UCSF

Public health sciences university in San Francisco

Grants Manager

Business OperationsConfirmed live in the last 24 hours

Full-timeSan Francisco, CA, USA$200kIn-person

About the Job

Requirements

A bachelor's degree in a related area, or equivalent experience or training.
At least six years of related work experience.
At least three years of supervisory experience overseeing contract and grant negotiation and administration.
In-depth knowledge of operational, personnel, and financial transactions and systems related to contract and grant administration.
Sufficient management and professional experience, business acumen, judgment, and integrity to serve faculty and sponsors while protecting and advancing the university's interests.
Ability to work independently; organizational and interpersonal skills.
Service orientation and management skills, including leadership, sound judgment, decision-making, critical thinking, and creative problem-solving.
Skills using common desktop and web applications, and understanding of research enterprise databases.
Ability to communicate clearly verbally and in writing to multiple constituencies.
Leadership or supervisory experience in the research environment at a university or institute.
Ability to comprehend and interpret complex language concerning federal, nonprofit, and university policies and regulations.
Ability to work independently and cooperatively in a high-pressure environment with time-sensitive deadlines; prioritize and remain flexible; work independently and as part of a team; communicate effectively while maintaining quality customer service; and provide leadership and decisive action when needed.
Ability to communicate effectively and diplomatically with varied audiences and maintain effective working relationships in a diverse, multicultural environment.
Critical-thinking skills and demonstrated ability to interpret and communicate policy.
Demonstrated ability to give corrective and constructive feedback.
Ability to work in a changing environment and deal effectively with ambiguity.
Ability to identify task scope and difficulty and set objectives for self and others.
Knowledge of pre-award research administration policies and practices, including NIH Grants Policy, Federal Acquisition Regulations, Code of Federal Regulations, Federal Demonstration Partnership, and other government requirements, including CAS, A-21, A-110, A-133, financial conflict of interest, human and laboratory animal use, and certifications.
Experience developing policies and processes in response to institutional needs and external compliance mandates or regulations.
In-depth knowledge and experience in federal and non-federal contract and grant administration at an educational or nonprofit institution.
Experience collaborating with UCSF partners to develop policies and processes.
Demonstrated experience with domestic and international agreements, including contracts, grants, consortiums, sub-awards, material transfer and data-use agreements, across research, public service, fellowships, and clinical trials, and understanding of their requirements, implications, and policies.
Demonstrated experience managing a complex operation with diverse staff.

