Philanthropic Grant Specialist (Administrative Analyst/ Specialist Exempt I), Philanthropic Giving

Apply now Job no:532610
Work type:Staff
Location:San Bernardino - San Bernardino Campus
Categories:Unit 9 - CSUEU - Technical Support Services, Probationary, Fundraising & Alumni Relations, Full Time, On-site (work in-person at business location)

Job Summary:

Under the direction of the Senior Director of Corporate and Foundation Relations (CFR), the Philanthropic Grant Specialist will act as a pre- and post-award liaison for principal investigators/project directors (PI/PD), requiring close collaboration with campus and auxiliary personnel. The Philanthropic Grant Specialist will independently perform timely, compliant pre and post-award development and administration on an assigned workload of multiple moderately complex letters of intent, memorandums of understanding, contracts, gift, grant, and sponsorship proposals. This position will require knowledge of foundational obligations and institutional policies and will hold direct responsibility and accountability for work results.

Major duties and responsibilities:

• Pre-Award - Project development
• Assist faculty, staff, and administrators (PI/PD), utilizing pre-award information, research, and analyzing funding opportunities to evaluate opportunities and eligibility.
• Assist PI/PDs in reviewing proposal components, developing highly competitive letters of inquiry, grant proposals, grant reports, and acknowledgment letters for foundations, family foundations, and corporate foundations. Of critical importance is the facilitation, writing, and submission of timely proposals to external funding organizations.
• The position may support coordinating complex collaborative projects with multiple institutions.
• Assist PI/PD in preparing financial information, including budgets.
• Maintain familiarity with CSUSB programs through research, possible field visits, and communications with PIs, program directors, faculty, and development teams.
• Provide PIs with editorial support as needed. Prepare and distribute cover letters, letters of support, and other general correspondence related to CFR activity as requested. Establish and cultivate relationships with internal and external stakeholders to support the goals and objectives of active projects led by the CFR office. Assist with planning and staffing internal and external stakeholder meetings as requested.
• Assist as requested in proofreading philanthropic documents and grant submittals for typos, formatting inconsistencies, grammatical and spelling errors, etc.
• Maintain pertinent and general department files and records by monitoring and ensuring complete, accurate, and organized files, including routine statistical and boilerplate information most frequently utilized in departmental submissions.
• Assist Corporate and Foundation Relations Senior Director with various administrative activities related to all areas of CFR philanthropic work, including but not limited to the review, development, and implementation of CFR policies and procedures, researching best practices, communicating procedural issues and changes to the campus community as directed, assist in the development of assessment tools, and improved protocols.
• Assist the Corporate and Foundation Relations Senior Director in preparing and submitting reports, annual certifications, and other agency-specific or organizational requests for data on CFR.
• Coordinate and collaborate with Research Compliance and Sponsored Programs Administration (post-award) to increase mutual understanding and effectiveness of the overall operations
• Serve as Authorized Organizational Representative for proposal submission portals.
• Post Award – Award Management
• Serve as the point of contact for PI/PD related to all post-award issues, policy, and procedural matters related to their gift or award to ensure compliance with requirements and funding terms and conditions.
• Provide financial oversight of an assigned workload of gifts and grants in accordance with donor terms and conditions, institutional policies, and processes from award to close.
• Conduct account analysis, budget variance analysis, review of financial statements, queries of expenditure transactions, and encumbrances to identify and resolve problems.
• Prepare no-cost extensions, carryover, and requests of unexpended balances from the funding agency.
• Work with accounting to ensure budget adjustments or modifications, cost transfers, and journal entries and generate requests to the funder for approval.
• Conduct meetings with PI/PD to address discrepancies, resolve deficits, recommend solutions, anticipate future problems, and advise on corrective transactions as needed.
• Conduct fund close-out in collaboration with donor organizations and accounting to meet proposal obligations and compliance requirements.
• Perform work in situations where numerous demands are involved and will determine approaches to project management, prioritize and oversee an assigned workload of projects.
• Interface with faculty, department chairs and staff, financial services, purchasing, college/unit budget analyst, and dean’s offices to ensure philanthropic grants are being implemented and well-stewarded.
• Create spreadsheets, charts, and tables or organizations, statistical, and numeric data for inclusion in grant requests, reports, and post-award operations.
• Support the work done by CFR to disseminate information about awards via Strategic Communication to facilitate effective post-award management, including the execution of grant agreements and tracking of key deadlines.
• Coordinate scheduling and attend inter-departmental meetings affecting grants management and, as requested, prepare pertinent follow-up correspondence/reports as required.
• Assist in preparing periodic audits and/or site visits from funding agencies, including collecting and compiling documents required for review

External Relations (as requested):

• Actively attends university on-campus and off-campus-related CFR events. Attends conferences and seminars as appropriate to CFR goals and strategy.
• Other duties as assigned.

Minimum Qualifications: Required Education and Experience

• Bachelor's degree and/or the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs,
• Two years of related experience.

Required Qualifications

• Excellent communication and interpersonal skills (including being a good listener) to interact and communicate effectively with faculty, staff, students, and external constituencies, both verbally and in writing.
• Excellent attention to detail.
• Proficiency in locating and synthesizing materials from multiple sources. Ability to interpret, analyze, and summarize complex biographical, business, and financial data.
• Experience interpreting programs and projects, developing and monitoring budgets, and understanding accounting and fiscal reporting.
• High degree of organization and initiative.
• Expertise to handle deadlines and changing priorities with sound judgment.
• Well-developed sense of curiosity, ingenuity, and perseverance.
• Complete respect for confidentiality.
• Strong team player with the ability to work cooperatively with all levels of the organization

Preferred Qualifications

• Applicants must have general knowledge and understanding of accounting basics and financial record-keeping methods, procedures, and practices.
• Experience working in grant writing and management in a nonprofit or university advancement setting.
• Experience with PeopleSoft Common Finance System.

Compensation and Benefits:

Anticipated Hiring Range: $4583 - $5417 per month

Classification Salary Range: $4170 - $7545 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here .

Position Information:

Work status: Full-time/Exempt/Probationary

Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends

The application deadline is January 22, 2024.

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.  Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact Nora Jean Fernandez, ADA Manager at [email protected]

Smoking

CSUSB is a smoke and tobacco-free campus.  See policy at  https://calstate.policystat.com/policy/6591951/latest/ .

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act

Advertised:18 Dec 2023 Pacific Standard Time
Applications close:22 Jan 2024 Pacific Standard Time