Grants Administration Manager (Apply via Search Firm) (516273)

  • Cal State University (CSU) Maritime Academy
  • Vallejo, California
  • Jun 30, 2022
Full Time Administration and Management Fundraising or Grants Administration

Job Description


*** Please apply via the agency Another Source ***

Working Title: Grants Administration Manager

Classification Title: Administrator II

Department Name: Office of the President

Time Base: Full-time

Pay Plan: 12 month

Bargaining Unit: M80 (Management/MPP)

Employment Type: MPP - this position is part of the California State University Management Personnel Plan (MPP). No tenure or permanent status can be achieved within the MPP.

Salary Range: Hiring salary is commensurate with education and experience.

Benefits: Premium benefit package includes outstanding health, dental and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information.

Application Deadline: Full-time position is available in the Office of the President. Apply via Another Source. Open until filled.

Position Summary: Under the general direction of the Associate Vice President of Enterprise Services, Grants Administration Manager serves in a leadership position providing direction and oversight of the day-to-day operations for all grant administration functions, including pre-award, post-award, and compliance. The incumbent is responsible for broadly supporting external resource development at California State University, Maritime Academy (Cal Maritime). This position is focused on enhancing the financial sustainability of Cal Maritime, primarily by partnering with internal stakeholders (students, professors, administrators) and external stakeholders/entities (donors, industry, government, community, NGOs) in solicitation efforts to secure funding opportunities. The incumbent manages and supervises the development and quality control of extramural funding proposals, submits funding proposals on behalf of the University, managers operations for post-award functions of various campus partners and serves as a key contact and expert for highly complex programs in grant administration.

About California State University Maritime Academy:

Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on the scenic Vallejo waterfront, the campus serves a student population of approximately 1000 undergraduates and 50 graduate students.

Cal Maritime offers seven baccalaureate degrees in Business Administration, Global Studies and Maritime Affairs, Facilities Engineering Technology, Marine Engineering Technology, Mechanical Engineering, Marine Transportation and Oceanography. The undergraduate curriculum includes licensing programs for future merchant marine, coast guard and naval reserve officers. Cal Maritime also offers a Master of Science in Transportation and Engineering Management degree, as well as a number of extended learning programs and courses.

Major Responsibilities:
  • Facilitates the pursuit of external funding for scholarly, research, public service, and instructional activities.
  • Monitor relevant federal, state, and local grant/funding opportunities; foundation and corporate giving programs and deadlines; and communicate directly with individual donors to identify potential sources of funding.
  • Prepare grant applications and all reports in addition to conducting prospect research on new opportunities that align with Cal Maritime mission.
  • Partner with Cal Maritime faculty to engage external collaborators resource development efforts.
  • Ensure accountability, compliance, and stewardship of all Federal, State, and University policies, procedures, and regulations.
  • Provide leadership, information, direction, and technical assistance regarding grant opportunities, submission, and award.
  • Develop and implement fundraising and other advancement activities aimed at public and private agencies, donors, or donor prospects.
  • Prepare, content, and materials needed for proposals to funding agencies, donors, and donor prospects as well as developing gift recognition and acknowledgment materials, appeal letters, etc.
  • Responsible for researching, writing, compiling, and managing the timeline of all grants including maintenance and oversight of workflow processes and procedures to ensure accurate and efficient collection and timely submission.
  • Complete grant workflow processes related to data entry and ensure adequate internal controls are in place for the accurate reporting of data.
  • Compile and track reports.
  • Identify and communicate public and private sources of funding.
  • Writes and edits proposal seeking external funding from private and public entities.
  • Work with all departments and the Cal Maritime Corporation to collect and synthesize data.
  • Provide links between program, finance, and staff so that all activities related to grant data collection and reporting are smoothly implemented.
  • Ensure compliance with IRS regulations and foundations' requirements for grants.
  • Work closely with the communication staff to respond to requests for special reports, collaterals, and non-grant materials with a strategic perspective.

Required Qualifications:
  • Bachelor's degree from an accredited four-year college or university and/or the equivalent training and experience. A minimum of three to five years of full-time professional grant writing experience at a university, hospital, non-profit or research institute.
  • Must maintain a valid California drives license in addition to reliable transportation and proof of insurance.

Excellent skills in:
  • Interpersonal, verbal, and written communication proficiency
  • Organizational, time management, and strategic, and short- and long-term planning skills
  • Excellent office and technological skills
  • Office 365, Zoom
  • Editing, proofreading
  • Professionalism: civility, diplomacy, confidentiality, integrity

Ability to:
  • Work effectively and communicate with diverse internal and external stakeholders
  • Write clear and persuasive narratives for various components of grant proposals
  • Work under minimal supervision
  • Copyedit highly technical scientific research narratives
  • Offer constructive feedback
  • Manage multiple tasks and projects simultaneously in a fast-paced environment
  • Work collaboratively with colleagues in a team environment
  • Maintain a high level of enthusiasm and energy when working with internal and external stakeholders
  • Build consensus to achieve short- and long-term goals.
  • Understand and analyze complex problems from a broad perspective and develop proactive solutions that integrate the strategic goals of the campus
  • Review, interpret and present reports
  • Prioritize work and maximize effectiveness
  • Take initiative and be self-directed
  • Use applicable information systems and applications in analysis, research, and reporting activities

Preferred Qualifications:
  • Master's degree in a related field, or professional certificate and certification.
  • Familiarity or exposure with the Maritime industry and/or academy.
  • Certified Research Administrator.
  • Extensive and in-depth knowledge of the policies, procedures, and regulations for major federal and state funding agencies.
  • Knowledge of grant accounting, cost allowability, and compliance guidelines and regulations.
  • Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of grant/research administration, including general principles of operational, fiscal, and compliance management
  • Knowledge of higher education institutions
  • Data visualization tools
  • Quality assurance

Special Conditions:

Physical, Mental and Environmental Conditions: Involves mainly sitting walking up to 25% of the activities involving regular standing or walking; involves lifting of medium weight objects limited to 25 pounds.

Hours of work/ Travel: Travel may occur outside of normal business hours locally, throughout CA, regionally, nationally, and internationally as needed.

Background Check: Satisfactory completion of a background check (including a criminal records check, DMV records check, fingerprinting, and credit 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.

Mandated Reporter: The person holding this position is 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 revised July 21, 2017, as a condition of employment.

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

Eligibility to Work: Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.

Title IX: Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at:

EEO Statement: Cal Maritime is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, covered veteran status, or any other protected status. Reasonable Accommodations will be provided to applicants with qualifying disabilities who self-disclose by contacting the Benefits Coordinator at (707) 654-1146.

Application Procedure: All applicants must apply via Another Source

Disclaimer: The provisions of this job bulletin do not constitute an expressed or implied contract and any provisions contained may be modified or changed.

Closing Date/Time: Open until filled

Remote-eligible (Remote work is a type of flexible working arrangement that allows an employee to work from remote location)


Job Address

Vallejo, California 94590 United States View Map