Research is a vital mission of the University of Alaska Fairbanks and this position exists to assist faculty members, principal investigators and department grant administrators in the management of awards proposals for research, service projects, and other creative activities. The Office of Grants and Contracts Administration (OGCA) has adopted a Project Lifecycle management approach that encompasses all aspects of sponsored project administration.
10In coordination with OGCA Executive Management advises investigators, staff, and sponsors regarding the range of OGCA 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 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 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 the 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 submject use, use of institutional resources, and commitment of matching or cost sharing funds, etc.
In coordination with OGCA/ 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 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), 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 Executive Management, investigators, department personnel, and administrative departments to assure prompt closeout of awards. Works with the 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 Prinicipal Investigators on UAF policies, forms and procedures. Reviews award and adminstrative 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
The Grant and Contract Analyst/post (GCA) is a member of OGCA. We are hiring for two positions that provide high-level technical and administrative support for proposals, plus grant and contract agreement processes 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 grant 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.
The GCA provides management and accounting oversight for UAF grants and contracts. The GCS must be able to apply sound accounting principles in a complex financial atmosphere, to reason and show logical conclusions, to interpret and analyze regulations, monitor and maintain compliance with contract provisions and be dedicated to the provision of high-quality customer service. The GCA must master a wide range of complex operational and administrative matters, and demonstrate a detailed understanding of the organization and functions of schools, departments, research institutes, and other campus units involved in research administration. The GCA must be familiar with and maintain UAF and campus policies and administrative standards. This position will have the primary function of post-award services for OGCA.
• 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 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 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.
• Minimum 3-5 years’ experience in the grants and contracts management, financial and/or budget management required, preferably in a University/non-profit.
• 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.
• 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
• 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.
Required Education and Experience:
- Bachelor's degree (BA or BS) in related field OR an equivalent combination of training and experience is required.
As a public, regional, comprehensive university, UAF is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.
This position is full-time, Grade 79, term-funded, exempt, 12-month position complete with a competitive salary and UA employee benefits package.
To ensure consideration, please apply prior to the review date. Applicants must be legally eligible for unrestricted employment to work in the U.S. No work visas will be sponsored for this position.
To apply for this position, please provide a cover letter, resume, and contact information for three professional references with your application. Please submit your application no later than 02/09/2022 at 11:55 PM Alaska Time. The review of this posting will start on 02/10/2022. This posting will be closed once it is filled.
If you need assistance applying to this posting, please contact GI - Office of Human Resources at 907-474-6498.
Applicants needing a reasonable accommodation to participate in the application and screening process should contact the UA Human Resources office at 907-450-8200.
Affirmative Action Statement:
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
UAF COVID Requirements
Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA- or WHO- authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption no later than six weeks from the new hire's start date.
Proof of vaccination does not need to be provided to apply. If offered the position, the successful applicant will be contacted for proof of vaccination.
*Employees based on UAF’s Troth Yeddha’ (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contract.
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.
Public Disclosure Statement:
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
University of Alaska is a Drug Free Workplace.
It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.
If you have any questions regarding this position, please contact GI HR at 907-474-6498.