Contracts and Grants Administrator

Contracts and Grants Administrator

Physics Department

Summary of Job Details

Under the direction of the divisional contracts and grants supervisor, is responsible for pre- through post-award administration of a shared workload for contracts and grants and research gift funds made to the department of Physics and the ITST Center. Independently responsible for approximately half of Physics awards, currently 130 projects totaling over $62 million administered annually. Between 100-135 proposals are submitted annually to over 30 different funding agencies and private industry. Duties include: proposal preparation and budgets, analysis of award terms and conditions, University and Agency form preparation for all new, continuing, supplemental awards and renewed contracts, coordination of proposal submission and managing deadlines; prepare detailed reports and projections, keeping abreast of newly implemented policies and procedures related to C & G administration and personnel, ensuring compliance and audit-ability. Work regularly and independently on complex proposals and awards involving multiple investigators and sub-awards. Comprehensive knowledge of policy and regulations as related to contract and grant administration. Provides comprehensive post-award financial management for an assigned portfolio of medium to high-volume, complex sponsored projects. Reporting functionally to the Divisional Lead, this role supports UCSB's research mission through expert fiscal stewardship and effective coordination with faculty and central offices. Key responsibilities include general ledger reconciliation, transaction review and approval, budget monitoring and forecasting, cost transfers, and subaward and contract administration. The RFA ensures compliance with sponsor, federal, and university policies, maintains accurate records, and facilitates the timely closeout of awards. This position also serves as a resource for mentoring less experienced staff and collaborates regularly with campus partners such as Sponsored Projects Office (SPO), Extramural Funds Accounting (EMF), Payroll, Procurement, and Accounts Payable.

Required Qualifications

Bachelor’s Degree in related area and/or equivalent experience/training.

1-3 years of experience independently developing research proposals/awards related to contract and grant management.

1-3 years of experience preparing complex proposal budgets and support documents as required by proposal guidelines.

1-3 years of experience with pre- and post-award administration.

1-3 years of experience working collaboratively as part of a team.

Special Conditions of Employment

Must be able to work various hours on occasion to accommodate deadlines associated with proposal submission.

Satisfactory conviction history background check

UCSB is a Tobacco-Free environment.

Days/Hours: Mon-Fri; 8am-5pm

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Application review begins 8/19/25

Apply online at https://jobs.ucsb.edu

Job #80250