Responsibilities

Ensure consistent application of contract and grant policy.
Work with OSR leadership to report and interpret performance and metric data.
Coordinate additional training needs with OSR training specialists.
Supervise, manage workload, oversee operations, and develop and mentor contracts and grants specialists and signing officials.
Provide leadership and coverage during contract supervisor absences.
Identify issues, collect relevant information, work with the Director or Assistant Director of Proposals and Grants to develop a resolution plan, and manage the outcome through completion.
Oversee and coordinate department operations with contract and grant professionals and managers through subordinate staff.
Serve as the organizational expert on policies and procedures relating to sponsored-project issues and concerns.
Recommend organization-wide policies and procedures to higher-level managers.
Communicate and teach advanced research-administration and compliance concepts at campus, national, and organizational meetings.
Develop programs addressing special or emerging areas of interest or concern.
Establish and recommend policy changes affecting the department.
Manage staff review of grant and contract award terms and conditions.
Provide daily oversight, expertise, guidance, and problem resolution to Grants Officers, Grants Specialists, and Grants Associates on policy interpretation, implementation, situational problem-solving, and transaction activities.
Provide formal or on-the-job training and professional development for staff in sponsored-project administration and related subject areas.
Supervise a dual team of Grants Officers, Grants Specialists, and Grants Associates, currently comprising 17–18 staff.
Develop and mentor Grants Officers, identify leadership opportunities, guide client-department relationships, and direct their mentoring of staff who report to them.
Interview candidates, make hiring decisions, manage performance including appraisals and progressive discipline, approve leave, recommend career development, and oversee training and skills development.
Implement team-building strategies and develop outcome measures to evaluate and recognize achievement.
Manage the team and achieve goals through subordinate team members.
Work with the Proposals and Grants Director and Assistant Director on staff FTE, human resources, and space planning.
Review and analyze quarterly workload distribution metrics, monthly deadline matrices, and transaction and activity reports; recommend workload or assignment adjustments to the Director or Assistant Director and implement approved changes.
Manage workloads with team members and collaborate with other Team Managers to coordinate workloads and coverage across teams.
Collaborate with other Grants Managers on assignment changes arising from growth, turnover, customer requests, and other needs.
Work with the Director or Assistant Director to address staffing needs and develop strategies for changes in workload volume or complexity.
Facilitate effective working relationships and processes across the two teams, manage roles and responsibilities, address department concerns and assignment-change requests relating to transaction issues and day-to-day workflow and deadlines, and escalate issues to the Grants Director as needed.
Lead weekly team meetings based on agenda and skills-building items developed at Proposals and Grants Team Manager meetings.
Attend bi-weekly OSR leadership meetings for cross-team sharing, consultation, and problem-solving.
Participate in weekly meetings with the Grants Director or Assistant Director.
Attend NCRUA or SRA conferences.
Perform other duties as assigned.
Hold delegated authority to sign contracts and grants.
Review proposals before submission and sign as the institutional representative.
Review award documentation for accuracy and special terms and conditions.
Recognize when problematic terms and conditions require review by a Contract Officer, including intellectual property, data ownership and use, indemnification, and confidentiality.
Sign as the institutional representative accepting awards on behalf of UCSF.

Desired Qualifications

Demonstrated ability to use diplomacy and negotiate mutually beneficial terms for complex agreements.
Knowledge of industry best practices.
Ability to analyze complex technical data using logic and quantitative reasoning, and apply creative solutions to complex problems while respecting each party's policies and needs.
Skills in conflict resolution, negotiation, and facilitation.
Experience using metrics and measures as assessment tools.
At least seven years of contract and grant administration experience at a university or institute with a research mission.
Demonstrated success leading a high-performance team in a deadline-driven, customer-service organization and setting and achieving goals and results.
Knowledge and experience with academic audit and fiscal standards, working with auditors, writing management responses, and managing corrective actions.
Background or experience in training and staff development.
Solid knowledge of research administration pre-award format, policies, and practices.

Job Summary:

The Grants Manager ensures consistent application of contract and grant policy, works closely with the OSR leadership to report and interpret performance and metric data, and works with OSR training specialists to assure coordination of additional training needs. Responsibilities include supervision, workload management and oversight, and staff development and mentoring for contracts and grants specialists and signing officials. It is expected that the C&G Manager has requisite knowledge and expertise to be granted signature authority for sponsored agreements and meets the rigorous standards of contract and grant management, including interpretation of university policies for the administration of research, training and public service awards.

This position provides leadership and coverage in the event of contract supervisor absences. The Grants Manager identifies issues, collects relevant information and works closely with the Director or Assistant Director of Proposals and Grants to enact a plan for resolution, and then manages the positive outcome through to the conclusion. Decisions made by the Proposals and Grants Manager will impact OSR as well as our partners and counterparts throughout UCSF.

Department Overview:

The Office of Sponsored Research is an advocate for all researchers at UCSF and provides them with comprehensive pre-award services. The OSR, a $23M operation, is comprised of eleven shared service teams, including 151 Proposal and Grants Officers/Specialist/Associates, Contract and Award Officers/Specialist/Associates, and Team Managers supporting 2000+ faculty, and is responsible for all pre-award grant activity for the campus.

