Pre-Award Specialist

Cal State University (CSU) Humboldt
Arcata, California 95521 United States  View Map
Posted: Jun 18, 2025
  • Administration and Management
  • Public Health
  • Job Description

    Pre-Award Specialist

    Sponsored Program Foundation

    Job #548969

    First Review Date: Monday, July 7, 2025

    Open Until Filled

    At Cal Poly Humboldt, bold hearts and open minds shape the future.

    Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

    Cal Poly Humboldt is proud to have more than 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs - all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

    Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

    (Job #548969) Administrative Analyst/Specialist I, Exempt, Pre-Award Specialist, Salary Range: $4,598 - $8,318 monthly, Hiring Range: $5,417 - $6,082 monthly. This is a full-time, benefited, exempt, 12-month pay plan permanent position with a one-year probationary period in the Sponsored Program Foundation. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://www.humboldt.edu/hr/employee-benefits .

    Position Summary:

    Reporting to the Associate Vice President of Research / Executive Director of the Office of Research & Sponsored Programs, the Pre-Award Specialist serves as the primary contact for faculty and staff seeking external funding through grants and contracts. This role supports proposal development, ensures compliance with sponsor and institutional requirements, and facilitates communication between the university and external funding agencies. The Pre-Award Specialist plays a vital role in enabling successful grant submissions by providing expert guidance throughout the proposal lifecycle. The successful candidate will be relationship-oriented, thrive in team environments, and consistently deliver empathetic, professional, and solution-focused support to customers. This position is eligible for remote work or telecommuting.

    Key Responsibilities:

    Outreach & Development - 15%
    • Actively engage with faculty, staff, and researchers to assess funding needs and promote external funding opportunities.
    • Maintain awareness of funding announcements and match opportunities to Principal Investigator interests.
    • Train and collaborate with faculty, staff, and coordinators on funding search strategies and tools.
    • Cultivate relationships with sponsors and funding agency representatives.

    Proposal & Budget Development - 65%
    • Provide comprehensive support in preparing grant proposals, including timelines, budgets, and compliance reviews.
    • Ensure alignment with sponsor, CSU, and institutional regulations and policies.
    • Coordinate with compliance offices (e.g., IRB, IACUC, export controls) during proposal preparation.
    • Develop customized proposal packages, including gathering documentation and submitting through electronic systems.

    Award Review & Negotiation - 15%
    • Review award notices and contractual documents, ensuring compliance with institutional and sponsor terms.
    • Draft, review, and negotiate contracts, subawards, and amendments with government agencies and private entities.
    • Interpret regulations and assess risks, working with stakeholders to determine the best path forward.

    Other Duties as Assigned - 5%
    • Serve as a representative of SPF to internal and external stakeholders.
    • May be assigned special projects requiring specific expertise to support the continuous improvement of SPF’s efficiency, and effectiveness.

    Knowledge, Skills, and Abilities Associated with this Position Include:
    • Demonstrated commitment to providing outstanding customer service with a genuine desire to assist othersStrong grasp of federal and state regulations related to grants and contracts.
    • Experience in conflict resolution, problem-solving, and supporting collaborative decision-making.
    • Comprehensive understanding of pre-award grant review and development, governmental grants and contracts regulations, sponsor interests and eligibility requirements, and OMB Uniform Guidance
    • Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them
    • Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the Office of Research & Sponsored Programs
    • Ability to analyze a variety of complex regulations, apply sound judgment, draw logical conclusions and find creative solutions to a variety of problems
    • Proven ability to work in a polite and professional manner under pressure.
    • Ability to organize and plan work and projects including handling multiple priorities
    • Attention to detail and accuracy
    • Excellent written and verbal communication skills with the ability to exercise tact, diplomacy, discretion, professionalism, and judgment in decision making and higher-level communications
    • Sound reasoning, analytical, conflict resolution, and problem-solving skills, including the ability to integrate a broad range of information sources, analyze them and apply the knowledge to the area being appraised along with the creation of appropriate supporting documentation
    • Demonstrated experience in efficiently and effectively delegating and overseeing work results of administrative support staff • Strong skills in analyzing policy issues, internal controls, and related federal and state laws and regulations to form solid recommendations for consideration of CSU legislative advocates and administrators
    • Excellent planning and organizational skills along with the ability to manage multiple high priority tasks simultaneously, set priorities that accurately reflect the importance of job responsibilities under changing business conditions, and consistently meet mandatory deadlines while ensuring high standards of service
    • Demonstrated ability to make oral presentations to individuals or groups to enhance understanding of applicable policies or procedures
    • Demonstrated ability to foster, establish and maintain positive and effective working relationships with diverse constituencies
    • Commitment to promote and support diversity and inclusion in the workplace

    Minimum Qualifications:
    General knowledge and skills in grant proposal and budget preparation, with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree OR through a combination of education and work experience which provides the knowledge, skills, and abilities required for this position - primarily the ability to perform administrative and technical duties in support of a funding development program.
    Preferred Qualifications:
    Master’s degree. Experience with institutional grant development in higher education. Experience in budget planning, monitoring, and reporting Prior or current involvement with NCURA, SRA, COGR or similar professional organizations.
    Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:
    • Letter of Interest
    • Resume or Curriculum Vitae
    • Contact information for at least three professional references


    Application Deadline: The deadline to submit application materials for first review is on Monday, July 7, 2025.

    Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

    We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

    Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

    Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

    CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu .

    Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

    CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

    Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

    All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the Cal Poly Humboldt provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Humboldt complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. Cal Poly Humboldt is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly Humboldt, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

    Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

    Class Code: 1038
    Publication Date: June 17, 2025

    Advertised: Jun 10 2025 Pacific Daylight Time
    Applications close:
  • ABOUT THE COMPANY

    • Cal State University (CSU) Humboldt

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