The Grant and Contract Analyst/post (GCA) is a member of the Office of Grants and Contracts Administration (OGCA). The position provides high-level technical and administrative support for proposals, plus grant and contract agreement processes and and pre-/post-award administration. As such, the GCA in coordination with OGCA Executive Management is responsible for review of proposals and/or agreements for compliance with sponsor and institute terms and rules, assisting with review, negotiation and acceptance of resulting grand and contract awards, and ensuring responsible stewardship of grant and contract funds. The GCA in coordination with OGCA Executive Management coordinates on-going grant and contract management activities on behalf of UAF, working with investigators, department/unit administrators, and the sponsor during the life cycle of the award to ensure that reports are submitted, grant and contract terms honored, and close-out documents processed.
10In coordination with OGCA/OSP Executive Management advises investigators, staff and sponsors regarding the range of OGCA/OSP mechanisms available to support projects, their appropriate applications, and the rights and obligations of each party under the various funding mechanisms (gifts, grants, cooperative agreements, contracts, subcontracts, sales & Service agreements, etc.).
In coordination with OGCA/OSP Executive Management analyzes information and defines problems, needs, and objectives to identify the relevant issues or concerns, and formulates and selects alternative resolutions after evaluating all implications for implementation of a given solution.
In coordination with OGCA/OSP Executive Management responds in a timely fashion to questions from faculty, staff, and funding agencies/sponsors, concerning proposals and/or awards, clearly communicating essential terms of award. In coordination with OGCA Executive Management responds to questions related to the status of pending actions, interpreting policy, advising faculty of issues related to regulatory compliance, etc.Essential
20At the appropriate stage in the grant and contract proposal and award processes, confirms that all required approvals are obtained, e.g. commitment of space or other resources, human or animal subject use, use of institutional resources, and commitment of matching or cost sharing funds, etc.
In coordination with OGCA/OSP Executive Management reviews request for spending prior to receipt of award documents, verifying the commitment of funding from the appropriate representative of the funding agency, assessing the risk to the University and providing approval as appropriate.
In coordination with OGCA/OSP Executive Management review grant and contract post-award issues (e.g. re-budgeting between cost categories), determining the type of approval required (e.g. agency versus UAF OGCA/OSP), and taking appropriate action based on this determination to either approve the request or seek approval from the funding agency/sponsor.
Other post-award responsibility will involve arduous appropriation of funds received from sponsors, along with approving a number of purchase requests on a continuous basis and in a timely manner.
Shares responsibility with OGCA/OSP Executive Management, investigators, department personnel, and administrative departments to assure prompt close out of awards. Works with sponsor to resolve any outstanding issues such as final fiscal/scientific reports, equipment inventories, reporting of inventions, etc.Essential
5Back-up work of other grants and contracts staff, lead or contribute to special projects, and perform related duties as required.Essential
5Maintains working knowledge of industry sponsored research agreements and federal, state and non-profit policies related to grant and contract administration.Essential
5Prepares, designs and shares responsibility with OGCA/OSP Executive Management to present educational training sessions for OGCA/OSP Training Program and new OGCA/OSP staff.Essential
55Participates in award set-up meetings with principal investigators/department/unit administrators and Pre-Award Grant and Contract Analyst to gain a full understanding of the criteria and requirements necessary to manage each award.
Reviews proposals and analyzes award documents for conformance with agency/sponsor and UAF policies and regulations. Depending on the complexity of the project and subsequent award, assists the Grants Management Officers in negotiating more favorable terms and conditions of the award prior to signature acceptance.
Sets up award accounts; establishes accounts, assists with the preparation of budget allocation. Directs the establishment and maintenance of individual project files. Notifiies departments/units of new awards and award augmentations. Notifies departments/units of cost sharing/matching, release time and assigned time contained in award budget. Provides an orientation for new Principal Investigators on UAF policies, forms and procedures. Reviews award and administrative requirements with departments/units.
Monitors cash balances and other cash management duties including drawdowns, invoices, and follow-ups on outstanding receivables on grants and contracts.
Monitors ongoing award financial activity. Monitors and provides documentation for cost sharing/matching, release time and assigned time expenditures and hours. Reviews and approves purchase orders, payroll/human resources appointments and forms, invoices, check requests and other forms and documents of a financial nature to ensure compliance with agency/sponsor regulations and UAF policies and procedures. Monitors payroll and expenditures on assigned grants and contracts; assists in identifying and resolves discrepancies related to any financial activity on an award.
Prepares financial reports for sponsors on a monthly, quarterly, final and other periodic basis as required. Reviews and corrects monthly financial statements for departments/units. Produce special reports as needed. Monitors cash balances and other cash management duties. Follow-up on outstanding receivables on assigned grants and contracts.
Assists with agency and accounting audits of grants and contracts. Participates in the drafting of responses to agency/sponsors audit reports in coordination with the Senior Accountant and OGCA/OSP Executive Administration.
Oversees close out awards; directs equipment disposition at award termination. Reports inventions, and patents on behalf of Principal Investigators and assigned faculty members. Ensure that all contractual requirements have been met prior to close out of grant or contract.
In coordination with OGCA/OSP Executive Management obtains additional information when necessary from University sources to accommodate sponsor requirements. In coordination with the management maintains contact with investigator through award acceptance process, advising the investigator and other administrative officers of unusual delays or problems.
In coordination with OGCA/OSP Executive Management prepares a summary of the essential terms and conditions for each award for distribution to the investigator and specified administrators, working closely with internal data entry staff to ensure entries are accurate and complete.
Shares responsibility with management to determine when exceptions to campus or University policies are warranted in areas such as insurance and risk management, intellectual property rights, and typical accounting or fiscal management requirements.Essential
About this position:
Position is Non-Exempt, Full-Time Regular. Salary is Grade 78, minimum $23.60 hourly, DOE.
Periodic travel to national meetings and workshops related to sponsored programs administration.
Ability to identify matters which are confidential in nature and to keep them confidential.
Ability to work professionally, effectively, sympathetically and harmoniously with others. Must demonstrate excellent and effective customer service orientation.
Knowledge of relevant federal, state, and university laws, policies, procedures, regulations, and/or guidelines, including but not limited to: federal cost accounting standards, 2 CFR 220 (OMB A-21), 2 CFR 215 (OMB A-110), ONB A-133, 42 CFR 50 (Conflicts of Interest), 45 CFR 46 (Human Subjects Research), PHS "Animals in Research" Act, USDA Animal Welfare Act, Responsible Conduct in Research, export control regulations (ITAR/EAR), UAF's ONR DS-2 Disclosure Statement, ONR Negotiated F & A/Fringe Benefit Rate Agreements, federal sponsor grant policy manuals, public laws (state and federal). Ability to interpret and apply these rules and regulations as they pertain to grants and contracts administration.
Working knowledge of external regulations and laws, UAF policies and funding agency policies that apply to grant preparation, submission and award processing and management.
Ability to build and maintain positive relationships with UAF campus community and funding agency/sponsor staff.
Ability to establish priorities and to meet deadlines, managing a heavy workload.
Ability to gather information in order to analyze complex issues and formulate logical and objective conclusions and alternative solutions.
Ability to work independently as well as work effectively in a group.
Proven ability to compose concise, logical, and grammatically correct oral and written communications. Ability to present information by phone or in person.
Ability to read, interpret and analyze proposal guidelines and effectively explain them to faculty, noting impacts and potential issues.
Knowledge of and expert proficiency with computerized data processing, including but not limited to MS Office, databases, internet, web-based and job specific software applications.
Ability to interpret and explain University and Statewide policies and their underlying principles.
Working knowledge of University department/unit structures and fund/accounting management models in order to accurately present their needs and organizational requirements to sponsoring agencies.
Knowledge of cost principles and their application to federal grant budgets.
Strong conflict resolution skills.
Strong listening skills, ability to prioritize, problem-solve, and be consistent, adaptable, and accountable.
Experience conducting funding searches and regulatory research.
Excellent time management and organizational skills; detail-oriented with ability to manage multiple, shifting priorities and self-prioritize in a fast-paced, deadline-driven environment.
PREFERRED KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge and experience working with agency/sponsor guidelines relative to grants and contracts.
Analytical skills to assume responsibility for coordination and completion of complex projects requiring interactions with many internal parties in a large organizational structure.
Critical thinking and problem solving skills to analyze complex data and develop meaningful solutions to specific problems.
Organizational skills to work with changing priorities and demanding workload and to use independent judgment to make logical decisions.
Interpersonal skills to effectively interact with a diverse population and to research, secure and/or provide information to clarify situations and resolve problems.
Knowledge of Banner Finance.
Education and/or Training Required for This Position:
Bachelor's degree (BA or BS) in related field or an equivalent combination of training and experience is required.
Type and Length of Experience Required for This Position:
Minimum 6 months required, but 3-5 years is desirable, of professional fiscal experience in grants and contracts management, financial and/or budget management, preferably in a University/non-profit, OR an equivalent combination of training and experience.
Experience in financial analysis, forecasting and strategic planning to analyze and compile financial data and reports.
Experience recognizing and responding to problems with cost recovery, invoices, accounts and payroll.
Experience controlling complex budgets, accounting and personnel functions including detailed budget preparation, grant and contract budget proposals, purchasing, payroll, ledger reconciliation and fiscal close out.
Experience with federal and private/industry sponsored compliance regulations governing grant budgeting, financial reporting, cost sharing standards, cost allocation and policies regarding use of grant and contract funds.
Experience using automated financial and payroll/personnel systems.
Computer skills to utilize various programs and software for word processing, spreadsheets, and website applications (MS Office software packages).
Experience writing and proofreading clear, grammatically accurate documents and emails.
Experience with budget preparation based on narrative methodological research plans and designs, analysis and forecasting.
Experience analyzing the quantitative aspects of fiscal and budgetary issues.
Knowledge of cost allocation methods.
Special Instructions to Applicants:
Interested applicants must apply online. If you need assistance applying to this posting, please contact UAF Office of Human Resources at 907-474-7700. To ensure consideration, please apply prior to the Initial Review Date.
Please attach a comprehensive resume, cover letter and names and contact information (address, email and phone number) for three (3) professional references.
APPLICATION CLOSING DATE:
Applications must be received prior to 11:55 PM Alaska Standard Time on April 9, 2019, the Initial Review Date, to be considered. Applications received after this time and date may not be considered for this position. If an adequate pool of applicants is not received at that time, applications will be reviewed by date received until the position is filled.
This recruitment is Open Until Filled and successful submission of an application does not guarantee employment.
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.
It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UAF. The policy can be located at: http://www.uaf.edu/chancellor/policy/04.07.010/
UAF Campus is a tobacco free campus. For more information, please go to: http://www.uaf.edu/tobaccofreecampus/
Notice of Nondiscrimination:
The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at www.alaska.edu/nondiscrimination