Required Qualifications:

Bachelor's degree in related area and / or equivalent experience / training.
Six (6) or more years of related work experience
3 or more years of experience in a supervisory role overseeing contract and grant negotiation and administration.
In-depth knowledge of the organization's operational, Required personnel, and financial transactions and systems related to administration of contracts and grants.
Sufficient management and professional experience, business acumen, judgment and integrity to effectively serve faculty and sponsors while protecting, representing, and advancing the University’s best interests.
Demonstrated ability to work independently; excellent organizational and interpersonal skills.
Service orientation, strong management skills including leadership, sound judgment and decision making, critical thinking and creative problem solving.
Demonstrated skills using common desktop / web applications; understanding of research enterprise databases.
Ability to communicate clearly verbally and in writing to multiple constituencies.
Demonstrated leadership/supervisory experience working within the research environment at a university or institute.
Able to comprehend and interpret complex language related to federal, non-profit and
University policies and regulations.
Work independently and cooperatively in a high-pressure environment with time sensitive
deadlines, including the ability to: (1) prioritize and be flexible, (2) work independently and as a team player, (3) communicate effectively and maintain quality customer service, and (4) provide leadership and take decisive action when necessary.
Able to communicate effectively and diplomatically with a wide variety of audiences in a professional, efficient and courteous manner, and to develop and maintain effective working relationships within a diverse, multicultural environment with various personalities.
Critical thinking skills, with proven ability to interpret and communicate policy
Demonstrated ability to give corrective and constructive feedback.
Ability to work in a changing environment and deal effectively with ambiguity.
Ability to identify scope/difficulty of tasks and set objectives for self and others.
Demonstrated knowledge of pre-award research administration policies and practices including: NIH Grants Policy, Federal Acquisition Regulations, Code of Federal Regulations, Federal Demonstration Partnership, and other government requirements (including CAS, A-21, A-110, A- 133, financial conflict of interest, human & laboratory animal use, certifications, etc.).
Experience developing policy and processes in response to changing institutional needs and external compliance mandates and/or regulations
In-depth knowledge and experience related to federal and non-federal contract and grant administration in the context of an educational or non-profit institution.
Experience working in collaboration with UCSF partners in the development of new policy and processes.
Demonstrated experience with a broad range of domestic and international agreements (including contracts, grants, consortiums, sub-awards, material transfer and data use) for a variety of purposes (research, public service, fellowships, clinical trials, etc.) and an understanding of the requirements, implications, and policies associated with each type and purpose.
Demonstrated experience and proven efficacy in the management of a complex operation with diverse staff.

Preferred Qualifications:

Demonstrated ability to utilize diplomacy and negotiate mutually beneficial terms for complex agreements.
Knowledge of industry best practices.
Ability to analyze complex technical data using logic and quantitative reasoning. Demonstrated ability to apply and implement creative solutions to complex problems that respect the policies and needs of each party.
Skilled in conflict resolution, negotiation and facilitation.
Experience utilizing metrics and measures as assessment tools.
7 or more years of experience in contract and grant administration at a university or institute with a research mission.
Demonstrated skills and success in leading a high-performance team in a deadline-driven, customer service organization, setting and achieving goals and results.
Knowledge and experience with academic audit and fiscal standards, working with auditors, writing management responses and successfully managing corrective actions.
Background or experience in training and staff development.
Solid knowledge of Research Administration Pre-award format, policies and practices.

