Contract & Grant Officer

RSCH ADM 4 (006207)

UCPath Position ID: MI-DPT309000-JC006207-PD168228

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

705277

Approved Date:

4/4/2024 5:22:39 PM

Date Last Edited:

4/4/2024 5:22:37 PM

Last Action Effective Date:

8/15/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

3100O

Organization:

VC RESEARCH                            

Division Code:

3115D

Division:

OFFICE OF RESEARCH ADMINISTRATION      

Department:

309000 - OFC OF CONTRACT & GRANT ADMIN

Position Details

UCPath Position Number:

MI-DPT309000-JC006207-PD168228

Position Description ID

168228

UC Payroll Title:

RSCH ADM 4 (006207)

Business Title:

Contract & Grant Officer

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 23

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40060750

Reports to Payroll Title:

CONTRACTS AND GRANTS MGR 1

UCPath Department Head Position Number:

40060750

Department Head Payroll Title:

Contracts and Grants Mgr 3

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

0

0

POSITION SUMMARY

The Contract & Grant Officer is a technical leader who shares knowledge and provides advanced level advice and guidance to UCLA faculty and staff including complex concepts in proposal development and award management. The Officer authorizes and oversees the submission of proposals and negotiates, accepts, and executes complex agreements from government and non-profit sponsors. Manages a portfolio of non-routine research, public service and training projects supported by government (federal, state, county, city, international), and domestic and international non-profit entities (foundations and charitable organizations).   While delivering excellent customer service, primary responsibilities include but are not limited to: 1) guide and advise faculty researchers and campus staff regarding the development of complex proposals and sound stewardship of sponsored project funds in accordance with University and Sponsor Policy; 2) identify, analyze and communicate complex terms and conditions as well as policies and procedures in a helpful and professional manner; 3) analyze a broad range of multiple factors to negotiate and manage complex research contracts and grants, incoming and outgoing subawards, clinical trial contracts and grants, and multi-party agreements; 4) participate in the development of large scale complex projects; 5) verify compliance approvals from campus compliance committees. This position has institutional signature authority as delegated by the Regents of the University of California, at thresholds implemented through operational policies, and is authorized to sign and review transactions for junior staff. Based on the organizational structure of OCGA there are three main areas of responsibilities. This position will have primary focus of responsibilities in one of the following areas assigned: Contract & Grants. The team responsible for negotiation and management of contract and grant proposals, awards and non-financial post-award activities. Outgoing Subawards. The team responsible for drafting, negotiating, executing and maintaining third party agreements where UCLA is the prime awardee. Including non-financial post-award activities. Proposal & Award Intake Team. The team responsible for receipt, recording, review, assignment, tracking and communications (internal and external) related to all proposals and awards. OCGA is a part of the Office of Research Administration (ORA), the central institutional department that is responsible for campus-wide research administration and compliance functions related to pre- and post-award and financial management of sponsored activities; human research regulatory review and compliance; research administration data management and stewardship; and campus-wide research administration systems that support ORA operations. Within ORA, OCGA manages $1.6 billion in contract and grant awards and more than $5 billion in funding requests per year.  Under delegated authority from the Regents of the University of California, the Office of the President, and the UCLA Chancellor, OCGA has institutional authority to solicit, accept, and execute research agreements and related documents for government and non-profit sponsored project activities.  OCGA serves as the institutional point of contact for funding agency representatives and relevant regulatory officials. OCGA has primary responsibility for the interpretation of University-wide and campus policy, sponsor guidelines, and applicable federal and state laws and regulations related to sponsored activities.

OCGA is a part of the Office of Research Administration (ORA), the central institutional department that is responsible for campus-wide research administration and compliance functions related to pre- and post-award and financial management of sponsored activities; human research regulatory review and compliance; research administration data management and stewardship; and campus-wide research administration systems that support ORA operations.  Within ORA, OCGA manages $1.6 billion in contract and grant awards and more than $5 billion in funding requests per year.  Under delegated authority from the Regents of the University of California, the Office of the President, and the UCLA Chancellor, OCGA has institutional authority to solicit, accept, and execute research agreements and related documents for government and non-profit sponsored project activities.  OCGA serves as the institutional point of contact for funding agency representatives and relevant regulatory officials.  OCGA has primary responsibility for the interpretation of University-wide and campus policy, sponsor guidelines, and applicable federal and state laws and regulations related to sponsored activities.

Proposal Review, Compliance and Approval

1. Independently review a high volume of proposals to federal and nonprofit sponsors to ensure compliance with sponsor and University policies. Use sponsor proposal submission systems and teach others. Endorse and submit proposals under delegated authority as authorized institutional official.  2. Review, analyze and advise on requirements of complex Request for Proposals (RFPs) and Request for Applications (RFAs) involving multiple subawards, and/or multiple task/year options. Provide guidance to investigators on risks and mitigation strategies for federal and not-for-profit proposal submissions.    3. Guide and advise Principal Investigators (PI) and department research administrators regarding advanced concepts in the management of awards from government and non-profit sponsors, including clinical trial grants and contracts; multi-site projects; agreements with cost-reimbursable and fixed price components; training grants; and city, county, and state requirements.  4. Conduct detailed review and ensure compliance with Federal Acquisition Regulation (FAR), Defense Federal Acquisition Regulation Supplement (DFARS), Uniform Guidance, and special requirements of NASA, DOE, and DOD awards.   5. Identify and take exception to unacceptable proposal terms and conditions, such as publication rights, indirect cost rates, ownership and exploitation rights to UC intellectual property and patent rights, indemnification, jurisdiction, use of the University's name, protection of research subjects (animal and human) and Federal Uniform Guidance. Serve as resource to junior staff in review of proposed terms.  6. Utilize electronic sponsor systems for proposal submission, keep current with latest updates, troubleshoot/clarify problems and serve as a resource to junior staff and campus research community for system training purposes.  7. Independently review and provide advice in developing complex budgets, prepare summary schedules of deliverables, and coordinate questions/answers to the sponsor representative. 8. Ensure proper application of F&A rates or prepare requests for exception. Analyze financial data from campus departments to ensure compliance with federal cost principles and University policies; complete certifications and representations; prepare summary schedules of deliverables; and ensure proper responses to sponsor representative questions.

