Finance/Grants Research Manager
The Urban & Environmental Policy Institute (UEPI) at Occidental College is an applied research and advocacy center with the mission of advancing community-driven programs and policies to build healthy, thriving communities and achieve social, economic, and environmental justice. Funded by donations, contracts, government, and private grants, UEPI operates a variety of programs addressing work and industry, food and nutrition, housing, transportation, regional and community development, land use, and urban environmental issues. UEPI functions as an academic center with strong community ties and a community-based organization with a strong research and policy development capacity.
UEPI consists of 10 professional staff that perform research, program, education, and outreach work. Strategies include developing and evaluating pilot programs; grassroots organizing and coalition building; and conducting research, evaluation, and policy analysis. UEPI is a soft funded center which also provides grants/finance/research administrative support for affiliated faculty in the Urban and Environment Policy academic department (UEP) and faculty at Occidental College. UEPI’s professional staff works closely with students and faculty to coordinate internships, program development, independent study, and classroom based lectures and presentations.
The UEPI Finance/Grants/Research Manager is a 75-100% FTE position that provides contract and grants support to UEPI program staff and faculty Principal Investigators (PIs). This position is responsible for undertaking and managing grants and contracts administration, human resources, and purchasing to help program staff and PIs navigate the college’s administrative processes and work with funders to administer funding. The ideal candidate will use skills as a seasoned, experienced administrator to independently develop and/or oversee research proposals, awards, and transactions related to contract and grant management and maintain contract and grant records in compliance with state and federal as well as private foundation funding sources.
Under limited supervision, the Finance/Grants/Research Manager will work on proposals of diverse scope where analysis of data requires thorough understanding of complex regulations and grants management problem solving. The Grants Manager requires excellent administration, financial and communication skills to work effectively with College offices such as Grants and Contracts, the Dean’s Office, the Business Office, Institutional Advancement, the Center for Community-Based Learning, Office of the General Counsel, and the Office of Community Engagement to implement sponsored research projects and a wide variety of other programs that are integrated with the College infrastructure and fulfill the mission of UEPI. External to the College, the Finance/Grants/Research Manager interfaces with funders and their budgetary staff as necessary. The Finance/Grants/Research Manager works closely with the UEPI Executive Director, program staff, and faculty PIs to ensure organizational effectiveness and compliance with all rules and regulations, help set relevant policies, and provide technical assistance as required.
SUMMARY OF DUTIES, RESPONSIBILITIES AND GOALS
- Organize, plan, establish, and monitor fiscal budget control of contracts and grants administration, gifts, endowments, and privately funded projects.
- Provide financial management through payroll allocation, the preparation of annual budgets and monitor UEPI’s unrestricted funding sources.
- Review all staff reimbursements and invoices for compliance with grants funds before submission to the Business Office for payment.
- Provide general support to UEPI, UEP, and College’s Business/Grants office staff to ensure effective grant management and advancement of program implementation.
- Help provide training, tools, and resources for staff on grants compliance and College policies and procedures.
- Serve as an institutional resource on grant compliance, participate in the review of new funding opportunities, and provide critical feedback on institutional eligibility and risk.
- Work with the Business/Grants Office, Sponsored Research Office, and Institutional Advancement to streamline and maintain a central, accurate institutional database of UEPI gifts, grants, contracts, and cooperative agreements.
- Attend UEPI meetings and trainings, and College meetings and trainings as needed.
- Participate in UEPI strategic planning.
- Assist with other fundraising projects, as requested.
- Work with Executive Director, program staff, and faculty PIs to develop program, specific grant, and overall organizational budgets.
- Provide administrative support to program staff in preparing new proposals for submission, including internal Requests for Proposals (RFP), program budgets, budget narratives and other forms as required.
- Support program staff and faculty PIs in other areas of the grant writing process including editing, gathering ancillary materials, being a resource for college integration (knowing which departments are involved, who to approach, and how much time is needed to obtain documentation).
- Regularly monitor and document grant expenditures and grant funded activity to ensure compliance with federal regulations and specific terms and conditions of multiple grant awards.
- Create, manage, update budget sheets in excel. Maintain updates with current expenditures using Argos (college financial system) and monitor project budgets for accuracy, patterns in spending, budget projections, accuracy of general ledger activity and identification of potential problems.
- Prepare monthly or quarterly invoices for grants/contracts, as mandated by the funder.
- Prepare and oversee monthly timekeeping records for federal and county grants and contracts.
- Create sub-awards and maintain communication with all sub-awardees to ensure timely receipt of invoices, required reports and other documentation in accordance with federal and funder regulations.
- Prepare, with input from the program staff, budget modifications as needed for grant funds. This includes preparation of funder forms, as well as internal college forms.
- Review and communicate award expiration dates, contract and budget modifications, and account payments to the appropriate staff.
- Prepare financial grant reports and review programmatic grant reports and communications with funders and stakeholders for accuracy and compliance prior to submission.
- Responsible for overseeing and preparing materials for all annual, quarterly or “pop” audits on grants, as required.
Payroll & Human Resources Responsibilities:
- Prepare monthly salary distribution report, submitting EAR forms and EPAF’s when necessary
- Prepare annual salary allocations.
- Prepare Staff Requisition forms for new job postings.
- Review all new job descriptions for accuracy before submission to HR.
- Process faculty stipends, as needed per grants.
- Prepare EAR forms for annual cost of living increases, equity increases, and/or changes in percent effort.
- Independent judgement and strong financial, organization, and communications skills.
- Extensive experience in pre-and/or post-award administration, proposal preparation, and submission processes.
- Working knowledge of contracts and grants transactions and applicable financial systems, as well as related policy requirements.
- Demonstrated working knowledge of applicable federal, state, local, sponsor, and institutional regulations, policies, and guidelines.
- Accounting and budget skills in managing complex financial accounts and funds, as well as knowledge of generally accepted accounting, fiscal, and reporting principles.
- Ability to frame complex situations, research and resolve problems, anticipate issues, problem solve, and present options.
- Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting program and research activities, preferably in an academic environment.
- Knowledgeable in applicable compliance requirements related to human subjects in research, financial conflict of interest, etc.
- Strong time management skills; highly organized and detail-oriented with ability to evaluate and prioritize diverse and competing priorities.
- Excellent verbal and written communication skills; ability to communicate and provide guidance to staff, faculty, and community partners with a wide range of cultural backgrounds, training, and experience.
- Self-motivated and capable of independent and effective decision-making and action.
- Enjoy working independently and as part of a team.
- Anticipate and adjust to uneven workloads. Flexibility and versatility to contribute to evolving work situations.
- Ability to multi-task in a deadline-driven environment.
- Experience managing staff including student interns/workers as necessary.
- Experienced and effective user of Microsoft Suite (Excel, Word, PowerPoint).
- Commitment to the UEPI values of economic, environmental, and social justice.
- BA/BS, preferably in business/public administration, finance or accounting
- Minimum 4 years of experience with grants/budget management and compliance
- Minimum 4 years of experience with grants/budget management and compliance
Equal Employment Opportunity
Occidental College and the Urban & Environmental Policy Institute is an equal opportunity employer. Underrepresented minorities, women, and LGBTQ candidates are encouraged to apply.
Please submit a resume and cover letter explaining how your qualifications meet the requirements of the position to firstname.lastname@example.org.
Application review will begin immediately and positions are open until filled.