Senior Grants and Contracts Officer, Award Management

POSITION STATUS: This is a full-time, benefits-eligible temporary position.

COMPANY INFORMATION

The Lundquist Institute for Biomedical Innovation at Harbor-UCLA Medical Center (TLI) is Los Angeles County's preeminent independent, not-for-profit biomedical research hub, excelling in transforming scientific breakthroughs into practical therapies. With a $90 million annual budget, TLI is home to over 150 investigators and 500 staff, advancing 600 projects in areas such as Infection and Immunity, Cancer, and Women's Health. Founded in 1952, the Institute continues to train physician-scientists and manage healthcare programs for 60,000 underserved families throughout South Los Angeles.

SUMMARY

The Senior Grants and Contracts Officer (SGCO) serves as a senior member of the Resources for Investigator Support and Engagement (RISE) shared services team within Office of Research Administration (ORA) and an administrative liaison for the inaugural Lundquist Institute Research Hubs. The SCGO will report directly to ORA leadership and work in tandem with Research Hub Executive Directors to provide faculty support for sponsored portfolio management. The SGCO will team with their Preaward Services counterpart to support their assigned Research Hub.

The SGCO is responsible for providing administrative support included in sponsored lifecycle award management areas such as current and pending support, biographical sketches, equipment, resources and facilities, detailed budgets, expenditure projections, and complex award management. The SGCO is a seasoned research administrator who can independently coordinate, develop and/or oversee awards and/or transactions related to sponsored award management, maintains records in compliance with institutional and research sponsor policies, and complex award oversight leadership and support. The SGCO serves as a liaison with internal constituents to include RISE Preaward Services team, Research Hub Directors, faculty, Sponsored Projects Accounting (SPA), Finance, Payroll, Purchasing, Grants and Contracts Administration, Research Compliance, Subawards, and Closeout. The SGCO communicates with sponsors and external collaborators participating in faculty research.

The SGCO is self-directed, able to prioritize multiple duties and deadlines, and understands the importance of the research administration profession. The SGCO has a high degree of proficiency in research administration including sponsored administrative and financial management, reporting, and complex award management procedures and is able to problem-solve a wide range of issues with limited structure.

DUTIES AND RESPONSIBILITIES

Sponsored Lifecycle Award Management Support:

• Support faculty in preparation of supplemental request information (e.g., JIT, progress reports, extensions) and submit to the sponsor
• Maintain faculty biosketches and current/pending support documents (e.g., SciENcv)
• Monitor award budgets from award initiation to closeout
• Coordinate with the Subawards Office on the outgoing subaward agreement process
• Partner with faculty to ensure compliance with reporting requirements and applicable sponsored requirements
• Facilitate research and financial compliance oversight, including payroll confirmation, expenditure monitoring, subrecipient monitoring, and coordination with regulatory compliance committees (e.g., IRB and IACUC) in accordance with the federal regulations and sponsored requirements
• Review budget adjustments, restrictions, and required responses with faculty to ensure timely and compliant responses to sponsors
• Review and approve project expenditures for compliance with federal, institutional, and sponsor guidelines
• Monitor award balances, spend plans, and milestone payments
• Complete monthly financial review for planning and decision-making meetings and communication with PIs, ensuring they are kept up-to-date on their financial position across their sponsored award portfolio
• Internally disseminate accurate and complete financial information to ensure compliance and appropriate pace of spending; minimizing preventable account surpluses and deficits
• Support faculty with administrative components required for sponsored reporting and submit reports to the sponsor on behalf of the faculty
• Ensure timely reporting as part of the closeout process
• Optimize sponsored lifecycle policies, processes, and systems for optimal tracking, reporting, and internal controls
• Provide outstanding and expedient service to a wide range of faculty across Research Hubs

Sponsored Projects Accounting (“SPA”) Liaison:

• Provide input for financial report submission to the sponsor
• Assist with salary deficit monitoring analysis determinations and follow up with ORA pre-award officer for further action
• Provide support for Faculty Salary Encumbrance Document (FSED) procedures to include reviews, faculty and administrative support, and training
• Assist SPA with faculty and administrator inquiries relating to award management

Special Projects:

• Provide training, education, and outreach to faculty and administrators
• Develop and maintain resources utilized in the sponsored projects lifecycle procedures to include website, manuals, and forms
• Support data, systems, and survey requests relating to ORA services
• Other duties as assigned

QUALIFICATIONS

• Bachelor’s Degree in business, finance or related field or equivalent combination of education and experience; Master's Degree in business, finance or related field preferred
• At least 10 years of experience in research administration and/or research compliance, preferably at a higher educational institution, academic medical center, or biomedical research institute
• At least 10 years of experience in sponsored programs award management
• At least 10 years of experience with electronic sponsor portals (e.g., NIH ASSIST, Grants.gov)
• Expert proficiency in Microsoft Excel required
• Demonstrated proficiency with institutional sponsored project related policies and procedures such as cost sharing, cost allowability, effort reporting or payroll confirmation
• Expert knowledge in Office of Management and Budget 2 CFR 200 (“Uniform Guidance”) regulations and NIH, Department of Defense, and other major funding agency policies
• Expert-level experience in grants management and/or research compliance oversight systems
• Ability to prepare sponsored proposal budgets, monitor award balances, and ensure reporting requirements are fulfilled
• Exceptional attention to detail and ability to meet deadlines with little to no supervision
• Exceptional interpersonal skills, including the ability to speak comfortably with individuals at all levels, including faculty, administrators, sponsors, and other external collaborators
• Excellent writing, communication, organization, and execution skills required
• Ability to manage and adapt as needed to fulfill competing priorities and adapt as needed

Please ensure your application is complete and signed; incomplete submissions will not be considered.

Position requires a background check and health clearance

Equal Opportunity Employer/Affirmative Action/Drug-Free Workplace