% of time	Essential Function (Yes/No)	Key Responsibilities (To be completed by Supervisor)
30	Yes	Policy and Process Management: •Through the work of subordinate staff, oversees and coordinates operations of department with other contract and grant professionals and managers in the organization. •Functions as organization expert for policies and procedures relating to sponsored projects issues and concerns. •Makes recommendations to higher level managers regarding organization-wide policies and procedures. •Communicates / teaches advanced / expert research administration such as compliance focused concepts at campus, national, organization level meetings. •Develops new programs on special or emerging areas of interest or concern •Establishes and recommends changes to policies which affect the department. •Manages staff review of grant and contract award terms and conditions •Provide daily oversight, expertise, guidance and problem resolution to Grants Officers, Grants Specialists and Grants Associates on policy interpretation and implementation questions, as well as situational problem-solving and transactional activities to facilitate their daily work.
20	Yes	Staffing and Performance Management: •Provides training and professional development, either formally or on-the-job, for staff to ensure subject matter knowledge in appropriate areas (e.g., sponsored project administration) • Supervise a dual Team comprised of Grants Officers, Grants Specialists, Grants Associates, (currently 17-18 staff) •Develop and mentor Grants Officers and work on leadership opportunities for them; provide guidance in building relationships with client departments, and direction regarding mentoring staff reporting to them; • Interview, make hiring decisions, manage performance (write and deliver performance appraisals, progressive discipline, etc.), approve leave, make recommendations for career development, and ensure and oversee necessary training and skills building. Implement team-building strategies. Develop outcome measures to evaluate and recognize achievement.
20	Yes	•Workload and Assignment Management: Manages team and responsible for achieving goals through subordinate team members. •Recommends, works closely with Proposals and Grants Director and Assistant Director indeveloping and monitoring staff FTE, human resources and space planning. •Review and analyze quarterly workload distribution metrics, monthly deadline matrix, transaction and activity reports for trends and metrics. Grants Manager will make recommendations to the Director or Assistant Director on adjustments and changes in team workloads and/or assignments. The Director will make final decisions. The Assistant Director and Grants Managers will implement the changes. •Manage workloads in partnership with Grants Officers/Grants Specialists within the team and collaborate with other Team Managers to manage workloads and coverage across teams. •Collaborate with other Grants Managers to determine workable changes to assignments due to growth, turnover, customer requests, etc. •Work closely with the Director or Assistant Director to address staffing needs and develop strategies to address changes in workload volume or complexity. •Facilitate effective working relationships and processes between the Grants Officer, Grants Specialist and Grants Associates within the two teams (and across the two teams), managing roles and responsibilities of the two positions. Address and respond to department concerns, complaints, compliments, and requests for Grants Officer or Grants Specialist assignment changes, with a focus on transaction- based issues and the day-to-day workflow and deadlines of the Team; escalate to the Grants Director as needed.
15	Yes	General: •Lead weekly Team meetings with Grants Officers, Grants Specialists and Associates based on agenda/skills building items identified/developed at Proposals and Grants Team Manager meetings. •Attend bi-weekly OSR Leadership meetings for sharing, consulting, problem solving, etc. across teams. •Participate in weekly meetings with the Grants Director or Assistant Director •Attend NCRUA or SRA conferences
15	Yes	•Other duties as assigned. Proposal and Award Management •Has a delegation of authority status to sign contracts and grants. •Review proposals prior to submission and sign as the Institutional •Review award documentation for accuracy and special terms and conditions. •Understand and recognize the need for review of problematic terms and conditions by a Contract Officer, such as variations on Intellectual Property, Data Ownership and Use, Indemnification, Confidentiality etc. •Sign as the Institutional Representative accepting awards on behalf of UCSF.
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100%		(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Budgeted Job Salary Range: 200,000

About the Company

UCSF

Public health sciences university in San Francisco

UC San Francisco is a public research university in San Francisco focused solely on health sciences, combining professional education with biomedical research and patient care. Its schools of dentistry, medicine, nursing and pharmacy train clinicians and scientists, while teams investigate cancer, immunology, genomics and neuroscience. UCSF Medical Center and Benioff Children's Hospitals connect clinical care with faculty research and training, and university clinics serve patients across Northern California. Founded in 1864, UCSF is the University of California campus dedicated to graduate and professional education and biomedical research, based in San Francisco.

Company size: 10,001+
Company stage: Not listed
Total funding: Not listed
Headquarters: Not listed
Founded: 1864

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