Contracts and Grants Manager

Contracts and Grants Manager – Research Administrator 3

About Berkeley
The University of California, Berkeley, is one of the world’s most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley’s culture of openness, freedom and acceptance—academic and artistic, political and cultural—make it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at

Application Review Date
The First Review Date for this job is: October 24, 2017.

Departmental Overview
The Institute for Research on Labor and Employment (IRLE) is an “Organized Research Unit” of the University of California at Berkeley. IRLE brings together faculty from numerous academic departments and supports multidisciplinary research on labor and employment related issues. IRLE is the umbrella organization for several research centers, including the Center for Labor Research and Education (CLRE), the Center on Wage and Employment Dynamics (CWED), the Center for the Study of Child Care Employment (CSCCE) and the California Policy Lab (CPL). Working under limited supervision, as a seasoned, experienced research administrator, the incumbent will provide faculty and other IRLE principal investigators with advanced analytical, financial, and administrative contract and grant support. They will serve as the liaison with CSS, the Sponsored Projects Office, the Business Contracts Office, Contracts and Grants Accounting and other central campus units to coordinate proposal development, budget development, fiscal administration, post-award management, financial reporting, closeouts and other grant related activities.

Pre-award contracts and grants administration: Serve as point of contact for Principal Investigators (PIs) and interface with CSS research administrators, funding agencies, the Sponsored Projects Office (SPO), and Contracts and Grants Accounting (CGA). Assist PIs with interpreting sponsor’s and the University’s contract and grant requirements and help to coordinate pre-award processing from preparing grant proposals, including budget/budget narrative, subaward paperwork, current and pending support, and other documentation to submission to the sponsor. Work on sometimes complex proposals that may involve multiple investigators and/or multiple sub-awards. Manage proposal development timelines and the grant proposal tracking sheet. Assist with proofreading, editing and formatting of research proposal narratives upon request. Work to streamline contract and grants services and assist PIs with navigating the campus administrative processes. Apply contracts and grants concepts to review complex grant or contract proposals and obtain/verify necessary compliance approvals, and recommend/negotiate needed changes to proposals with PIs and/or department administrators.

Post award contracts and grants administration: Serve as liaison with PIs and CSS research administrators to oversee post-award contracts and grants administration for IRLE. Coordinate with CSS RAs, the Sponsored Projects Office (SPO), Contracts and Grants Accounting (CGA), HR, Payroll, and Purchasing on award execution, fund establishment and fund advances, oversight of subawards, hiring of project personnel, management of employee payroll distributions, cost transfers, no cost extensions, financial reporting and grant closeouts. Coordinate hiring of project personnel. Meet with PIs and RAs to review grant reports as needed, and proactively coordinate expense transfers, no cost extensions, and all other grant administration issues with CSS Research Adminsitration and SPO/CGA. Use information gathered from BAIRS and PI Portfolio to provide PI’s with financial data and forecasts as needed. Track earnings distributions from grant funds. Ensure that subawards are set up correctly and on time and moniter invoicing and subaward closeouts. Analyze and recommend spending trends to optimize utilization of extramural funds. Track narrative and financial report due dates for PIs and keep them apprised of deadlines. Help to ensure accurate and timely grant reporting and closeouts by following up with CSS RA and CGA. Inform PIs and IRLE Assistant Director of any potential problems, including grant discrepecies and overdrafts. Advise and update PI’s and their support staff on university policies/procedures and agency requirements in the management of extramural funds.

Business Contracts administration: Assist PIs and their support staff with making the determination as to whether a proposal should be submitted through SPO, the Business Contracts and Brand Protection (BCBP) office, or the Industry Alliances Office (IAO). Help to coordinate with BCBP on fee-for-service agreements and other business contracts. Work with CSS Financial Analyst to ensure that new contracts are entered into the business contracts on-line system (BCMS). Monitor the spending on business contracts funds. Meet with PIs and the CSS financial analyst to review expenditures. Ensure the timely and accurate submission of funder invoices.

Attend campus Research Administrator and Compliance (RAC) monthly meetings. Participate in training/educational opportunities and seek information to maintain up-to-date knowledge in all areas of research administration. Share knowledge and lessons learned with other IRLE staff working on contracts and grants. Identify and initiate team efforts for pre- and post-award contracts and grants process improvements.

Administer data licensing agreements, assist faculty with human subjects protocol submissions, and other duties/responsibilities related to contracts and grants, as assigned.

Required Qualifications

  • Minimum of 2 years of pre- and post-award contracts and grants training and experience
  • Demonstrated working knowledge of applicable federal, state, local, sponsor, and institutional regulations, policies, and guidelines
  • Strong organizational skills and ability to prioritize, be proactive, work independently and as a team member, research and resolve problems, and follow through on assignments with minimal direction
  • Demonstrated ability to produce work with a high level of detail and accuracy
  • Excellent communication and interpersonal skills to communicate effectively with all organizational levels; both verbally and in writing
  • Demonstrated ability to use discretion and make sound decisions
  • Knowledge and experience with generally accepted accounting, fiscal, and reporting principles
  • Thorough knowledge of applicable compliance requirements related to use of human subjects in research
  • Proficiency in common campus-specific and other computer application programs, including excel, and the Google suite of products Preferred Qualifications
  • Previous UCB work experience, in particular working knowledge of organized research units
  • General knowledge of the University’s purchasing, HR and payroll processing policies/procedures

Salary & Benefits
Annual Salary Range: $70,000.00 – $90,000.00
For information on the comprehensive benefits package offered by the University visit:

Salary & Benefits
For information on the comprehensive benefits package offered by the University visit:

How to Apply
Please submit your cover letter and resume as a single attachment when applying.

Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:
For the complete University of California nondiscrimination and affirmative action policy see: