Job Details

University of California Santa Cruz
  • Position Number: 2410992
  • Location: Santa Cruz, CA
  • Position Type: Sponsored Programs, Grants, and Contracts

Grants Management Specialist

Location: Santa Cruz
Job ID: 18869

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for all faculty, staff, academic appointees, and students accessing facilities at any UC campus this fall. Employees and students can submit proof of vaccination online or request an exemption.

UCSC Statement
UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.

Initial Review Date (IRD)
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit. 

The Initial Review Date (IRD) for this job is: 06-07-2021

NOTE: Applicant materials continue to be accepted after this date and until the position is filled.

Dept Marketing Statement
This position is a key part of an active administrative office supporting diverse researchers from a variety of disciplines across academic divisions. The UC Santa Cruz Genomics Institute leads UC Santa Cruz's efforts to unlock the world's genomic data and accelerate breakthroughs in health and evolutionary biology. The Genomics Institute involves approximately 90 personnel, participating in projects supported by funds from the federal and state governments, private gifts and foundations; in addition, the GI provides funding support for approximate 50 additional personnel for GI related projects. Our platforms, technologies, and scientists unite global communities to create and deploy data-driven, life-saving treatments and innovative environmental and conservation efforts, while addressing the most fundamental societal and policy questions.

More information about the Genomics Institute can be found at:

Job Overview

Under general supervision, the grants management specialist works closely with the grant administration team to support research proposals, awards and / or transactions related to contract and grant management at the UC Santa Cruz Genomics Institute (GI). Works closely with PIs, technical leads, funding agencies, and other units on proposals and awards of diverse scope to support scientific and administrative directors, research and technical managers, and programs. This position participates in pre- and post-award responsibilities and assists in the planning and management of projects and programs.

Pay, Benefits, & Work Schedule
Salary Information: Salary Range: $26.40 - $29.75/hour. Salary commensurate with qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility: This position is eligible for Full benefits

Schedule Information:
Full-time, Fixed
Percentage of Time: 100%
Average Hours Per Week: 40
Days of the Week: Mon-Fri
Shift Includes: Day

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz main campus

Union Representation: None

Job Code Classification: 006205 (RSCH ADM 2)

Job Duties
50% - Pre-award proposal development:
  • Initiate, develop, and shepherd new proposals and funding renewal requests of moderate scope through the submission process, which involves understanding and communicating the funding opportunity rules and guidelines. developing budgets and justifications using agency guidelines, and soliciting text and other materials from faculty and staff, required by proposal guidelines. The incumbent will also work with the Office of Sponsored Projects to generate final submission materials, communicate with agencies, and respond to agency requests for further information.

40% - Post-Award Grant Management and Program Support: 
  • Under general supervision, provide administrative support and post-award management for multiple PI's on an assigned portfolio of Genomics Institute programs, contracts and grant awards by carrying out the following duties:
    • Financial Management and Analysis - Under general supervision, work closely with research accountants, project leads, and GI administrative staff to organize, plan and monitor fiscal budget control of contracts and grants, gifts, endowments and privately funded projects. Optimize and revise budgets as needed to respond to project needs, continuing to ensure allowability and adherence to project goals. Apply professional concepts to provide funding projections, analyze spending and recommend adjustments to advise research leads of availability of funds, their appropriate use, and expenditure deadlines.
    • Staffing Analysis and Initiation - Under general supervision, initiate requests to ensure appropriate staffing (principal investigators, staff, postdoctoral scholars, graduate student researchers, undergraduate workers, and contractors) is established and maintained on each award. Use and maintain internal staff planning tools (worksheets and databases).
    • Policy Compliance - Apply professional concepts to advise on university and funding agency policy regarding awards to the principal investigator and lead project staff to ensure compliance. Stay abreast of regulations governing the use of state and federal fund sources and ensure appropriate expenditures of funds. Assist Office of Sponsored Projects and GI administrators to ensure all internal documentation, including statements of economic interest, conflict of interest, and subcontract agreements are completed correctly and up to date. Assist Office of Research Compliance and primary institutions to ensure that human subject determinations are kept up to date, and work with the principal investigators to ensure all appropriate personnel undergo human subjects training.
    • Contract & Grant Reporting - Coordinate reports of moderate scope to federal and state agencies and private foundations. Entails understanding and following agency guidelines, obtaining accurate financial and other information, communicating requirements and instructions to the principal investigator and project leads, gathering information from sub-awardees, compiling all report components, and ensuring completeness and timely submission.
    • Program Management - Assist with implementation and oversight of existing and new projects and programs, such as research and resource projects, training programs, and facilities projects. Plan and coordinate related activities such as project-specific meetings, teleconferences and events as needed in conjunction with other office staff.

10% - Special Projects: 
  • Follow general direction to provide support for activities and programs such as industry alliances, educational programs, entrepreneurial efforts and other initiatives. Assist with program and initiative development and implementation. Research, compile, and evaluate data to prepare ad hoc reports and materials for meetings and presentations.

Required Qualifications
  • Bachelor's degree in related area and / or equivalent experience / training.
  • Knowledge of applicable federal, state, local, sponsor and institutional regulations, policies and guidelines.
  • Knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
  • Ability to perform moderately complex financial analysis and customized reports.
  • Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.
  • Demonstrated competence in the use of spreadsheet and database software.
  • Computer skills sufficient for preparation and management of documents, spreadsheets, and presentations.
  • Strong organizational skills sufficient to prioritize and complete assignments and projects independently, while balancing among competing needs and attention to detail.
  • Ability to establish and maintain effective work systems and records.
  • Demonstrated ability to write clear, concise, well-formatted correspondence, documents, and reports using correct spelling, grammar, and punctuation.
  • Demonstrated attention to detail with ability to proofread work carefully.
  • Strong problem-solving skills to effectively solve multi-faceted problems within an administrative context.
  • Excellent verbal communication skills, including ability to give and receive clear, concise information.
  • Demonstrated ability to establish and maintain productive, cooperative, and professional working relationships in a team environment.
  • Demonstrated diplomacy to deal tactfully with diverse people, situations, and ideas and to exercise good judgment and discretion in handling sensitive and confidential information.
  • Demonstrated initiative and responsibility to work independently.
  • Demonstrated flexibility, productivity, and efficiency.

Preferred Qualifications
  • Education in a scientific or engineering field to facilitate interaction with and support to scientific and technical staff.
  • Experience in research proposal development and submission.
  • Experience in interpreting, organizing, and managing the administration of grant projects, including familiarity with grant budgets, accounting systems, subawards, and the resources that these projects require (e.g., personnel, equipment, space).
  • Experience applying funding agency regulations to grant project management, including reporting, budgets, personnel, and proposals.
  • Working knowledge of accounting and finance principles.

Special Conditions
  • Selected candidate will be required to pass a pre-employment criminal history background check.

Safety Statement
All UCSC employees must know and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.  

How to Apply
Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our" href="" target="_blank">How to Apply tutorial for detailed instructions on our applicant process. 


The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees. 

View full job description and access on-line application:

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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