Contracts and Grants Analyst

This is an exempt, monthly paid position, eligible for UC benefits. See below.
This is a Santa Cruz based, hybrid remote-friendly position (up to two days remote, if the incumbent desires).
This is not a Visa-sponsored position.

Benefits to working at UC Santa Cruz include:

• Medical, Dental & Vision Care Insurance Plans
• UC Retirement Plans
• Group Term Life Insurance
• Legal Insurance
• Pet Insurance
• Paid Holidays plus accrued vacation and sick leave

For information on the comprehensive benefits package offered by the University visit the link here.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 11-26-2024

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The University of California Observatories (UCO) is a Multi-Campus Research Unit (MRU) funded via the UC Office of the President Office of Research and headquartered on the UC Santa Cruz campus. UCO operates on behalf of astronomers, researchers, postdoctoral researchers, graduate and undergraduate students across the UC system who are engaged in research, education and training in optical and infrared astronomy. In addition to managing the technical, physical plant and public outreach operations of the Lick Observatory on Mt. Hamilton, UCO provides the scientific and administrative liaison to the shared Keck Observatory on Mauna Kea, Hawaii and the international collaboration for the Thirty Meter Telescope (TMT) Project. UCO comprises extensive scientific and technical staff and facilities at UCSC and Lick Observatory as well as administrative and business services.

More information can be found at: https://ucobservatories.org/

JOB SUMMARY

The incumbent has a unique combination of pre- and post-award contract and grant development components, administrative and extramural budgeting processes, procedures, and compliance regulations for federal, state, private and internal funding sources. This position provides key research support, conducts fiscal analyses and provides regulatory research compliance oversight and implementation within a complex and growing organization. Incumbent serves in an advisory capacity to the PIs and Project Managers. Most of these researchers have multiple awards, spanning several years, requiring long range planning and resource management. Funds cover postdoctoral and GSR employment, summer salary for faculty, equipment purchases, travel and research support. The incumbent will also manage various divisional funds.

This position may be considered for hybrid work, subject to the terms of a telecommuting agreement and dependent on the needs of the research community, with the potential requirement to come to campus for some meetings or events. While telecommuting/remote working, the employee is responsible for ensuring a worksite environment suitable for accomplishing their regular job duties during scheduled hours of work and, if applicable, arranging for dependent care just as they would if they were working in person at a UCSC worksite.

APPOINTMENT INFORMATION

Budgeted Salary: $83,000 - $96,500 / Annually. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 006206 (RSCH ADM 3)

Travel: Never or Rarely

JOB DUTIES

50% - Post-Award Financial Management and Analysis

• Under general supervision, works closely with project managers, principal investigators, and administrative personnel to organize, plan and monitor fiscal budget control of contracts and grants, gifts, endowments and privately funded projects. Optimize and revise budgets as needed to respond to project needs, continuing to ensure allow ability and adherence to project goals. Apply professional concepts to provide funding projections, analyze spending and recommend adjustments to advise project managers and principal investigators of availability of funds, their appropriate use, and expenditure deadlines. Applies professional knowledge / experience to prepare, review and / or approve financial transactions.
• Staffing Analysis and Initiation - Under general supervision, initiate requests to ensure appropriate staffing (principal investigators, staff, postdoctoral scholars, graduate student researchers, undergraduate workers, and contractors) is established and maintained on each award. Use and maintain internal staff planning tools (worksheets, databases, and institutional financial systems).
• Policy Compliance - Apply professional concepts to advise on university and funding agency policy regarding awards to the principal investigator and project managers to ensure compliance. Stay abreast of regulations governing the use of state and federal fund sources and ensure appropriate expenditures of funds. Assist Office of Sponsored Projects to ensure all internal documentation, including statements of economic interest, conflict of interest, and subcontract agreements are completed correctly and up to date.
• Contract & Grant Reporting - Coordinate reports of moderate scope to federal and state agencies and private foundations. Entails understanding and following agency guidelines, obtaining accurate financial and other information, communicating requirements and instructions to the principal investigator and project leads, gathering information from sub-awardees, compiling all report components, and ensuring completeness and timely submission. Participate in contracts and grants closeout process; submit final reports and certificates. Compile information and documents needed for audit inquiries.
• Acts as back up support to the Sr. Financial Analyst.

25% - Pre-Award Management

• Initiate, develop, and shepherd new proposals and funding renewal requests of moderate scope through the submission process, which involves understanding and communicating the funding opportunity rules and guidelines. Developing budgets and justifications using agency guidelines, and soliciting text and other materials from faculty and staff, required by proposal guidelines. The incumbent will also work with the Office of Sponsored Projects to generate final submission materials, communicate with agencies, and respond to agency requests for further information.
• Provide pre-award assistance to Sr. Financial Analyst during peak time of proposal submissions.

20% - Other Financial Analyst Support

• Manage Divisional portfolio of income, gifts and endowment funds. Monitor all funding and expenditure activities to include analyzing funding sources and purposes Reconcile and provide monthly financai reports.
• Participate in preparation and submission of the UCO MRU annual financial reports, including the annual budget request report and annual fiscal close report.
• Perform various analyses and comparative feasibility studies. Perform other Ad hoc financial/ reports as assigned by the Associate Director.
• Provide financial analysis to support Senior Financial Analyst in the area of Fabrication Project and related functions. Serve as back up for Senior Financial Analyst.

5% - Other

• Make recommendations on maintaining and strengthening internal controls to protect University resources.
• Ensure compliance to OMB A-21 and specific agency policies. Manage account structure, including appropriate establishment and tracking of internal activity codes. Compile data and prepare confidential statistical reports.
• Participate in all internal and external audit activities.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
• Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.
• Ability to perform complex financial analysis and customized reporting.
• Experience managing multiple priorities and ability to know when to ask for help when prioritizing in a deadline-driven environment.
• Demonstrated ability to establish and maintain productive, cooperative, and professional working relationships in a team environment.
• Ability to maintain independent judgment.
• Strong organization skills.
• Strong communication skills.
• A customer service focus across broad and diverse subject areas.
• Maintains current knowledge of compliance regulations in all areas of research administration.

PREFERRED QUALIFICATIONS

• Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.
• Previous experience in a university institution or non-profit organization.
• Experience in recharge services.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Will be required to work a hybrid work schedule, days of the week and number of days to be determined, and be able to fulfill requirements of the UCSC telecommuting agreement.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Employment 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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