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Job ID: 144018

Contracts & Grants Administrator
University of San Francisco

Date Posted Jul. 7, 2020
Title Contracts & Grants Administrator
University University of San Francisco
San Francisco, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Grant Writer/Technical Writer

Job Title:
Contracts & Grants Administrator

Job Summary:
Job Description

Reporting directly to the Director of the Office of Contracts and Grants (OCG), the Contracts and Grants Administrator is part of a team charged with building collaborative working relationships with USF faculty and providing faculty support in pre- and post- award administration. Pre-award duties include: supporting faculty through proposal and budget development, circulating proposals for internal review, and communicating effectively with collaborators and sponsors. The Contracts and Grants Administrator will manage a portfolio of awards. Post-award duties include approving grant expenses, budget monitoring, and financial/compliance reporting as required by the sponsor. Sponsors can be federal, state, local agencies, and private foundations. He/she will administer policies and procedures, with a strong focus on compliance with the funding agency and the University's accounting standards. The person will work collaboratively with the OCG team, faculty, and various USF departments.

Full Job Description:

Job Responsibilities
  • Stay current on federal government policy changes that affect sponsored projects administration.
  • Build and develop strong interrelationships with sponsors and other collaborating institutions.
  • 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.
  • Other activities as assigned.

  • Assist faculty in all aspects of proposal development: interpret proposal guidelines, prepare budgets and check justifications, complete standard forms and certifications, review proposals for compliance.
  • Serve as the liaison with faculty, staff, and other university offices to obtain necessary internal approval before proposals are submitted.
  • Register and help train faculty to use InfoEd to identify and receive grant opportunities.
  • Keep all proposal files, database and compliance records current.

  • Prepare new grants for creation of general ledger accounts and set up in Banner system.
  • Prepare monthly reports for PIs.
  • Coordinate with PIs for timely submission of progress and financial reports.
  • Prepare invoices, federal draws, financial reports and compliance reports as may be required.
  • Address post-award issues, including requests to re-budget or obtain no-cost extensions.
  • Monitor adherence to conflict of interest, responsible conduct in research and IRB policies.
  • Reconcile and review expenditures, including but not limited to, payroll, student financial aid, purchasing card, accounts payable, and purchasing.

  • Bachelor's degree is preferred.
  • 2+ years of relevant experience in research administration.
  • Excellent customer service and the ability to communicate effectively with faculty and staff at all levels of the university.
  • Strong computer skills including proficiency with Microsoft Excel and Word.
  • Self-motivated and able to work both independently and as a team member.
  • Strong analytical and problem-solving skills.
  • 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 2 CFR 200 and their application to federal grants preferred.
  • Experience in planning and presenting workshops 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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