Pre-Award Manager

Position Purpose

The Pre-Award Manager has the primary responsibility for overseeing all aspects of the life cycle of external grant development up to grant submission and most non-financial compliance requirements within pre-award. Additionally, the Pre-Award Manager has management and training responsibilities of pre-award specialists and student workers.

Essential Duties and Responsibilities

• Manage pre-award activities
  - Provide direction and oversight for all pre-award proposal development, submission and compliance activities.
  - Provide training and management of staff and student workers and delegation of development and proposal submission activities.
  - Prepare and update sponsored projects pre-award policy and procedures manuals.
  - Stay current on all changes to federal regulations and statutes related to sponsored projects.
  - Ensure that all pre-award activities are compliant with sponsor regulations and guidance.
  - Manage and update sponsored projects administrative software.

• Proposal preparation
  - Provide guidance to faculty and staff throughout the proposal process.
  - Review Intent to Apply form and proposal guidelines and create checklists of responsibilities.
  - Consult with PI to guide through pre-award processes, including review of proposal guidelines, roles and responsibilities for proposal sections, support in understanding compliance requirements and other relevant information, assistance using necessary tools to create required documentations such as BioSketch, Current and Pending, and Facilities and Resources documents.
  - Develop budgets in collaboration with PI to ensure scope of work and budget requests align, and assist with budget justification development.
  - Develop templates for frequently requested information such as University demographics, facilities, and other resources.

• Pre-post transition
  - Develop and document processes for transition of awards from Pre-Award to Post-Award.
  - Coordinate non-financial post-award compliance areas with Post Award Manager.
  - Prepare information for subawards.
  - Work with IT and Post-Award Manager to integrate Pre-Award and Post-Award data and information.

• Report preparation
  - Prepare financial reports as required by Sponsors.
  - Prepare pre-award information for reporting to internal and external offices.
  - Prepare pre-award reports for Director and Deans as requested to provide real time information when needed.
  - Conduct quality control on data maintained in InfoEd, including maintaining proposal and award status, and closing completed or inactive grants when completed.

• Other duties as assigned
  - Attend conferences and workshops to stay current with regulatory and financial requirements.
  - Work with Sr. Director of SPO to provide professional development opportunities to staff.
  - Special projects as assigned by the Sr. Director of SPO.

Provides Work Direction

Pre-Award Manager provides work direction for the pre-award staff and any student workers.

Qualifications

• To perform this job successfully, an individual must be able to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
• Knowledge: Federal and non-federal regulations and guidelines that are related to external funding, University finance policies and procedures, cost principles and audit requirements for federal and non-federal awards.
• Skills: Strong verbal and written skills, strong organizational skills, management skills.
• Abilities: To work effectively under pressure of externally determined deadlines and shifting priorities, to work with all levels of staff and faculty, and to work with vendors, funders, auditors and the University Finance Office.
• Education: Bachelors Degree or equivalent experience required. 4+ years required in research administration.

Physical Demands

Considerable time is spent at a desk using a computer terminal. May be required to travel to other buildings on the campus. May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations. May be required to occasionally travel to outside customers, vendors or suppliers.

Work Environment

Hybrid/remote possible from eligible states. Typical office environment. Offices with equipment noise. Offices with frequent interruptions. Deadline driven activities. Telecommute.