Job No: 525164
Work type: Staff
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)Job Summary:
The Sponsored Programs Administration Research Analyst (RA) will act as a post award liaison for principal investigators/project directors (PI/PD) and will require close collaboration with campus and auxiliary personnel, sub-recipients and/or subcontractors, federal grant officers, state agency administrators, and other CSU campuses.
Major duties and responsibilities
Project management and award set up:

• The Sponsored Programs Administration Research Analyst (RA) will act as a post award liaison for principal investigators/project directors (PI/PD) and will require close collaboration with campus and auxiliary personnel, sub-recipients and/or subcontractors, federal grant officers, state agency administrators, and other CSU campuses.
• Use independent judgement and expertise to perform timely, compliant, post award administration to and assigned workload of grant and contracts in accordance with sponsor specific regulations, OMB 2 CFR 200, and institutional policies and will have direct responsibility and accountability for work results.
• Perform work in situations where numerous demands are involved and will determine approaches to project management and prioritize and manage an assigned workload of projects.
• Will be a point of contact, for PI/PD, related to all post-award issues for and policy and procedural matters to ensure compliance with applicable regulations and funding terms and conditions
• Utilize analytical skills to perform policy research, analysis, and evaluation, related to grants and contracts fund management to include, fiscal and budget analysis, financial oversight, accounting, compliance, and problem solving.
• Review award documents to develop award notifications according to established procedures award set up procedures, develop expenditure and cost share chart of account (COA), determine budgetary guidance and restrictions, budget load requests, extract reporting requirements and due dates.
• Review and analyze award documents, various accounting processes, funding agency terms and conditions, OMB 2 CFR 200 regulations and institutional policies to conduct orientation and provide training to PI/PD and project staff.
• Review critical award attributes including indirect costs and input /update in the CFS Grant Module.
• Generate and maintain all award related documents and correspondence in electronic files

Financial oversight - account analysis, compliance oversight, and problem solving:

• Provide financial oversight of an assigned workload of grants and contracts in accordance with funding agency terms and conditions, institutional policies and processes, and OMB 2 CFR 200 from notice of award to closeout.
• Conduct account analysis, budget variance analysis, review of financial statements, queries of expenditure transactions, and encumbrances to identify and resolve problems.
• Provide training to PI/PD and project staff on how to generate and read CFS financial statements, queries, and drilldowns.
• Analyze detailed transactional general ledgers to compile month/year-end journal entries.
• Prepare no-cost extensions and carryover of unexpended balances from funding agency.
• Prepare budget adjustments or modifications and cost transfers, journal entries and generate requests to funding agency for approval and/or for processing in Peoplesoft.
• Conduct regular meetings with PI/PD to address discrepancies or to resolve deficits, recommend solutions, anticipate future problems, and advise on corrective transactions as needed.
• Analyze and reconcile budgets and financial data to prepare budget projections to ensure funds availability through the funding period.

Project expenditure authorization and compliance:

• Utilize agency regulations, OMB 2 CFR 200, and institutional policies to analyze, manage, review, and authorize various transactions, expenditure documents, travel claims/advances, and contracts.
• Determine funds availability, adherence to budget, allowability, allocability, and compliance with agency and institutional regulations and policies
• Interpret and analyze agency regulations, OMB 2 CFR 200, and institutional policies/regulations to make sound business judgement and apply critical thinking skills to resolve issues and determine the appropriateness and risk associated with approval of exceptions.
• Utilize operational and fiscal knowledge to review and approve Release Time Contracts, Item Type Set ups, invoices for university services, reimbursements to campus, and HR/Personnel documents.

Contract development and administrative oversight of contractual, procurement and reporting requirements:

• Compile all required supporting documentation, certifications, eligibility requirements and approvals to develop and issue project related external subawards and subcontracts.
• Review, approve, and track contractor expenditure activity/invoices to ensure compliance with applicable contractual and regulatory commitments/obligations and deliverables.
• Review and approve purchase requisitions for allowability and adherence to agency funding terms and conditions to release for further processing.
• Determine need to collect/provide applicable quotes, bids, sole source justifications, and other applicable required documentation.
• Prepare and submit agency required annual property reports.

