University of California - Santa Barbara
Contracts and Grants Administrator
University of California - Santa Barbara, Santa Barbara, California, us, 93190
Job Posting Details
Job ID:
80250 Location:
UCSB Campus Full/Part Time:
Full Time Overview
Position Number: 40072623 Payroll Title: Research Administrator 3 Job Code: 006206 Job Open Date: 8/4/2025 Application Review Begins: 8/19/2025; open until filled Department Code (Name): PHYS (PHYSICS DEPT) Percentage of Time: 100% Union Code (Name): 99 (Non-Represented) Employee Class (Appointment Type): Staff (Career) FLSA Status: Exempt Classified Indicator Description (Personnel Program): PSS Salary Grade: Grade 21 Work Location:
Broida Hall - 3411 Working Days and Hours:
Mon-Fri; 8am-5pm Benefits Eligibility:
Full Benefits Type of Remote or Hybrid Work Arrangement:
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 Physics Department is widely regarded as one of the premier physics departments in the world. UCSB's Physics faculty include two Nobel Laureates, 16 memberships of the National Academies, and a host of award-winning faculty. UCSB's relatively small Physics Department is now ranked among the top 10 graduate programs in the Nation. The Department provides a broad set of support services including administrative, student affairs, extramural grant administration, staff support for instructional courses, outreach, computing, a machine shop, and purchasing staff. Benefits of Belonging
Working at UC means being part of a vibrant institution. Excellent retirement and health benefits are among the rewards. Learn more about the benefits of working at UC. Job Duties Summary
Under the direction of the divisional contracts and grants supervisor, this role is responsible for pre- through post-award administration of a shared workload for contracts and grants and research gift funds in the Physics Department and the ITST Center. Independently responsible for approximately half of Physics awards, currently 130 projects totaling over $62 million administered annually. About 100-135 proposals are submitted annually to over 30 funding agencies and private industry. Duties include: proposal preparation and budgets, analysis of award terms and conditions, University and Agency form preparation for new, continuing, supplemental awards and renewed contracts, coordinating proposal submission and deadlines; preparing detailed reports and projections; maintaining awareness of policy changes related to C&G administration; ensuring compliance and audit-ability. Provides post-award financial management for an assigned portfolio of sponsored projects. Presents reports and maintains documentation for audit readiness. Collaborates with campus partners such as SPO, EMF, Payroll, Procurement, and Accounts Payable.
Required Qualifications: Bachelor's Degree in related area and/or equivalent experience/training. 1-3 years of experience independently developing research proposals/awards related to contract and grant management. 1-3 years of experience preparing complex proposal budgets and support documents as required by proposal guidelines. 1-3 years of experience with pre- and post-award administration. 1-3 years of experience working collaboratively as part of a team. Preferred Qualifications: In-depth knowledge of federal, UC and agency-specific policies and procedures regarding contract and grant administration, including OMB Uniform Guidance Regulations. Strong analytical, critical thinking and organizational skills. Ability to understand, interpret, apply and communicate policy and regulation. Ability to perform complex financial analysis and customized reporting using spreadsheets and databases. Ability to prioritize, self-direct and independently manage multiple projects in a high-volume environment. Excellent written and verbal communication skills. Work proactively and effectively under deadlines. Ability to work collaboratively with multiple personalities as a team member. Special Conditions of Employment: Must be able to work various hours on occasion to accommodate deadlines associated with proposal submission. Satisfactory conviction history/background check UCSB is a Tobacco-Free environment Misconduct Disclosure Requirement: As a condition of employment, the final candidate will be required to disclose if they have had certain misconduct findings or investigations within the last seven years. The following policies address misconduct: UC Sexual Violence and Sexual Harassment Policy; UC Anti-Discrimination Policy; Abusive Conduct in the Workplace. See policy resources for details. Job Functions and Percentages of Time
40% Pre-Award Contract & Grant Administration
- Responsibilities include proposal preparation/submission, budgeting, liaison with SPO and other offices, and ensuring compliance and auditability throughout the proposal lifecycle. Manage timelines, status checks, and documentation for RAS and other approvals; maintain processes with OR applications and databases. 60% Post-Award Research Financial Management
- Manage financial lifecycle of complex awards, including budgeting, fund allocation, expenditure monitoring, reconciliation, and closeout. Ensure allowability and compliance, prepare financial reports, monitor subrecipient invoicing, and coordinate with SPO for final invoicing and closeout. UC Vaccination Programs Policy: As a condition of employment, you will be required to comply with UC policy on vaccinations. See policy for details and compliance dates:
Vaccination Programs Policy . Equal Employment Opportunity: The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration regardless of race, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law. Reasonable Accommodations: The University of California provides accommodations in the application process. For accessibility or accommodation requests, contact Katherine Abad at 805-893-4664 or katherine.abad@hr.ucsb.edu. Privacy Notification Statement: Privacy notice and details about the UCSB Annual Security and Fire Safety Report disclosures are available as part of the application process. Application Status: To check status, log into the Candidate Gateway and view "my activities".
