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California State University, Monterey Bay
  • Position Number: 2298531
  • Location: Seaside, CA
  • Position Type: Sponsored Programs, Grants, and Contracts

Sponsored Programs Officer

Classification: Administrative Analyst/Specialist Exempt II
Department Name: Sponsored Programs Office
Job Number: MB2021-PD2713
Status: ExtendedApply today! Applications will be reviewed on a rolling basis until the position has been filled.
Priority Screening Date: 06/27/2021
Recruitment Status: Apply today! Applications will be reviewed on a rolling basis until the position has been filled.

Position Description:
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and an Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,600 students.
The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below market rate campus housing and competitive salaries for faculty and staff.
Under the general direction of the Director of Sponsored Programs, the Sponsored Programs Officer is responsible for: promoting faculty research, scholarship, and creative activity as well as other externally-funded campus initiatives; assisting with proposal development and submission; and, contributing to grant award management for all government and private agency grants and contracts to the University and the University Corporation.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
  • Promote Faculty Research, Scholarship, Creative Activity, and Other Institutional Initiatives: Establish and cultivate relationships with faculty, staff, and other key campus stakeholders to stay informed of current programmatic activities, research, scholarly and/or creative interests, and upcoming initiatives. Proactively identify, monitor, and match relevant funding opportunities to faculty/staff using subscription databases (e.g., Pivot, Grant Forward, AASCU Grants Resource Center, etc.) as well as internally-developed search tools. Guide faculty and staff who are developing ideas/concepts for external funding, which may involve working with University departments to develop inter-relationships as well as connecting faculty/staff with appropriate external partners (e.g. organizations, businesses, other faculty, colleagues, students and staff). Identify and disseminate information regarding relevant on- and off-campus resources for professional development and grantsmanship to faculty and staff. Communicate, in collaboration with the Principal Investigator(s) (PIs), about upcoming proposals with sponsor agency representatives. Craft funding plans for PIs and campus priorities to ensure faculty/staff access all potential revenue sources.

  • Proposal Development, Preparation and Submission: Assist PIs with the interpretation and application of funding guidelines. Develop detailed budgets and budget narratives and administrative sections of proposal documents. Provide comprehensive editorial review and maintain institutional resource template materials, Facilitate campus review and approvals, providing training and education on the e-routing system as well as guidance on institutional policies and procedures (e.g., cost sharing, F&A rates, additional employment, and compliance). Promote collaborative proposals with other departments across campus and/or partners as appropriate.

  • Award Negotiation, Acceptance, Establishment and Management: Process award agreements, continuations, supplements and amendments. Review, analyze and negotiate award terms and conditions in keeping with University and University Corporation requirements, applicable sponsor guidelines, and laws and regulations. Provide guidance on sponsor/institutional policies and procedures. Prepare, negotiate and issue subcontracts/subawards. Work with faculty and staff to identify and resolve compliance issues and reporting requirements. Manage relationships with external sponsors and campus clients throughout the award cycle. Follow up promptly with entities to ensure timely processing of requests. Complete award set-up process by providing information to University Corporation (post-award) staff and holding a New Project Orientation meeting with PIs and other appropriate pre- and post-award staff members. Liaise with Project, Corporation and University staff on post-award administration activities (e.g., staff hires, budgets, sub-awards, subcontracts, etc.). Ensure extensions and amendments (including budgets revisions) are developed and properly approved. Complete programmatic closeout to ensure all deliverables are completed and internal data gathered. Assist with internal and external audits as required.
  • Budget Preparation and Modifications/Revisions: Evaluate each aspect of the proposal budget to ensure that it meets sponsor and university guidelines and regulations; and ensure that the budget matches the project narrative/scope of work proposed. Creation of detailed budgets could include: verification of wages, current and projected, computation of proposed level of effort, estimation of fringe benefits, subcontracting, determination of applicability of budgeted items under the specific program, and application of appropriate indirect cost rates. Develop and edit budget narratives/justifications to sponsor and internal guidelines. Determine the effect of cost sharing, additional space, reduced indirect cost rate, and subcontracting. Upon award notification, coordinate with PI to review and modify budgets as needed for award acceptance and project set-up. Revise award budgets in coordination with post-award staff and PI, as required by sponsor.
  • Internal/Administrative Review: Work with PIs to ensure the accuracy of information for internal electronic routing/approval. Secure additional campus approvals as needed (i.e. housing, IRB, technology, RCR, COI, IACUC, etc.). Interpret sponsor guidance and provide direction to PIs to ensure compliance to CSU, University, Corporation, and sponsor policies and procedures.

