Job Details

Contracts & Grants Manager

Position Number: 6439174
Location: Santa Barbara, CA
Position Type: Sponsored Programs, Grants, and Contracts

Contracts & Grants Manager

University of California Santa Barbara

Job Posting Details

Position Number: 40033214

Payroll Title: Research Administrator 3

Job Code: 006206

Job Open Date: 08/01/2025

Application Review Begins: 08/18/2025; open until filled

Department Code (Name): PSYC (PSYCHOLOGICAL & BRAIN SCIENCES)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 21

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $71,600 to $82,000/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $71,600 to $127,400/year.

Work Location: Psychology East - 1807

Working Days and Hours: M-F, 8am to 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions: For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Department of Psychological and Brain Sciences has cultivated a strong tradition of empirically based teaching and research in contemporary experimental psychology including cognition and the perceptual sciences, developmental and evolutionary psychology, neuroscience and behavior and social psychology. The contracts and grants and financial unit is a fast-paced, dynamic environment that provides a broad set of services. Staff members take pride in providing high-quality service and creating a strong working relationship with our diverse clientele.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the direction of the Research Manager and Business Officer, the Research Financial Analyst (RFA) in Psychological & Brain Sciences is responsible for the oversight and management of pre and post award administration of approximately $24.0M. As RFA, manages all aspects of C&G administration including proposal preparation and post-award administration to a variety of agencies. Provides P.I.'s with information to develop complex budgets including the use of animals, human subjects and specialized research equipment including fMRI. Provides P.I.'s direction on preparation of research proposals to multiple funding agencies including internal, external, private, state and federal agencies. Provides management and oversight of all extramural funds expenditures and budgets, advises P.I.'s on budgeting strategies, tracks expenditures and advises them on all aspects of regulations regarding expenditures on extramural funding. Acts as liaison with Office of Research, provides support to faculty on proposal and extramural issues. Works independently on multiple projects simultaneously; provides accurate and detailed information as required. The RFA 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 in financial policies and procedures.
1-3 years of experience with financial systems.

Preferred Qualifications:

1-3 years of experience in research administration in a university setting.
Ability to maintain and research knowledge of contract and grant policies for many funding agencies.
Advanced knowledge of University policies for personnel, academic personnel, graduate division, accounts payable, travel, and procurement services.
Thorough understanding of proposal preparation and research administration guidelines for federal and non-federal sponsors supporting research in a university environment.
Ability to manage a significant volume of financial transactions and perform complex financial analysis and customized reporting.
Ability to interpret agency guidelines, and institutional and departmental policies in a comprehensive manner.
1-3 years of experience in university research administration.

Special Conditions of Employment:

Satisfactory conviction history background check
UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

70% Post - Award Research Financial Management - The Research Finance Analyst (RFA) plays a critical role in the post-award administration of sponsored research funding, ensuring compliance with federal regulations, sponsor terms, UC policies, and accounting standards while supporting faculty in the fiscal management of research portfolios. Independently manages the financial lifecycle of complex awards, including budget setup, fund allocation, expenditure monitoring, and award reconciliation and closeout. Confirms that spending aligns with approved budgets and funding periods, baselines project budgets prior to expenditures, and ensures all project roles and configurations are accurately maintained in UCSB's financial systems. Coordinates the setup of sponsored awards by verifying project configurations, chart fields, and award attributes for alignment with sponsor agreements. Manages Requests for Advance Spending (RAS) when funding is anticipated but not yet finalized. Ensures baseline budgets are established prior to the commencement of spending and that funding allocations are properly distributed across projects, including fabrication and cost-sharing components. Reviews financial transactions in boundary systems (Gateway, Concur, Transfer of Expense (TOE), Flexcard, UCPath)) for allowability, allocability, and availability of funds. Verifies General Ledger and project expenditures to ensure that they are allowable and reported accurately and timely, including monitoring pending transactions and resolving errors as necessary. Initiates compliant cost transfers as needed. Ensures salary cost transfers align with certified effort reporting and monitors for necessary recertifications. Oversees accurate tracking and fulfillment of cost-sharing obligations, including both payroll and non-payroll components. Prepares financial reports for Principal Investigators, including burn rate analysis, spending projections, and supports scenario modeling and spend planning. Maintains detailed documentation to support audit readiness. Monitors subrecipient invoicing to ensure compliance with sponsor terms, federal regulations, and UC policy by reviewing each invoice against the subaward agreement, budget, and period of performance to verify that expenditures are allowable, reasonable, and within the approved budget, and flags any discrepancies or unallowable charges for resolution. Confirms that cumulative billing does not exceed authorized funding and ensures timely PI review and approval. For final invoices, coordinates with the Sponsored Projects Office (SPO) to complete additional reviews, initiates subaward closeout procedures, and ensures commitments are released in UCSB's financial systems. Initiates award closeout procedures by monitoring end dates and ensuring timely action. Verifies the allowability of expenditures, reconciles payroll and non-payroll charges, and confirms submission of final invoices. Coordinates with central offices to finalize sponsor invoicing, prepares or supports required financial reporting, closes out commitments and subawards, and submits all necessary documentation in compliance with university and agency requirements.
30% Pre-Award Research Administration - Responsible for submitting 60 departmental proposals to multiple funding agencies annually. Must be familiar and knowledgeable with an array of granting agencies including, but not limited to, PHS/NIH, NSF, Templeton, Fetzer, Bial Foundation, ONR, DOE, DOED, UCSB Instructional Development, UCSB Academic Senate, and UCSB Graduate Division. Manages subcontracts and multi campus agreements (MCA) as well as flow through awards to a large variety of other institutions including UC Davis, UCLA, Columbia, Harvard and others. Serves as primary liaison for over 30 P.I.s, the Office of Research, other institutions and other agencies to ensure proposals are prepared correctly and submitted on time. Responsible for the interpretation and analysis of agency policies and procedures in the development of contracts and/or grant proposals for P.I. and staff as required. Responsible for developing a detailed budget plan for each proposal ensuring they meet all UC and Agency requirements. During the proposal development process, advises the P.I. on appropriate staffing levels and salaries and fringe benefits, appropriate supplies and expenses, equipment, travel, and other special items related to the specific research projects that use animal and human subjects and specialized research equipment (fMRI). Resolves all questions and problems regarding the use of funds for expenditures on proposed award. Revises budget proposals as necessary during contract and grant negotiations. Responsible for making any changes/corrections to final draft proposal before submittal to granting agency. Ensures final proposal is complete, correct and submitted to meet deadlines. Brings potential funding possibilities to the attention of appropriate faculty P.I.'s and graduate students, based on knowledge of research interest; provides information to P.I.'s regarding agency guidelines and deadlines as necessary. Responsible for administering all extramural and intramural awards for the department. Reviews award documents for accuracy, initiates appropriate documents for the administration of the grant (signature authorizations, purchasing authorizations and recharge accounts). Manages multiple subcontracts to various institutions

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Employment Opportunity:

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.

Reasonable Accommodations:

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To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=80183&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant