Grants and Contracts Analyst (Pre-Award)

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  • Job Number:521616
  • Classification:Fiscal Professional 2
  • Grade:Grade 79
  • Work type:Hybrid, On Campus, Staff Full-time
  • Administrative Unit:University of Alaska Fairbanks
  • School/Business unit:UAF Vice Chancellor for Research
  • Location:Fairbanks
  • Categories: Business/Accounting/Finance, Research/Science/Grants

Position Summary:

The Pre-Award Analyst (PA) is a member of OGCA. The PA is an experienced leader with a high degree of knowledge in the overall field of research administration and a recognized subject matter expert; problem-solving frequently requires analysis of unique issues/problems without precedent and/or structure. Manages the subaward portfolios/programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy. Uses skills as a seasoned, experienced research administrator to independently develop and/or oversee research pre-awards and maintains contract and grant official institutional records in compliance with research and other sponsor policies. Works on pe-awards/subcontracts of diverse scope where analysis of data requires thorough understanding of complex regulations. Completes and approves business documents for signature by authorized institutional official or signatory designee. Works on complex pre-award contracts that may involve multiple investigators, multiple institutions, and/or multiple pre-awards. Mentors less experienced staff. Communicates and collaborates with UAF team and external stakeholders, builds and maintains successful working relationships. The PA is knowledgeable in advanced contracts and grants concepts and oversees/manages a large volume of complex subawards/subcontracts. Reviews and guides units in the review of financial and administrative management requirements of research Subaward/subcontracts and/or awards to ensure compliance with institutional and sponsor policies. Works independently to assess complex pre-award transactions where analysis requires an in- depth evaluation of variable factors. Serves as a subject matter expert of federal, state, private and industry extramural funding.

Duties:

1-60Communicates to OGCA/OSP Executive Management, faculty and staff the information necessary for proper completion and submission of grant and contract applications and/or agreements. If government/non-profit related, reviews calls-for-proposals and draft proposals and agreements to assist faculty in the timely completion of competitive submissions. In coordination with OGCA/OSP Executive Management processes proposals and agreements for grants and contracts to ensure compliance with both sponsor and UAF policies, conferring with management, investigators and department administrators to ensure that changes or corrections are made as needed. In coordination with management, endorses and submits proposals and agreements for grants and contracts to the sponsor before the designated due date. In coordination with OGCA/OSP Executive Management advises investigators, staff and sponsor officials about issues of concern to the Institute such as publication rights, indirect costs, intellectual property rights, use of the UAF's name, and protection of research subjects (animal and human). In coordination with OGCA/OSP Executive Management consults with investigators, staff, and sponsors regarding the types of research, training and other activities appropriately undertaken at the University. In coordination with the OGCA/OSP Executive Management obtains additional information when necessary from Institute 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 Institute policies are warranted in areas such as insurance and risk management, intellectual property rights, and atypical accounting or fiscal management requirements. At 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 requests 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.Essential
2-15In coordination with OGCA/OSP Executive Management reviews grant and contract post-award issues (e.g. rebudgeting 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 processing a great number of purchase order 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 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
3-10In 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/OSP Executive Management responds to questions related to the status of pending actions, interpreting policy advising faculty of issues related to regulatory compliance, etc.Essential
4-5Maintains working knowledge of industry-sponsored clinical trials and federal 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
5Undertakes special projects or duties as may be assigned.Essential
Knowledge, Skills, Abilities:
  • 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.
Typical Experience:
  • Two years of professional fiscal experience, preferably in a non-profit, is required.
  • 3-5 years experience in the grants and contracts management, financial and/or budget management is preferred. Desired previous experience includes: financial analysis, forecasting and strategic planning to analyze and compile financial data and reports.
Required Education or Training:
  • Bachelor's (BA or BS) from an accredited university in a related field or an equivalent combination of training and experience is required.
  • Must either currently hold and maintain Certified Research Administrator (CRA) certification or be able to obtain within 3 years.
Salary Information:

This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 79, based on education and experience.

UA employees receive excellent benefits including participation in State of Alaska PERS retirement, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage.

Special Instructions to Applicants:

Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.

The review process for applications immediately. To ensure your application is considered, apply by 11:55 pm Alaska Standard Time, 12/18/2022. This job posting will remain open until filled. 

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.

*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.

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction.  Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.


The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.


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.


Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.


If you have any questions regarding this position, please contact Delia Lopez-Ketzler, HR Coordinator, International Arctic Research Center,  and Office of Grants and Contract Administration  (OGCA) at dketzler@alaska.edu or (907) 474-1960.

Advertised: Alaskan Standard Time
Applications close:

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