Under the direct supervision of the Grants Manager, this position works as part of the three-person Grants Team and is a key team member within the Administrative Division and the State Office.

The Grants Specialist has primary responsibility for :

• Providing pre-and post-award oversight and coordination of funded projects for CSFS and
• Coordinating the submission of proposals to funding agencies.
• Further responsibilities include assisting and supporting Program Specialists / Managers in utilizing federal grant-funding and other personnel throughout the CSFS on the correct application of Federal Cost Accounting Standards relative to project expenditures, other necessary accounting principles, audit requirements, financial guidelines and policies, compliance with CSU policy, etc.

The Grants Specialist will report compliance problems to the Grant Manager and recommend solutions. This position must have great attention to detail when creating and reviewing grant documentation.

The Grants Specialist serves as the liaison between CSFSs Principal Investigators (PIs) and the Office of Sponsored Programs (OSP).

Systems may include Kuali Financial System (KFS), Kuali Research (KR), Symphony, Research Project Status (RPS), and WebFocus.

The ability to utilize these systems and review reports allows the coordinator to accurately complete transactions and identify and correct accounting and budgeting issues.

The Grants Specialist works with all of CSFSs active investigators to provide front-line support to all active projects within the unit.

The position helps to ensure that PIs are meeting the administrative requirements on their grants with accuracy and will aid PIs in budget oversight over the life of the grant.

This position requires knowledge to oversee and manage the grant and restricted funds for university compliance with state regulations, generally accepted accounting standards, non-federal and federal grant sponsor reporting requirements, OMB circulars, and other federal requirements.

The coordinator detects problems and works with supervisor to advise PIs and grant staff on proper actions required to come to a resolution.

The Grants Specialist works closely with PIs to coordinate and submit multiple research proposals and ensure compliance with sponsor requirements, including cost-share requirements, through consultation with sponsor representatives and the Office of Sponsored Programs.

The coordinator assists PIs in developing budgets, including staffing plans and research expenses and develops proposal budgets and budget justifications, ensuring adequate availability and support of required personnel and equipment.

The position also coordinates pre-award efforts with the Office of Sponsored Programs, to ensure smooth interactions with funding organizations and that all parts of the University that need visibility into projects and proposals are kept properly informed.

Position is expected to act independently while working closely with the CSFS Grants Manager. Required Job Qualifications

• Bachelors degree in accounting, business, communications, or a related field.
• Minimum of four years of professional finance or accounting experience.
• Strong written communication skills, as evidenced by application materials.

Preferred Job Qualifications

• A degree or post-bachelors degree certificate in Contract / Research Administration or related field.
• Demonstrated experience in grant writing or in research project management.
• Natural resource grant support experience.
• Knowledge of OMB Uniform Guidance cost accounting guidelines.
• Knowledge of the administration and management of federal grants.
• Experience creating budgets and budget justifications.
• Experience preparing and submitting grant / research proposals.
• Knowledge of Kuali Financial System (KFS)
• Knowledge of Kuali Research proposal development system (KRPD).
• Demonstrated experience in providing excellent customer service skills, working in a team environment, collaborative approach to work, and building effective professional relationships.
• Detail-oriented
• Strong communication skills.
• Strong skills in Microsoft Word, Excel, and Adobe Acrobat.

Diversity Statement Demonstrated knowledge of, and relevant ability with, culturally diverse communities among potential target and constituent populations.

Essential Duties Job Duty Category Pre-Award Proposal Development Duty / Responsibility

• Review and interpret proposal announcements to ensure proposals meet unique sponsor guidelines for multiple funding mechanisms including grants or contracts, task orders, or cooperative agreements.
• Advise CSFS personnel on the requirements for proposals. Establish timeline to meet critical deadlines, especially for collaborative proposals or proposals with subrecipients.
• Utilize OMB Uniform Guidance and CSU policies and procedures to develop budgets. Requires professional knowledge of effort requirements, fringe rates, travel limitations, allowable supplies, contracting, sub awards and CSFS Cost Sharing pass through to landowners and HOAs, indirect cost (IDC) rates, and 3rd Party cost share.
• Create Kuali Research (KRPD) proposal documents for University review and approval, adhering to Sponsored Programs and sponsor deadlines.
• Manage entry of proposal budget and supporting materials to government agency portals such as NOFO (Notice of Funding Opportunity), Budget Justification (Blue Bar Budget), Sub award forms, SOWs (Scope of Work) / Narrative, Expanded Budget Narratives, , A, Budget B, Modifications, F&A (finance and administrative cost) split, CSA (Cost Share Account) ICF,1% Minimum, 3rd Party Cost Share Report into KRPD.
• Request approvals for pre-award spending as required.
• Address any proposal issues revised by Office of Sponsored Programs.

Percentage Of Time 25% Job Duty Category Post-Award Transaction Approval and Budget Review Duty / Responsibility

• Guide and assist PIs in understanding University fiscal policy and procedure. Ensure PIs and grant staff follow University fiscal policy and procedure.
• Confirm the grant budget balance is available for spending and ensure appropriate forms and processes are used for purchases and financial transactions.
• Analyze, review and authorize payment requests for restricted funds to ensure all pay documents are in compliance with budgeted expenditures and for authorization under grant awards.
• Verify all transactions for accuracy with respect to account balances, object code requirements, compliance with grant agreement language / requirements, university, state and federal requirements.
• Create Disbursement Vouchers (DVs), General Ledger Transactions (GLTs), and Budget Adjustments (BAs). Verify all transactions for accuracy, appropriate justification and object code per Sponsored Programs and CSU B&FS guidelines.

Change accounts as needed to reflect accurate accounting.

Review cash balances, monitor progress on work with PIs on budget spending.

Percentage Of Time 25% Job Duty Category Grant Analysis, Reporting & Planning Duty / Responsibility

• Keep CSFS Grants Manager apprised of current and future funding opportunities and plans for capture of those opportunities.
• Create, monitor, and update record-keeping systems to compile data and prepare reports on department grant submissions and subsequent awards.
• Utilize data to enhance grant submission processes and improve future proposals.
• Develop strategies for research management.

Percentage Of Time 15% Job Duty Category Post-Award Grant Financial Management Duty / Responsibility

• Analyze, monitor, reconcile and produce monthly reports for grant accounts, including cost-sharing accounts, for PIs. When reconciling accounts and checking balances, create Budget Adjustments (BAs) or GLTs when necessary and coordinate with the Finance Manager and / or Program Specialist.
• Review monthly diagnostics, investigate and correct problems / discrepancies by revising the routine and / or posting a journal entry.
• Create and maintain outstanding encumbrances for 53-sponsored fund projects within the Forest Planning and Implementation and the Science and Data Division programs.
• Receive, audit and process payment requests against grant encumbrances. Process associated dis-encumbrance entries.
• Oversee and manage CSFSs grant and restricted funds for university compliance with state regulations, generally accepted accounting standards, non-federal and federal grant sponsor reporting requirements, OMB guidance, and other federal requirements.
• Detect problems and work with supervisor, Finance Manager, outside departments, and funding agencies to advise on proper actions required to come to a resolution.
• Prepare historical financial reports for the CSFS Leadership and offer strategic review as needed.
• Operate all University software systems used by Accounting, Accounts Payable, and Sponsored Programs, including Kuali Financial System, and WebFocus.

Percentage Of Time 35% Application Details

Last updated : 2024-05-13