Palo Alto University (PAU), a private, non-profit university, founded in 1975 and located in the heart of Northern California’s Silicon Valley, is a community grounded in values of social justice, dedicated to addressing pressing and emerging issues in the fields of psychology and counseling that meet the needs of today’s diverse society. The students at PAU reflect the diversity of the region, are engaged in their education, and committed to improving the lives of others. The University sees diversity in its staff and faculty as very important to serving its diverse student body. PAU is designated as an Asian American and Native American Pacific Islander-serving institution (AANAPISI) and emerging Hispanic-Serving Institution (HSI), offers undergraduate and graduate programs with online, hybrid and residential options, and has an engaged faculty who make significant contributions to their fields to prepare future leaders who make a difference in the lives of individuals and communities. When you put all of this together, PAU creates a legacy of confident, competent, and compassionate professionals who are at the forefront of psychology and counseling and who move ahead in life by moving lives ahead.

POSITION DESCRIPTION

Job Title: Grants Administrator, Office of Faculty Success

Department: Department of Faculty Success

Reports to: Assistant Provost, Faculty Affairs, Development and Diversity Location: Palo Alto University, Alvin Campus (possible hybrid) Employment Status: Full-time

JOB SUMMARY

Palo Alto University wants to expand its contact and grant portfolio and seeks a professional who can contribute expertise to assist us in reaching our goals. The Grants Administrator will assist the Assistant Provost for Faculty Affairs, Development, & Diversity with providing support and leadership to academic departments in the University’s pursuit, acquisition, administration, and evaluation of grants. The position directly supports University administrators, faculty, staff and students in the development stage (pre-award) and post- award implementation of grants. This position requires collaboration with faculty and staff, Office of the Provost, Business Affairs, and officials at collaborating universities and funding agencies. The Administrator will provide exceptional service to the PAU community throughout every interaction.

SPECIFIC DUTIES AND RESPONSIBILITIES

Serve as Subject Matter Expert on pre and post-award issues for extramural contract and grant activities, systems, policies and procedures.

• Advise faculty and administrative staff in interpreting and adhering to sponsor and University guidelines, procedures, and policies pre- and post-award.
• Serve as “translator” of contact and grant terminology and policies for faculty, students, PAU administration and employees with budgetary responsibilities.

• Serve as liaison between the Office of the Provost, Principal Investigators (PIs), and Business Affairs on all matters of administering and managing grant and contract proposals and awards.
  • Assume administrative responsibility for the preparation of research and training grants and contracts, and public service agreements.
  • Serve as the point of contact for pre-award contract and grant activities for PAU faculty and administrators at collaborating universities and funding agency officials.
  • Develop templates for standard contract and grant proposals, including Work Scope Statements, Letters of Institutional Support or Collaboration, Resources and Environment, and other administrative requirements.
  • Develop and maintain administrative data and information systems for grant/contract applications and awards; prepare administrative reports on the University’s contract and grant activities.
    • Build a database of potential grant and contract funding sources applicable to the needs and interests of the faculty and university leadership.
      • Facilitate PAU’s compliance with requirements and reporting guidelines as determined by the funding agencies.
      • Maintain knowledge of agency policies affecting pre and post award administration of grants and contracts.
      • Identify training materials and lead training sessions for faculty and students on pre- and post-award topics
      • Participate in evaluating annual and long-range grant funding plans
      • Identify PAU projects for which funding is desired and develop strategies to obtain funding and corresponding timelines.
      • Recommend new policies to streamline or otherwise improve research development, grant/contract application, fiscal policy/procedure, and research administration processes in ways that are consistent with university and funding agency regulations and requirements
      • Design and manage new procedures and processes for new policies.

