Contracts and Grants Analyst

Position Number: 40075955

Payroll Title: Research Administrator 2 CX

Job Code: 004486

Job Open Date: February 5, 2025

Application Review Begins: February 21, 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 $36.01/hour. 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 $51.43/hour.

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 41 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. Works on proposals of moderate scope such as single investigator NSF proposals where analysis of financial information or reports require review of a variety of factors (e.g. budgets, salaries, expenses, etc.) Receives assignments and analyzes problems, gathers data and information, and recommends solutions. Completes transactions for signature by manager or authorized institutional official. Maintains effective working relationships and coordinates closely with Principal Investigator, department staff, Office of Research, other campus central and academic departments. Is independently responsible for gift processing and projecting salary, benefits, tuition, and fees in GUS. Prepares subaward invoices for payment. Supports the broader Financial Unit as backup/overflow preparer for travel, entertainment, membership, and miscellaneous reimbursement. Supports the Contracts and Grants Unit in backing up the other Contracts and Grants Analyst.

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:

• This position is funded through March 31, 2026 pending further funding.
• 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% Proposal Submissions- Responsible for proposal preparation and submission to various federal, state, University, and private funding agencies. Collaborates with the Principle Investigators (PIs) to develop detailed budgets, budget justifications, and gather and upload all required documents for proposal submissions.
• 15% Financial Administration- Posts transactions in the automated accounting system (GUS). Deposits cash received for personal expenses incurred. Processes gift payments including processing UDEV and 700U forms, working with accounting to have the funds placed in the appropriate account, and delivers check payments to the cashier. Researches and resolves any outstanding expenditure issues and/or payments. Must have working knowledge of UC, Federal, and State policies, procedures, and regulations as they pertain to departmental and extramural funds. Accounts Payable: Prepares invoices for payment by ensuring the orders are complete. Obtains the appropriate signature(s) and authorization(s). Verifies that prices are charges correctly prior to their payment. Works with Business & Financial Services to resolve errors when problems arise.
• 10% Contracts and Grants Administration- Responsible for updating GUS to reflect project status and activities of new awards, no cost extensions, and renewed awards. Creates and maintains physical and electronic files for all proposals from submission to closing of the awards. Purges records at appropriate and determined intervals. Receives, obtains authorizations, and processes subcontract invoices. Independently processes gifts and is the liaison with Development for matters related to gift funding
• 10% Miscellaneous- Back-up preparer for travel, entertainment, membership, and miscellaneous reimbursements. Must be knowledgeable of UC, Federal, and State policies, procedures, and regulations as they pertain to and affect the allowability and reimbursement of supplies/equipment, entertainment, membership, and travel expenditures. Back-up to the Financial Assistant for posting travel advances, travel vouchers, entertainment, and miscellaneous reimbursements in the department shadow system (GUS). Creates and maintains financial and personnel folders and files. Duties as assigned by MSO, Financial Services Manager, and Contracts and Grants Manager.
• 5% Personnel Administration- Projects salary and benefits for approximately 200 employees. Must be familiar with Federal, State and University payroll regulations. Maintains knowledge of Staff personnel, Academic personnel, Graduate Division, and Union policies and procedures as they pertain to employment. Projects tuition, fees, and benefit costs for all GSR's, TAs, and Readers. Maintains knowledge of Academic personnel, Graduate Division and Union policies and procedures related to graduate student fee remission.

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 - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students 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 Opportunity/Affirmative Action Statement:

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Reasonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

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