Grant Support Coordinator (Administrative Analyst/Specialist, Non-Exempt) - Office Research and Sponsored Programs (504888)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Nov 28, 2021
Full Time Accounting and Finance Administrative Analysis and Research Clerical and Administrative Support

Job Description


Working Title

Grant Support Coordinator (Administrative Analyst/Specialist, Non-Exempt) - Office Research and Sponsored Programs

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.


Office of Research & Sponsored Programs

Appointment Type


Time Base


Work Schedule

Monday through Friday, 8am-5pm

Anticipated Hiring Range

$4,750 per month ($57,000 annually)

Salary is commensurate with experience.

Position Summary

Responsible for all aspects of pre-award and post-award administrative support functions for a group of externally funded grants and contracts, including participation in Principal Investigator (PI) orientation; forms preparation for proposal submission; budget preparation; procedure documentation; and processing and tracking post award transactions.

Position Information
  • Post Award Transactions - Review award materials and develop familiarity with project scope and project budget.
    • Assist PI with forms preparation. Review forms for completeness and accuracy. Review expenditure requests for allowability, allocability, consistency and reasonableness. Ensure that funds are available. Approve expenditures up to authorized dollar amount. For expenditures over the authorized dollar amount, route forms to the appropriate Grant Administrator or Manager for signature.
    • Coordinate transactions with staff in Fiscal Affairs to ensure timely payment. Follow up with PI, vendors and subrecipients as necessary.
    • Prepare journal entries and budget requests, create requisitions and change orders, close out purchase orders as necessary. Ensure that checks are deposited to the correct project.
    • Coordinate project close out, including 120 day and 90 day notices, and review of outstanding transactions and open purchase orders. This function may include assistance with budget projections.
  • PI Orientation and Support - Review budget and determine appropriate spending mechanisms (procurement card, requisition/purchase order, hospitality and travel reimbursement, stipend, honoraria, independent contractor, subaward, petty cash, direct pay, vendor contract, equipment purchase, etc.). Discuss with PI, develop plans for expenditure and explain policy and compliance requirements. PI orientation may also include review of future proposal submissions and the coordination of pre-award processes.
  • Develop and Document Internal Procedures
  • Train New Staff - Provide orientation and training for new Grant Support Coordinators.
  • Pre Award Transactions - Coordinate pre-award tasks between PI and Grant Administrator. Tasks may include assisting in forms preparation and budgeting, and coordinating forms submissions from subrecipients.
  • Other duties as assigned.

At All Times
  • Demonstrate behaviors that are in line with the User Friendly Principles (P530C) and Principles of Conduct for a Multi-Cultural University. (P30D)
  • Demonstrate safe work practices for oneself, others and the office environment.

Minimum Qualifications
  • Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures.
  • Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
  • Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
  • Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
  • Ability to organize and plan work and projects including handling multiple priorities.
  • Ability to make independent decisions and exercise sound judgment.
  • Ability to compile, write, and present reports related to program or administrative specialty.
  • Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.

A background check (which may include: checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as position requires). Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

Preferred Qualifications
  • Bachelor's degree; experience in a similar position may be substituted for education depending on length and applicability of experience.
  • Effective verbal, written and interpersonal communication skills
  • Experience in an administrative support position
  • Demonstrated organizational skills
  • Customer service experience
  • Knowledge of common software packages and comfortable creating/using spreadsheets and databases.
  • General knowledge of sponsored programs administration, research compliance and/or federal regulations.
  • Ability to: coordinate and prioritize a large number of transactions in a timely manner with a high level of accuracy; work effectively with a diverse community of faculty and staff; understand and apply the principles of grant administration, including aspects of compliance requirements and financial management, to pre- and post-award functions;

Core Competencies - embody the following competencies:
  • Bias toward collaboration and teamwork.
  • Effective oral, written and nonverbal communication skills.
  • Customer/Client Focus with an emphasis in problem solving and resolution.
  • Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
  • Diversity and inclusion.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.


Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information


The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

Closing Date/Time: September 16, 2022

Job Address

San Francisco, California 94132 United States View Map