  • Submission/Resubmission: Enter/upload proposals into numerous different local, state and federal electronic systems. Edit proposal as allowable and appropriate. Follow sponsor guidelines, upload proposal components (e.g., budgets, narrative, and complete sponsor assurances and forms) as required. Submit completed proposal application packages to Director for final submission to external funding agencies/entities. If a resubmission, assist applicants to address reviewer comments, revise proposal and budget and re-submit grant/contract proposals as necessary.
  • Reporting Systems: Enter appropriate information into the grants information management system - Kuali-Coeus. Create and run reports to monitor grant information and requirements such as tracking deliverables and other obligations. Provide data to Director as requested. Ensure grant files are complete and current for internal and external audit purposes.

Other Functions:
  • Cross-train colleagues to ensure adequate backup and provide support for faculty and staff working on proposals, awards and other related project needs;
  • Create and/or update policies & procedures as necessary;

  • Arrange, participate and/or conduct training activities internally and externally;
  • Serve on University/Corporation committees as requested/approved;

  • Represent CSUMB and participate in external events, task forces, system-wide planning/coordination and special projects as directed;
  • Perform other job-related duties and special projects as assigned.

Knowledge, Skills and Abilities:
Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations regarding grant administration including the federal Uniform Guidance, State of California and local regulations. Demonstrated expertise in and advanced knowledge of the principles, problems, and methods applicable to sponsored programs functions and operational and fiscal management. Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; work with representatives from public and private entities and handle potentially sensitive situations; and effectively present ideas and concepts in written or presentation format and use of consultative and facilitation skills to gain consensus. Demonstrated consultative skills in working with internal and external constituent groups.

Minimum Qualifications:
General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelors 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.

Specialized Skills:
Three years of related work experience in federal, state and private project/grant management. Experience using, NASAs NSPIRES, NSFs FastLane and NIHs eRA Commons, other eRA submission/tracking systems for federal, state, and private sponsors. Exceptional written and verbal communication skills. Experience developing and negotiating contracts including knowledge of Federal Acquisition Regulations (FARs). Understanding of and ability to interpret federal, state, local regulations, Federal circulars, Uniform Guidance and agency policies and regulations. Good judgment and ability to provide high quality service in a timely manner. Proficient in the use of personal computers including word processing, spreadsheet and database software.
Ability to: Work with multiple PIs on multiple proposals and awards simultaneously, often with concurrent due dates; discuss and explore potential collaborative proposals with colleagues, faculty, chairs, deans and campus administration for the benefit of the institution; take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; and, develop systems and processes to facilitate a high volume of successful proposal submissions and awards.

Preferred Qualifications:
Knowledge of CSU and Auxiliary policies and procedures regarding grants and contracts. Ability to: use Kuali-Coeus and PeopleSoft; effectively apply communication, risk management and collaboration skills to develop solutions and outcomes that protect the institution and its researchers while facilitating the ability to successfully obtain resources and conduct research; interpret and apply regulations, policies, and laws related to sponsored programs within the context of the institutions goals, priorities, and practices; effectively manage details, competing priorities, and deadlines; and, establish and utilize electronic information systems and reporting to manage communications, decision making, and progress assessment. Proven ability to successfully collaborate with, and gain consensus among, a diverse constituency including internal and external stakeholders in different geographic locations and with sometimes competing needs. Effective listening skills and ability to maintain confidentiality, to professionally represent the institution, and to negotiate with individuals toward successful conclusions are required. Highly desirable: Demonstrated understanding of and commitment to the CSUMB Vision and Mission.

Special Conditions of Employment:
  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).

  • The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
  • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position has been designated as a sensitive position with: control over campus business processes, either through functional roles or system security access and access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.

  • This position is required to comply with confidentiality requirements outlined in the Department of Educations Family Educational Rights and Privacy and Californias Educational Code Chapter 13 regarding sensitive student issues.

  • Occasional evenings and/or weekend work may be required.

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

There are components of this job which are deemed essential on campus. This position will primarily work on the main campus, with occasional work from home. This position requires working on campus with students. The health and safety of our students, faculty, and staff remain our highest priority. In the fall, students, faculty, staff, and the community can expect that masks will be required and that the appropriate degree of social distancing will be in place in all areas based on evolving guidance. Additionally, all students, faculty, and staff are encouraged to be vaccinated before coming to campus. All community members who work or attend class on campus should expect to participate in a random or periodic testing system. CSUMB will communicate more information about vaccination requirements and testing protocols when the details become available.

Compensation and Benefits:
  • Type of Appointment: Full-Time, Probationary
  • Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
  • Anticipated Campus Hiring Salary: High $5,000s/month to low $6,000s/month
  • CSU Salary Range
  • FLSA Status: Exempt

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit: CSU Benefits R09. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability, visit: Employee Housing.

How to Apply:
To apply, visit


For full consideration, applicants must complete the required online application prior to the priority screen date found at Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.
Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). All employees must be eligible for employment in the U.S.
CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. 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 University, Monterey Bay Annual Security and Fire Safety Report is available at:

CSUMB is a smoke and tobacco-free campus.
CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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