Provide Instrumental Support for Pre-Award Contract and Grant Activities

• Collaborate with faculty and administrators to develop a research idea into a fundable proposal. This may include any or all of the following:
  • Development of a work plan to meet the proposal deadline that also addresses the needs for all content areas of the application.
  • Drafting or editing portions of the proposals
  • Preparing the application for submission.
  • Routing the application through the university review and approval process.
• Collaborate with the PI to prepare the proposal budget in accordance with the project’s needs while being conscious of the university and funding agency fiscal policies.
• Prepare budget explanation & justification materials.
• Submit budget for approval to university administration.
• Draft or prepare the Work Scope Statement for contracts and subcontracts, and any required Letters of Institutional Support or administrative documents required for the proposals.
  • Prepare and review contracts, data use agreements, and sub-awards and recommend appropriate action to PI and university leadership. Negotiate appropriate terms and conditions in compliance with university and agency policies, and process modifications to existing agreements as appropriate.
  • Serve as the PAU expert in accessing, preparing, and submitting electronic applications with focus on NIH, HRSA, and SAMSHA and serve as the point of contact for those systems. Provide guidance and troubleshoot difficulties that are experienced by PIs, university officials, and business affairs staff with the eRA Commons, ASSIST, and other electronic pre and post-award systems.
    • Actively participate in the preparation of materials and coordinate the completion of the packets for JIT requests, agency required progress and administrative reports, and administrative correspondence to the agency concerning terms and conditions of the proposal and award.
      • Review award documents for appropriateness and unexpected changes and resolve discrepancies. Follow-up with agency officials as needed.

Serve as Liaison on Post-Award Contract and Grant Activities

• Upon award, prepare a packet of materials for the post-award Business Affairs staff who will handle the post-award fiscal management and issues.
• Review award terms & conditions with Business Affairs staff and assure their understanding of the agency policies and procedures that affect the business aspects of the award.
• Lead periodic meetings with PIs and Business Affairs staff to discuss pre and post award issues. Guide them through start-up, rule interpretation, acceptable spend down strategies.
  • Work with post-award PIs on budgetary changes desired/needed; communicate with Business Affairs and the Budget Manager for the Division of Academic and Student Affairs, as appropriate
    • Prepare correspondence with funding agencies when required and process through the university officials.
    • Monitor appropriateness of expenditures on awards and sub-awards.
    • Work with the Business Affairs to ensure contract and grant activities and funding reports are completed to meet agency requirements. Identify difficulties and follow through until resolved.
    • Provide or arrange for assistance to PIs who have no direct support to handle post award fiscal issues.
    • Other duties may also be assigned

ESSENTIAL QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor's degree in public administration, business, psychology, or a related field.
• Minimum of 6 -10 years of successful experience in grant research, development, administration, and compliance.
• Minimum of two years’ experience in an administrative role in a higher education institution.
• Comprehensive knowledge of federal laws, rules, regulations pertaining to grant development, administration and compliance and ability to learn local and state guidelines.
  • Demonstrated expertise in proposal development and overseeing research development processes
    • Demonstrated expertise in overseeing the administration of funded awards and ensuring compliance with funding guidelines and regulations
    • Research and critical thinking skills for identification and development of potential grant funding sources to match University's strategic goals and plans.
    • Demonstrated ability to manage multiple projects, programs and deadlines.
    • Strong organizational and leadership skills; ability to work independently and collaboratively
    • Excellent communication, interpersonal and presentation skills.
    • Ability to establish and maintain effective working relationships with faculty, staff, students, University leadership from diverse cultural, social, or educational backgrounds.

EEOC POLICY

The University is an equal opportunity employer and is firmly committed to non-discrimination in its hiring and other employment practices and in the application of its personnel policies. In compliance with all applicable federal and state laws, except where a bona fide occupational qualification exists, employment decisions will be made irrespective of the staff member's race, color, religion, religious creed, ancestry, national origin, age (except for minors), sex, marital status, citizenship status, military service status, sexual orientation, medical condition (cancer- related or genetic condition), disability and/or any another status protected by law.

When necessary, the University will reasonably accommodate individuals with disabilities, if the individual is otherwise qualified to safely perform all essential functions of the position and if it will be done without undue hardship to the University.