Contracts and Grants Specialist III

Northern California Institute for Research and Education (NCIRE) is the leading nonprofit research institute in the United States devoted to advancing Veterans health research. NCIRE is part of one of the world’s most dedicated and successful Veterans care communities, pioneering new treatments and understandings of military medicine and care.

Along with our partners at the San Francisco VA Medical Center and the University of California, San Francisco, we are working to discover and develop effective, safe, and practical treatments for military injuries and diseases affecting Veterans. Through new technologies, novel scientific insights, and international clinical collaborations, we strive to set a new standard of health care research for Veterans and military personnel.        

Position Definition:

A technical leader with a high degree of knowledge in the overall field and a recognized expertise in specific areas; problem-solving frequently with analysis of unique issues/problems without precedent and/or structure. May manage programs that include formulating strategies and administering policies, processes, and resources. This individual can function with a high degree of autonomy.  Incumbent will handle all aspects related to budget and cost compliance for their assigned portfolio using their knowledge of grant and contract management rules and regulations, in relation to the governing OMB circulars, institutional policy, technical expertise, and analytical skills. 

Department Role (DR): Typically works on highly complex proposals and awards such as grants/contracts which require program project mechanism, complex budgets, option years, multiple investigators, and numerous subcontracts.  Is expected to mentor junior staff within the department and assist the Manager with the overall management of the Contracts and Grants Department as assigned by department Manager.

Essential Functions:

• Uses advanced contracts and grants concepts to manage a portfolio made up of complex awards which require high level expertise
• Guides others in the review of financial and administrative management and assists with overseeing various contracts and grant proposals of junior team members
• Assist with awards, and/or other relevant, pertinent transactions to ensure compliance with institutional and sponsor policies
• Works independently to assess complex grants, contracts, and subcontracts where analysis requires an in-depth evaluation of variable factors
• May be required to review and sign transactions for less experienced staff
• Serve as a technical specialist in an area, such as federal contracts, state contracts, subcontracts, or information systems
• Works on highly complex proposals and awards such as grants/contracts which require program project mechanism, complex budgets, option years, multiple investigators, and numerous subcontracts
• Mentors junior staff and assist with questions within the department
• Fills in for department manager as assigned
• Liaison for Principal Investigators and sponsors
• Assist Principal Investigators with preparation and submission of contracts and grants
• Review proposals to extramural sponsors to ensure compliance with agency regulations
• Provide fiscal management for all contracts and grants, pre-award compliance post-award administration
• Develop and negotiate contract agreements with private sector sponsors
• Develop and negotiate agreements with subcontractors
• Coordinate approval process of proposals
• Monitor general ledger, identify and resolve any discrepancy with financial journals and cost transfers
• Provide budget projections for Principal Investigators
• Responsible for ensuring all necessary pre and post-award compliance activities (i.e. JIT, progress reports, FCOI) are completed within the required timeframes while adhering to sponsor and institutional policies
• Ensures compliance with prime award terms and conditions
• Maintain working knowledge of on-line financial systems
• Responsible for award close-out and confirm all reports have been submitted to sponsor agency
• Provide guidance to and work closely with Accounts Payable, Accounts Receivable, Information Technology Services, and Human Resources departments
• Perform other related duties as assigned

Job Requirements:

• Bachelor's degree in related area and/or equivalent experience/training or six-plus years of relevant experience in Contracts and Grants.
• Must have experience working with a large portfolio with high level of complexity similar to U01s and R01s with large quantities of subcontracts
• Must be able to understand notice of awards and is able to interpret data.
• The incumbent shows self-initiated growth toward mastery of contracts and grants body of knowledge as evident by mastery of skills. The incumbent requires little assistance or guidance with most tasks
• Detailed knowledge of Office of Management and Budget Circulars (2 CFR Part 200 Uniform Guidance) and demonstrated expertise in interpreting and explaining requirements
• Detailed knowledge of Federal agency policies including NIH, DOD, and NSF
• Significant experience in developing, negotiating a variety of agreements including creative problem solving and effective decision making
• Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management, and financial report
• Demonstrated commitment to excellence in customer service and performance
• Ability to analyze, problem solve, interpret and apply policies/regulations
• Ability to communicate with others and to assimilate and understand information, in a manner consistent with the essential job functions
• Ability to make sound decisions in a manner consistent with the essential job functions
• Ability to manage multiple projects, tasks and priorities to achieve desired goals
• Ability to work independently as well as part of a team
• Ability to mentor others
• Previous experience in a university institution or non-profit organization highly desirable
• Research or grants education and/or certification is preferred