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Job ID:
80250 Location:
UCSB Campus Full/Part Time:
Full Time Overview
Position Number: 40072623 Payroll Title: Research Administrator 3 Job Code: 006206 Job Open Date: 8/4/2025 Application Review Begins: 8/19/2025; open until filled Department Code (Name): PHYS (PHYSICS DEPT) Percentage of Time: 100% Union Code (Name): 99 (Non-Represented) Employee Class (Appointment Type): Staff (Career) FLSA Status: Exempt Classified Indicator Description (Personnel Program): PSS Salary Grade: Grade 21 Work Location:
Broida Hall - 3411 Working Days and Hours:
Mon-Fri; 8am-5pm Benefits Eligibility:
Full Benefits Type of Remote or Hybrid Work Arrangement:
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 Physics Department is widely regarded as one of the premier physics departments in the world. UCSB's Physics faculty include two Nobel Laureates, 16 memberships of the National Academies, and a host of award-winning faculty. UCSB's relatively small Physics Department is now ranked among the top 10 graduate programs in the Nation. The Department provides a broad set of support services including administrative, student affairs, extramural grant administration, staff support for instructional courses, outreach, computing, a machine shop, and purchasing staff. Benefits of Belonging
Working at UC means being part of a vibrant institution. Excellent retirement and health benefits are among the rewards. Learn more about the benefits of working at UC. Job Duties Summary
Under the direction of the divisional contracts and grants supervisor, this role is responsible for pre- through post-award administration of a shared workload for contracts and grants and research gift funds in the Physics Department and the ITST Center. Independently responsible for approximately half of Physics awards, currently 130 projects totaling over $62 million administered annually. About 100-135 proposals are submitted annually to over 30 funding agencies and private industry. Duties include: proposal preparation and budgets, analysis of award terms and conditions, University and Agency form preparation for new, continuing, supplemental awards and renewed contracts, coordinating proposal submission and deadlines; preparing detailed reports and projections; maintaining awareness of policy changes related to C&G administration; ensuring compliance and audit-ability. Provides post-award financial management for an assigned portfolio of sponsored projects. Presents reports and maintains documentation for audit readiness. Collaborates with campus partners such as SPO, EMF, Payroll, Procurement, and Accounts Payable.
Required Qualifications: Bachelor's Degree in related area and/or equivalent experience/training. 1-3 years of experience independently developing research proposals/awards related to contract and grant management. 1-3 years of experience preparing complex proposal budgets and support documents as required by proposal guidelines. 1-3 years of experience with pre- and post-award administration. 1-3 years of experience working collaboratively as part of a team. Preferred Qualifications: In-depth knowledge of federal, UC and agency-specific policies and procedures regarding contract and grant administration, including OMB Uniform Guidance Regulations. Strong analytical, critical thinking and organizational skills. Ability to understand, interpret, apply and communicate policy and regulation. Ability to perform complex financial analysis and customized reporting using spreadsheets and databases. Ability to prioritize, self-direct and independently manage multiple projects in a high-volume environment. Excellent written and verbal communication skills. Work proactively and effectively under deadlines. Ability to work collaboratively with multiple personalities as a team member. Special Conditions of Employment: Must be able to work various hours on occasion to accommodate deadlines associated with proposal submission. Satisfactory conviction history/background check UCSB is a Tobacco-Free environment Misconduct Disclosure Requirement: As a condition of employment, the final candidate will be required to disclose if they have had certain misconduct findings or investigations within the last seven years. The following policies address misconduct: UC Sexual Violence and Sexual Harassment Policy; UC Anti-Discrimination Policy; Abusive Conduct in the Workplace. See policy resources for details. Job Functions and Percentages of Time
40% Pre-Award Contract & Grant Administration
- Responsibilities include proposal preparation/submission, budgeting, liaison with SPO and other offices, and ensuring compliance and auditability throughout the proposal lifecycle. Manage timelines, status checks, and documentation for RAS and other approvals; maintain processes with OR applications and databases. 60% Post-Award Research Financial Management
- Manage financial lifecycle of complex awards, including budgeting, fund allocation, expenditure monitoring, reconciliation, and closeout. Ensure allowability and compliance, prepare financial reports, monitor subrecipient invoicing, and coordinate with SPO for final invoicing and closeout. UC Vaccination Programs Policy: As a condition of employment, you will be required to comply with UC policy on vaccinations. See policy for details and compliance dates:
Vaccination Programs Policy . Equal Employment Opportunity: The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration regardless of race, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law. Reasonable Accommodations: The University of California provides accommodations in the application process. For accessibility or accommodation requests, contact Katherine Abad at 805-893-4664 or katherine.abad@hr.ucsb.edu. Privacy Notification Statement: Privacy notice and details about the UCSB Annual Security and Fire Safety Report disclosures are available as part of the application process. Application Status: To check status, log into the Candidate Gateway and view "my activities".
#J-18808-Ljbffr