#506324 Pre-Award Specialist - Administrative
Analyst/Specialist Exempt I
SALARY AND BENEFITS:
The starting salary placement depends on qualifications and
experience and is anticipated to be in the range of $3,897.00/month
Cal State East Bay offers a broad range of benefits that
includes medical, dental, vision, retirement (CalPERS), 401k, 457,
403(b), dependent and health care reimbursement accounts, life
insurance, vacation and sick, 13 paid holidays, one personal
holiday and tuition fee waiver.
For more information on the benefits program, please
ABOUT CAL STATE EAST BAY:
Cal State East Bay's beautiful main campus is located in the
Hayward hills with panoramic views of the San Francisco Bay
shoreline. Situated above the city of Hayward, the campus offers an
ideal setting for teaching and learning and yet easy access to the
many cities along the bay. The University has a satellite campus in
Concord, a professional development center in Oakland and a
significant presence online. Founded in 1957, Cal State East Bay is
one of 23 universities of the California State University system
(CSU). With an enrollment over 15,800 students, Cal State East Bay
is recognized as a regionally engaged and globally oriented
university with a strong commitment to academic innovation, student
success, engaged and service learning, diversity, and
ABOUT THE POSITION:
The Pre‐Award Specialist is responsible for Pre-Award Services
within the Office of Research and Sponsored Programs (ORSP). This
position will communicate and interact with a diverse population of
students, employees, and community constituents, and serve as a
primary contact for pre-award inquiries.
Proposal Development, Preparation and Submission.
- Coordinate with the Senior Pre-Award Specialist regarding
faculty and staff development and submission of responses to public
and private grant opportunities in a wide range of
fields/disciplines. Interpret sponsor guidelines during
pre-submittal consultations with CSUEB investigators and ensure
that all paperwork, approvals, and pre-award requirements are
submitted in a timely manner for governmental funding
opportunities. Provide financial review and guidance to
investigators in the development of their budgets, statement of
work, and other required proposal documents.
- In concert with the Grants Strategy Officer, ensure that
Principal Investigators submit grant proposals with all required
paperwork, approvals, and pre-submittal consultations in a timely
manner for private funding opportunities. Ensure all submitted
documents are stored, distributed, and available upon request.
- Participate in meetings and phone calls with other researchers
and/or research partners involved with the development of grant
funded initiatives. Contribute information, data or other
information needed for collaborative work across institutions.
- Provide Principal Investigators with descriptions of approaches
to research for individual programs, based on specific grant goals
and desired methodologies of faculty and project partners.
- Enter and/or report out proposal information using a shared
database; ensure data captured is accurate for reporting
- Review incoming external funding awards and agreements for
accuracy and determine whether they adhere to University
- Interpret contractual language and, in concert with the CSU
Legal Counsel, the Academic Affairs Compliance Officer, and the
ORSP Compliance services team, negotiate terms and conditions with
the sponsor to protect faculty rights to intellectual property
and/or to provide indemnification for the University.
- Coordinate with the ORSP Compliance services team to ensure
that specific requirements are in place, such as insurance
certificates and compliance-related training and documentation
prior to transitioning these to post- award services.
- Coordinate adjustments in budgets, scope of work, and review
financial and other required documents for no-cost extensions,
amendments, and pre-award spending requests; communicate with
sponsors, project teams, and institutional officials to facilitate
these processes. Facilitate the resolution of issues with
University Accounting and Finance and other units prior to the
setup of an award.
- Enter and/or report out award information using a shared
database; ensure data captured is accurate for reporting
- Collaborate with the Director of Grant Administration and
Associate Vice President in the development of new and modified
- Assess and evaluate the impact of pre-award processes and
policies from a strategic and operational perspective.
- Evaluate, benchmark, and continuously improve the success of
grant submissions to federal and state agencies. Use
judgement in the development of new and modified policies and
procedures that overlap with other grant administration areas
including the tracking of compliance issues from the proposal stage
to grant implementation.
- Analyze, and strategically evaluate department workflow and
current practice to streamline functionality for improved
efficiency in day to day operations. Provide ongoing analysis of
current process compared to CSU “best practices” using statistical
and research methods and data reports.
- Interpret and evaluate results to develop sound conclusions to
support new or revised policies.
Development and ongoing maintenance of a strategic plan for
- Collecting and making accessible via the ORSP's website,
reports and publications arising as a result of University
investments in research.
- Documenting, promoting and developing presentation materials
and strategies for the ongoing stewardship of relationships with
internal campus constituencies and external entities (i.e., key
funding agencies and organizations that match the research
strengths at CSUEB; communicates departmental updates through
- In concert with the Director, he or she will assist in the
review and update of departmental policies, guidance, and other
internal procedures. Reviews policies and recommends modification
to ensure compliance with university policy, state law, and federal
regulations (i.e., 2 CFR 200).
- Benchmarking and continuously improving the success rate of
Other Duties to be assigned include:
- Serve on University/SPA committees as requested/approved.
- Represent CSUEB and participate in external events, task
forces, system-wide planning/coordination and special projects as
- Conduct PI trainings to teach and train faculty and staff about
the uses of data warehouse, info ready, and pivot systems.
- At least 2 years of experience in the applicable administrative
and/or program field, including experience with budgets,
accounting, and online platforms and financial systems.
- Thorough knowledge of and ability to apply grant administration
processes, practices, and explicit requirements with proposal
submissions (including those for governmental entities, private and
corporate funders, and other non-profit agencies).
- Excellent verbal, written communications and analytical
- Advanced knowledge of and ability to use a variety of
technologies including, but not limited to, the Microsoft Office
suite, Excel, and other applicable software packages.
- Excellent interpersonal skills to develop and maintain
cooperative and productive working relationships.
- Ability to work in a fast-paced environment and to anticipate,
plan and organize work projects including handling multiple grant
- Ability to prioritize tasks, to work independently, to maintain
confidentiality and to take initiative to improve upon current
operations, including written procedures, processes, forms and web
- Ability to represent the university and partnership well in
internal and external interactions, including the planning and
organization of work of teams collaborating on grant
- Must be detail-oriented and have the ability to interpret
complex policies and procedures, and ability to proof written
materials that will be submitted to external sponsors and
distributed among campus constituencies.
- Maintain a consistent and reliable work schedule in order to
ensure the timely review of transactions and to ensure that
application deadlines are met.
- Ability to solve problems without direct guidance or
- Must be able to lift 10 lbs.
Entry to this classification requires general knowledge and
skills in the applicable administrative and/or program field with a
foundational knowledge of public administration principles,
practices, and methods. This foundation would normally be obtained
through a bachelor's degree and/or equivalent training and
administrative work experience involving study, analysis, and/or
evaluation leading to the development or improvement of
administrative policies, procedures, practices, or
PREFERRED SKILLS AND KNOWLEDGE:
- Foundational knowledge of grant administration principles,
practices and methods
- Demonstrated programmatic leadership
- Experience in higher education
- Experience with grant submittals to state and federal agencies
and foundations, preferably at a college/university
CONDITION(S) OF EMPLOYMENT:
Satisfactory completion of a background check (including
LiveScan, as appropriate), that may include, but is not limited to:
criminal records check, verification of academic credentials,
licenses, certificates, credit history, professional references
and/or verification of work history is required for
employment. Cal State East Bay will issue a conditional offer
of employment to the selected candidate, which may be rescinded if
the background check reveals disqualifying information, and/or it
is discovered that the candidate knowingly withheld or falsified
information. Unsatisfactory results may also affect the continued
employment of current Cal State East Bay employees who were
conditionally offered the position.
All background checks are conducted through the university's
third party vendor, Accurate. LiveScan is conducted through the
University Police Department.
As an Equal Opportunity Employer, Cal State East Bay does not
discriminate on the basis of any protected categories: age,
ancestry, citizenship, color, disability, gender, immigration
status, marital status, national origin, race, religion, sexual
orientation, or veteran's status. The University is committed to
the principles of diversity in employment and to creating a
stimulating learning environment for its diverse student body.
All California State University campuses, including Cal State
East Bay, are smoke and tobacco-free. For more information,
please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/
In compliance with state and federal crime awareness and campus
security legislation, including The Jeanne Clery Disclosure of
Campus Security Policy and Crime Statistics Act, the Cal State East
Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html
Cal State East Bay is not a sponsoring agency for Staff or
Management positions and we are not an E-Verify employer.
The incumbent in this position may be considered a mandated
reporter under the California Child Abuse and Neglect Reporting Act
and will be required to comply with requirements set forth in the
CSU Executive Order 1083 as a condition of employment.
CSU VACCINATION POLICY:
CSU requires faculty, staff, and students who are accessing
campus facilities to be immunized against COVID-19 or declare a
medical or religious exemption from doing so. Any candidates
advanced in a currently open search process should be prepared to
comply with this requirement. The systemwide policy can be found
at https://calstate.policystat.com/policy/9779821/latest/ and
questions may be sent to firstname.lastname@example.org.
HOW TO APPLY:
Please visit www.csueastbay.edu/jobs and
click on Faculty, Staff and Management Employment