Job Details

University of San Francisco
  • Position Number: 1671565
  • Location: San Francisco, CA
  • Position Type: Sponsored Programs, Grants, and Contracts

Contracts & Grants Administrator
University of San Francisco

USF Hilltop Campus

Job Title:
Contracts & Grants Administrator

Job Summary:
Reporting directly to the Director for Contracts and Grants, the Contracts and Grants Administrator is part of the team charged with building collaborative working relationships with USF faculty and providing faculty support in all aspects of pre- and post- award administration. The main duties of the Administrator are to support faculty throughout the proposal development process, including budget preparation; work collaboratively with university administration to obtain proposal approval; and communicate effectively with external partners and funding agencies. The Contracts and Grants Administrator will help faculty to manage their grants and perform post-award tasks related to grants administration. This includes budget monitoring, accounting and financial/compliance reporting related to the University's grants and contracts with federal, state, local agencies, and private foundations. He/she will administer policies and procedures to ensure compliance with the funding agency and the University's accounting standards. The person will work collaboratively with the OCG team, faculty, and the Office of Accounting and Business Services (ABS).

Full Job Description:

Job Responsibilities

  • Understand, interpret and apply OMB guidelines and other agency regulations that affect grants: including Uniform Guidance, A-133, CFR and PHS IRB regulations.
  • Stay current on federal government policy changes that affect sponsored projects administration.
  • Build and develop strong interrelationships with funders, agency representatives and other collaborating institutions. Initiate and participate in activities to fulfill the outreach strategy of OCG; promote research and develop visibility throughout the university.
  • Work collaboratively to resolve issues with the PI to satisfy the requirements of the funding agency and the University.
  • Act as primary liaison for the University in matters pertaining to pre and post-award management of grants. Educate the community on pertinent regulations and requirements for such activities.

Pre Award
  • Monitor, analyze, and follow-up with faculty on Intent to Apply notices. Address any items that are critical to compliance before proposal is submitted.
  • Serve as the liaison with faculty, staff, and other university offices to obtain necessary internal approval before proposals are submitted.
  • Assist faculty in all aspects of proposal development: interpret proposal guidelines, prepare budgets and budget justifications, complete standard forms and certifications, review proposals for compliance.
  • Use experience preparing federal grant applications and familiarity with online submission portals, such as and FastLane, to prepare accurate proposals.
  • Register and help train faculty to use InfoEd to identify and receive grant opportunities.
  • Keep all proposal files, database and compliance records current.

Post Award
  • Prepare final award documents for funders and partner institutions.
  • Address post-award issues, including requests to re-budget or to obtain no cost extensions, which may require follow up with funding agency.
  • Work with faculty to ensure that renewals and continuation proposals are prepared and submitted on time. Prepare and submit requests for supplemental funding.
  • Collaborate with research administrators at other universities to prepare subaward documents and annual budgets for multi-year grants.
  • Assist with completion and tracking of Time and Effort Reports.
  • Review and approve independent contractor agreements for external personnel hired with grant funds
  • Monitor compliance of faculty and students in the responsible conduct of research and ensure adherence to conflict of interest and IRB policies.
  • Manage grant accounting from award to close out for sponsored research, training and private foundation grants in compliance with the applicable grant regulations.
  • Participate in the production of year-end audit schedules. Act as primary liaison for the OMB A-133 Single Audit with the University Controller. Prepare necessary schedules, provide financial data selected by auditors and resolve issues as needed.
  • Comply with all reporting obligations. Federal reporting obligations include but are not limited to quarterly Financial Status Reports 269a and Federal Cash Transactions Reports.
  • Prepare grant portfolio analysis for Annual Report and other reports as required.
  • Review budgets for new proposals and provide feedback and fiscal training to staff, PIs and other stakeholders.
  • Prepare new grants for creation of general ledger accounts and set up in Banner system.
  • Reconcile and review expenditures, including but not limited to, payroll, student financial aid, purchasing card, accounts payable, and purchasing.
  • Prepare invoices, financial reports and compliance reports as may be required.
  • Coordinate with PIs for timely submission of progress and financial reports.
  • Work with PIs to wholly expend awards within the stated grant period and to prevent over-expenditures.
  • Coordinate with PIs to ensure compliance with grant requirements. Seek internal and external approval for changes in scope of work and budget.
  • Prepare and post journal entries, including but not limited to, deferred grant process, labor redistributions, interest accrual, expenditure allocations, indirect costs, reclassifications, cost transfers, corrections for mispostings.
  • Reconcile transactions on grants monthly and prepare monthly reports for PIs.
  • Collaborate with University departments to ensure the integrity of grant expenditure data. Approve Electronic Personnel Action Forms (EPAFs) as needed, review labor distribution reports monthly and prepare time and effort certifications each semester. Administer monthly billing process for third-party agency funds.
  • Prepare reallocation budgets for PIs as necessary and submit them to funders for approval.

  • Bachelor's degree or substantial experience in research administration required.
  • Minimum of three years' experience in a sponsored program office in grants accounting and preparing a variety of federal and non-federal proposals; a private university or non-profit setting preferred
  • Some training and supervisory experience required.
  • Excellent customer service orientation and the ability to work with faculty and staff at all levels of the university.
  • Advanced computer skills including proficiency with Microsoft Office.
  • Self-motivated and able to work both independently and as a team member.
  • Strong analytical and problem-solving skills
  • Demonstrated ability to build strong working relationships within an institution, especially with faculty, and effective partnerships with collaborator institutions.
  • Ability to read, interpret and analyze proposal guidelines and effectively explain them to faculty, noting impacts and potential issues.
  • Excellent time management and organizational skills; detail-oriented; and ability to manage multiple, shifting priorities and prioritize in a deadline-driven environment.
  • Knowledge of cost principles and their application to federal grant budgets.
  • Thorough knowledge of federal regulations as they pertain to proposal development and grants administration.
  • Ability to prepare reports, tools, templates, checklists, etc. that are useful for administration and faculty.
  • Experience in planning and presenting workshops desirable.
  • Knowledge of OMB Requirements and Circulars and experience with federal grants
  • Strong accounting and financial skills; knowledge of Excel
  • Experience with Banner ERP is preferred
  • Experience with Concur travel and expense system desirable.

Full time

Pay Rate:

To apply, visit

The University of San Francisco is located in the heart of one of the worlds most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a students passion for social justice and a desire to Change the World From Here. For more information, visit

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