Post Award Grant Specialist

PRIMARY PURPOSE/GENERAL DESCRIPTION:  

Reporting to the Senior Accountant, the Post Award Grant Specialist works directly with and provides support to the Office of Business Affairs, the Office of Foundation, Corporate and Government Relations, Institutional Advancement Office, Keck Science Department, Office of the Dean of Faculty, and The Claremont Colleges Services (TCCS). The position’s primary responsibility will be managing post-award tasks, including maintaining departmental records, monthly and annual processing, reporting and financial analysis, post-award grant management activities, and performing other administrative tasks related to grant submissions and compliance, as required. The position will ensure compliance with government accounting and internal control regulations.  

 

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

 

 

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position.  The list of essential functions below does not identify all duties performed by any single incumbent in this position.  Perform other duties as assigned.

 

Post-Award

• Partner with the Office of Foundation, Corporate, and Government Relations to ensure awards are accepted according to Scripps College and sponsor guidelines.
• Set up new sponsored awards and monitor award budget in Workday. 
• Establish and maintain effective relationships with all constituents of the College community, and serves as an advisor concerning post-award administration and related accounting issues.
• Approve and monitor personnel allocations for sponsored projects.  
• Work directly with HR and payroll to ensure that effort allocations are correct and that appropriate parties are notified in a timely manner as grant funding nears exhaustion to avoid over-spending.  
• Ensure that time and effort reports are completed on a timely basis.
• Work with the Office of Foundation, Corporate, and Government Relations to submit timely and accurate reporting to sponsor organizations for private and federal sponsored awards. 
• Collaborate with TCCS to ensure drawdowns are completed in a timely fashion.
• Process invoices for private sponsored awards.
• Monitor subrecipient and subaward agreements, including processing payments to subrecipients in a timely manner.
• Review and approve expenses charged to a sponsored award and ensure that appropriate department checks are performed prior to approving invoices in Workday.
• Partner with the Office of Foundation, Corporate, and Government Relations to develop sponsored award training workshops for faculty and staff.

 

Compliance

• Develop policy or updates, aligning policies with Scripps College and federal guidance.
• Research current information on major sponsor compliance requirements and regulations.
• Ensure that suspected issues or violations of compliance policies are addressed with the Senior Accountant.
• Adhere to Scripps cybersecurity policies and procedures and complies with federal cognizant agency information technology standards and cybersecurity expectations. 

 

Departmental Tasks

• Assist with A-133 audit and other compliance and audit tasks.
• Ensure that internal reports and Workday transactions are complete, accurate and available for PI reports.
• Collaborate and cross-train with Business Affairs and Foundation, Corporate, and Government Relations staff.
• Perform various support functions, as assigned.
• Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.

 

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:   

Individuals must possess knowledge, skills and abilities to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Demonstrate understanding of research administration principles, and sponsor and institutional rules and regulations governing federal and non-federal grant post-award grant management, including budget preparation.  
• Experience in a fast-paced and deadline-driven environment with the ability to professionally and effectively manage complex situations involving numerous and oftentimes competing priorities. 
• Proficiency in data research, analysis, and report preparation, along with specific experience in budgeting and complex financial calculations. 
• Knowledge of post-award best practices and federal compliance regulations.
• Previous experience with STEM research pre- and post-award research is a plus.
• Excellent written and verbal communication skills required.
• Experience with Excel modeling.
• Experience with MS Office software, particularly Excel, and Workday Financials.

 

QUALIFICATION STANDARDS:

EDUCATION & EXPERIENCE:

Bachelor's degree in Business Administration, Management, Finance, Accounting, or a related field is required. Minimum of two to three years’ experience in post-award settings. 

Knowledge of best practices in post-award grants management and research administration principles, rules, and regulations is required.

Pre-award experience is preferred. 

LICENSES / CERTIFICATES:  

Certified Research Administrator Certification is preferred.  

 

OTHER:

HOURS & CLASSIFICATION AND STATUS:

This is a regular status, full-time, 12 month, benefits-eligible, exempt position.

The regular hours of this position are Monday-Friday 8:00am-5:00pm.  Hours may vary due to the needs of the College or department.

While the College values in-person instruction and interaction as one of its hallmarks of a residential liberal arts education, Scripps College recognizes that certain positions may be able to complete some work remotely. This position has been identified as one that can complete some duties remotely. A telecommuting schedule is provided at the discretion of the divisional Vice President and will be determined at the time of hire. The College reserves the right to modify the telecommuting policy at any time and adjust an employee’s telecommuting schedule based on the needs of the College and/or employee performance.

Salary range: $80,000-$90,000 annualized. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.

            

SUPERVISORY RESPONSIBILITY:  

None.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is quiet to moderate.  

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.  

Sitting in a normal seated position for extended periods of time.  Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters.  Ability to bend and stoop, for example, to file.  Ability to move about.  Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.

 

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time.  Scripps College is an At-Will employer.  Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

With the goal of providing the safest campus possible for our community, the College is requiring faculty and staff to provide proof of their original COVID-19 vaccination series within two weeks of hire date. The original COVID-19 vaccination series may include two doses of the Pfizer or Moderna vaccine or one dose of the Johnson & Johnson. Exemptions for documented medical reasons or a sincerely held religious belief may be requested.