Collection of Cost Sharing documents and Effort Reports:

• Provide advice and guidance to PI/PD and project staff for collection of acceptable documents needed to certify the cost sharing and effort reports, collect on a monthly/quarterly basis, and meet with project staff and internal and/or entities as needed to follow up on collection of documents.
• Develop initial cost share budget journal entry and subsequent journal entries to record allowable activity in CFS finance system.
• Collect and track cost share commitments/ documents and effort reports to ascertain allowability, accuracy and compliance with awarded budget, with regulations applicable to the funding agency and institutional policies, and compute appropriate value to be documented.
• Conduct ongoing monitoring and analysis of cost share accounts and conduct analysis of cost share financial statements to forecast problems and address them proactively.
• Monitor, maintain, and archive cost sharing and effort documentation in project file and ensure that accurate and allowable documentation is submitted to the funding agency during the invoicing process, audit, or at close out.
• Collaborate with other with other RA's to thoroughly compile effort of PI/PD from all sources to accurately record effort.
• Participate in training sessions to increase knowledge of research administration concepts, practices, and institutional policies related to cost share and effort reporting.

Conduct Project Close Out:

• Conduct award close out in accordance with funding agency/institutional policies and record retention management to ensure contractual obligations and compliance requirements are met.
• Maintain tracking of all assigned projects to ensure deadline are met to conduct closeout.
• Confer with PI/PD to review award end dates, deadlines for final expenditure submissions and programmatic and fiscal reports due to ensure contractual requirement have been met prior to closeout.
• Conduct analysis of general ledger/remaining funds and related salary schedules, analyze employee salary balances, employee vacation accruals, and applicable benefit charges to ensure all appropriate final expenditures are charged to determine final spending plans.
• Compile necessary journal entries to ensure all expenditures or obligations are captured and properly recorded for final invoice processing.
• Prepare and submit agency required annual technical /property reports.
• Conduct follow up with project director to ensure annual and final agency required progress reports are submitted timely.
• Conduct final close out in grant module and complete internal methods close-out checklist

Performs other related duties as assigned:

• Provide feedback as requested on SPA procedures and policies.
• Attend agency sponsored workshops and/or training to enhance capability through greater understanding of agency regulations and requirements.
• Participate in site visits, financial exams, desk reviews and audits conducted by internal and agency auditors as needed.
• Deliver and participate in trainings sessions to PIs and campus.
• Participate in professional development activities.

Minimum Qualifications: Required Education and Experience

• Bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
• Two years of related experience.

Required Qualifications

• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
• Working knowledge of operational and fiscal analysis and techniques.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications.
• Ability to anticipate problems and address them proactively.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
• Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications

• Experience working in an academic research administration setting.
• Experience with PeopleSoft Common Finance System.
• Experience in managing various types of award mechanisms including grants, contracts, subcontracts, and cooperative agreements.
• Familiarity with 2 CFR 200 Uniform Guidance (UG) /Office of Management and Budget (OMB) circulars applied to Federal grants.
• Certified Research Administrator (CRA) or Certified Financial Research Administrator (CFRA)

Compensation and Benefits:
Anticipated Hiring Range: $4170 -$5000 per month
Classification Salary Range: $4170 - $7545 per month
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Position Information:
Work status: Full-time/Exempt/Probationary
Schedule: Monday - Friday 8:00am - 5:00pm. Evening and weekends as needed.
The application deadline is: June 20, 2023.
Conditions of Employment
Background Check
Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
I-9
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
COVID-19 Vaccination
CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
Closing Statement:
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at jeanne.durr@csusb.edu
Smoking
CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.
Clery Act
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act