (RACC) within four (4) years of beginning employment and must maintain certification while in the position.
Highly motivated, detail-oriented, focused, adaptive, quick learner with a professional demeanor.
Demonstrated ability to maintain a positive attitude and respond to requests in a timely manner.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to solve practical problems.
Ability to deal with stressful situations and competing demands effectively.
Ability to think logically in order to troubleshoot, analyze situations, and make sound decisions.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Preferred, but not required:
Technical and working knowledge of government regulations, cost principles and administrative requirements, including but not limited to the Uniform Guidance, FAR, and other compliance requirements such as conflict of interest, export control, human subjects, and research misconduct;
Knowledge of the California State University and auxiliary services infrastructure and operations.
The marginal functions of this position have not been included. This job description in no way implies that these are the only duties to be performed. An employee will be required to follow any other job-related instruction and to perform any other job-related duties requested by the supervisor.
This position is subject to a criminal background check and the incumbent must pass and hold a satisfactory outcome at all times.
Must participate in CSUSM Corporation, CSU, and university-wide trainings as required.
This position may supervise department student assistant, if necessary.
"JEANNE CLERY ACT AND CAMPUS FIRE SAFETY RIGHT-TO-KNOW LAW" NOTIFICATION - See website located at http://www.csusm.edu/clery/.
CSUSM Corporation is an Equal Opportunity Employer that is strongly committed to promoting diversity in all areas of the campus community. We consider qualified applicants for employment without regard to age, physical or mental disability, gender or sex, genetic information, gender identity, gender expression, marital status, medical condition, nationality, race or ethnicity, religion or religious creed, sexual orientation, ancestry, and veteran or military status or any other status protected by federal, state or local laws.
For questions or if you experience any difficulties with the online application process, please contact CSUSM Corporation Human Resources at (760) 750-4700 or email@example.com.