40%

Pre Award Actions, Award Review, Management and Compliance

1. Interpret and negotiate complex terms and conditions for all award mechanisms consistent with University policy and procedure. Serve as a resource to junior staff in their review, negotiation and management of awards. 2. Negotiate award terms to protect the University's financial, physical, and intellectual property assets by verifying compliance requirements of other compliance units in ORA and across the University. Utilize web-based systems to confirm approvals from Institutional Review Board (IRB), Institutional Animal Care and Use Committee (IACUC), the Financial Conflict of Interest (COI) Committee, and other compliance committees.  3. Following University policy and procedure, manage the full range of sponsored project award mechanisms and their corresponding rights and obligations, including grants, cooperative agreements, contracts, subawards, gifts, and related representations and certifications.  4. Independently analyze, communicate, coordinate and resolve complex post-award issues and actions, providing advice to faculty and staff involving advanced concepts in research administration.  5. Solve complex administrative and financial issues at close out and participate in sponsor audits as necessary.

40%

Training and Mentorship

1. Participate in the development of presentations and content for educational training sessions on advanced policies and principles of research administration on campus and at system-wide and national meetings. Participate in the development and delivery of on-going training sessions to: 1) internal OCGA staff; 2) campus departmental research administrators; 3) UC system-wide meetings; and 4) external national professional conferences (NCURA, SRA, etc.), on subjects of policy, procedure, and compliance in research administration.  2. As a technical leader, provide training and review work products of junior staff members to enhance skill sets, job effectiveness, and compliance. Share knowledge and experience for best practices based on operational standards.  3. Serve as a positive role model of constructive problem solving. Make recommendations to OCGA leadership about improved operational effectiveness.  4. Participate in special projects and organizational or campus-wide initiatives as an OCGA representative.  5. Contribute to the effective and appropriate documentation of transactions using of OCGA business enterprise systems.  Maintain UCLA and sponsor documents in the proposal and award tracking system (PATS) records to ensure they are consistent with OCGA standard procedure and University document retention requirements.

20%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

Degree preferred with generally 12 or more years experience in research administration or a related field with equivalent transferrable skills/knowledge.

Required

Understanding of Federal Uniform Guidance, funding agency policy and procedure, Federal Acquisition Regulation (FAR), and agency supplemental clauses.

Required

Customer needs, negotiating mutually beneficial workflow and communication toward a common goal, establishing service expectations, and delivering accurate and complete suite of services.

Required

Deliver high quality customer service to a diverse group of colleagues both within the organization and in the campus research community.

Required

Advanced working knowledge and proven capability to identify and resolve complex grant and contract issues related to federal, international, city, county, state, and non-profit agreements.

Required

High degree of knowledge of federal, state and local regulations, university policies and procedures, sponsor guidelines and terminology pertaining to extramural research in the context of a large institution of higher education with a teaching hospital.

Required

Substantive experience in contributing to and supporting group meetings and internal/external work groups. Support team members through periods of change in personnel, business processes, procedures, and policies and actively seek opportunities to promote positive outcomes.

Required

Strong computer skills and proven ability to use a variety of computer applications supporting campus administrative processes, including the most current version of the Microsoft Suite software and electronic research administration systems.

Required

Proven interpersonal skills to deliver effective, helpful, cooperative, professional research administration expertise to all levels of faculty, staff and external sponsor entities. Develop and maintain positive and effective interactions, demonstrating respect for the views of others.

Required

Demonstrate the ability to act as a positive role model of enthusiasm, constructive problem solving, commitment and loyalty to the profession and the organization. Treat others with dignity and foster the value of diversity and inclusion. Demonstrate tact and diplomacy in all interactions.

Required

Advanced written and oral skills to compose and deliver documents and communications that clearly convey advanced concepts and procedures to individuals at various knowledge levels.

Required

Advanced problem-solving skills to identify issues in procedures and business processes, isolate root cause of the problem, and provide possible solutions.

Required

Independently prioritize work and determine need for escalation to senior leadership. Independently manage and prioritize a diverse portfolio of proposals and awards using worklist reports to meet fixed sponsored deadlines.

Required

As a technical leader with advanced training skills, effectively deliver on-going training and guidance in research administration concepts to junior staff to continually develop advanced skills and assist team members to navigate processes, procedures and policies to meet operational standards.

Required

Advanced skill and demonstrated experience to independently negotiate complex sponsor project agreements with the understanding of the consequences of acceptance or denial.

Required

Identify key issues and propose alternative language that is acceptable to all parties; analyze terms and conditions and assess risk, while protecting the high priority interests of the University.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Los Angeles

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.