Contracts and Grants Administrator

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

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $71,600 to $96,500/year. 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 salary range for this position is $71,600 to $127,400/year.

Work Location: Broida Hall - 3411

Working Days and Hours: Mon-Fri; 8am-5pm

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 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 complexity of the Department is represented by the provision of a broad set of support services: administrative, student affairs, extramural grant administration, staff support for instructional lecture and laboratory courses, outreach activities, computing services, a machine shop that supports student and faculty research, and a storeroom and purchasing staff that serve many campus departments.

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 direction of the divisional contracts and grants supervisor, is responsible for pre- through post-award administration of a shared workload for contracts and grants and research gift funds made to the department of Physics and the ITST Center. Independently responsible for approximately half of Physics awards, currently 130 projects totaling over $62 million administered annually. Between 100-135 proposals are submitted annually to over 30 different funding agencies and private industry. Duties include: proposal preparation and budgets, analysis of award terms and conditions, University and Agency form preparation for all new, continuing, supplemental awards and renewed contracts, coordination of proposal submission and managing deadlines; prepare detailed reports and projections, keeping abreast of newly implemented policies and procedures related to C & G administration and personnel, ensuring compliance and audit-ability. Work regularly and independently on complex proposals and awards involving multiple investigators and sub-awards. Comprehensive knowledge of policy and regulations as related to contract and grant administration. Provides comprehensive post-award financial management for an assigned portfolio of medium to high-volume, complex sponsored projects. Reporting functionally to the Divisional Lead, this role supports UCSB's research mission through expert fiscal stewardship and effective coordination with faculty and central offices. Key responsibilities include general ledger reconciliation, transaction review and approval, budget monitoring and forecasting, cost transfers, and subaward and contract administration. The RFA ensures compliance with sponsor, federal, and university policies, maintains accurate records, and facilitates the timely closeout of awards. This position also serves as a resource for mentoring less experienced staff and collaborates regularly with campus partners such as Sponsored Projects Office (SPO), Extramural Funds Accounting (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 to include OMB Uniformed Guidance Regulations.
• Strong analytical, critical thinking and organizational skills.
• Must be able to understand, interpret, apply and effectively communicate policy and regulation.
• Ability to perform complex financial analysis and customized reporting utilizing spreadsheets and database software.
• 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 pressure of deadlines.
• Ability to work collaboratively with multiple personalities and function productively as a member of a team.

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 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:

• 40% Pre-Award Contract & Grant Administration - Independently responsible for all aspects of proposal preparation and submission to multiple federal, state, university and private funding agencies, ensuring that all proposals meet agency and UC guidelines prior to submission. Serves as liaison between the Office of Research, campus research departments, other campuses and institutions and various private, state and federal granting agencies for the P.I.s. throughout the proposal life-cycle. Prepares detailed budgets, consulting as necessary with Sponsored Projects Office (SPO) to ensure budgets are financially sound and compliant with UC and Funding agency policies, requirements and restrictions. Advises P.I.s on non-technical issues addressed in proposals, drafting and uploading non-technical portions as needed. Completes all necessary University and agency forms and application packages for new, supplemental, and renewal proposals. Determines appropriate proposal format submission logistics and procedures for proposals with multiple P.I.s, collaborators and subcontracts. Coordinates the acceptance, compliance, audit-ability and reporting requirements with the subcontractor and Office of Research. Responsible for submitting approval requests to EH&S. Schedules preparation and submission time lines to ensure the Office of Research and agency deadlines are met. Initiates status checks on pending proposals and continuation, renewal and new awards. Independently tracks proposal status and initiates status checks on pending proposals. Prepares and coordinates response for all post-submission requests, including revised budget, proposal file update, etc. keeps Extramural Manager informed of deadlines and any conflicts or issues that may arise. Advises P.I.s on options regarding requests for advance spending (RAS) and coordinates with PI, Extramural Manager, Department Chair, Dean's Office, SPO, and Extramural Funds Accounting to prepare and submit for approval all required documentation for RAS. Implements and maintains computerized budget preparation, proposal forms and logs. Prepares and updates the P.I.s Current & Pending support for proposal, obtains all required signatures and ensures applicable approvals are in place. Utilizes and maintains current in-depth knowledge of all relevant contract and grant policies as well as applicable administrative tools including web-based funding agency submission venues, OR applications and databases (ORBIT, Fastlane, CAYUSE, Grants.gov, proposal CENTRAL, etc.) Continually evaluates, refines and adapts processes for efficiency and maintaining current standards and practices.
• 60% Post-Award Research Financial Management - Plays a critical role in the post-award administration of sponsored research funding, ensuring compliance with federal regulations, sponsor terms, UC policies, and accounting standards while supporting faculty in the fiscal management of research portfolios. Independently manages the financial lifecycle of complex awards, including budget setup, fund allocation, expenditure monitoring, and award reconciliation and closeout. Confirms that spending aligns with approved budgets and funding periods, baselines project budgets prior to expenditures, and ensures all project roles and configurations are accurately maintained in UCSB's financial systems. Coordinates the setup of sponsored awards by verifying project configurations, chart fields, and award attributes for alignment with sponsor agreements. Manages Requests for Advance Spending (RAS) when funding is anticipated but not yet finalized. Ensures baseline budgets are established prior to the commencement of spending and that funding allocations are properly distributed across projects, including fabrication and cost-sharing components. Reviews financial transactions in boundary systems (Gateway, Concur, Transfer of Expense (TOE), Flexcard, UCPath)) for allowability, allocability, and availability of funds. Verifies General Ledger and project expenditures to ensure that they are allowable and reported accurately and timely, including monitoring pending transactions and resolving errors as necessary. Initiates compliant cost transfers as needed. Ensures salary cost transfers align with certified effort reporting and monitors for necessary recertifications. Oversees accurate tracking and fulfillment of cost-sharing obligations, including both payroll and non-payroll components. Prepares financial reports for Principal Investigators, including burn rate analysis, spending projections, and supports scenario modeling and spend planning. Maintains detailed documentation to support audit readiness. Monitors subrecipient invoicing to ensure compliance with sponsor terms, federal regulations, and UC policy by reviewing each invoice against the subaward agreement, budget, and period of performance to verify that expenditures are allowable, reasonable, and within the approved budget, and flags any discrepancies or unallowable charges for resolution. Confirms that cumulative billing does not exceed authorized funding and ensures timely PI review and approval. For final invoices, coordinates with the Sponsored Projects Office (SPO) to complete additional reviews, initiates subaward closeout procedures, and ensures commitments are released in UCSB's financial systems. Initiates award closeout procedures by monitoring end dates and ensuring timely action. Verifies the allowability of expenditures, reconciles payroll and non-payroll charges, and confirms submission of final invoices. Coordinates with central offices to finalize sponsor invoicing, prepares or supports required financial reporting, closes out commitments and subawards, and submits all necessary documentation in compliance with university and agency requirements. Provides guidance and training to departmental staff and junior RFAs on current research administration policies and procedures. Requires access to sensitive business and confidential information, and requires obtaining and maintaining campus delegation for the role. Requires strong financial acumen, meticulous attention to detail, and proactive communication to ensure sound financial stewardship in support of UCSB's research enterprise.

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 University of California Policy on Vaccinations - 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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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