Contracts & Grants Financial Manager

Position Number: 41185945

Payroll Title: Research Administrator 3

Job Code: 006206

Job Open Date: 07/08/2025

Application Review Begins: 07/23/2025; open until filled

Department Code (Name): TECH (DEPARTMENT OF TECHNOLOGY MANAGEMENT)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 21

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $69,500 to $95,000/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $69,500 to $123,500/year.

Work Location: Phelps Hall 1332

Working Days and Hours: M-F, 8am to 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement: Eligibility for hybrid work after six months' probation completion.

Special Instructions: For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

Technology Management is an academic department focused on a multidisciplinary field of science that examines the opportunities and challenges of technological innovation, industry disruption, and organizational change, and the influence on business performance and competitive advantage. The field of research and education is informed by the engineering, information, and social sciences. The faculty investigate the dynamic interplay of technological, organizational, and human factors within and beyond the enterprise and their impact on the way businesses create and operate. Technology Management students explore the world of work through research-based, theoretical, and experiential learning and one or more academic pathways: Ph.D. in Technology Management, Master of Technology Management, New Venture Program and Competition, and UC-recognized Undergraduate Certificate in Technology Management and Graduate Program in Management Practice (GPMP Certificate).

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

The Contracts & Grants (C&G) Financial Manager provides comprehensive post-award financial management for an assigned portfolio of medium to high-volume, complex sponsored projects. Reporting directly to the Business Officer in the Department of Technology Management and functionally aligned with the Divisional Lead for research administration, this role supports UCSB's research mission through expert fiscal stewardship and effective coordination with faculty and central offices. The position supports post-award administration for both the Department of Technology Management and the Department of Bioengineering in the College of Engineering, applying consistent compliance and financial management standards across both departments. Key responsibilities include oversight of sponsored research budgets, transaction review and approval, cost transfers, subaward and contract administration, and timely award closeout. The C&G Financial Manager ensures compliance with sponsor, federal, and university policies, maintains accurate financial records, and prepares projections and financial reports to support faculty in managing their research portfolios. The role also contributes to broader financial operations within the Department of Technology Management, including budgeting, reconciliation, and implementation of university-wide financial systems, while ensuring compliance with fiscal policy and internal controls. In addition to technical responsibilities, the C&G Financial Manager supervises financial staff, providing training, workload oversight, and performance management. The position collaborates regularly with campus partners such as the Sponsored Projects Office (SPO), Extramural Funds Accounting (EMF), Payroll, Procurement, and Accounts Payable, and serves as a resource for mentoring junior analysts and departmental staff.

Required Qualifications:

• Bachelor's degree in a related field and/or equivalent experience or training.
• 1-3 years of experience applying financial policies and procedures.
• 1-3 years of experience using financial systems (e.g., general ledger, procurement, payroll, or reporting systems).
• Ability to manage a high volume of transactions accurately and efficiently.
• Experience performing complex financial analysis and generating customized reports.
• Proficiency in spreadsheet and database software for financial analysis, fiscal management, and reporting.
• Strong organizational and communication skills, with the ability to exercise independent judgment and maintain a customer service focus across a broad range of subject areas.
• Knowledge of generally accepted accounting, fiscal, and reporting principles.

Preferred Qualifications:

• 1-3 years of experience in research administration within a university setting.
• 1-3 years of prior supervisory and/or leadership experience, including the ability to train, assign work, motivate, and evaluate staff.
• Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
• Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
• Demonstrated knowledge of effective grant funding processes, procedures and techniques.
• Strong writing skills in a variety of styles to draft persuasive text for a variety of audiences while ensuring adherence to funding sponsor's guidelines.

Special Conditions of Employment:

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

60% Post-Award Research Financial Management

The C&G Financial Manager, serving in the Research Finance Analyst (RFA) role, works in the Projects and Grants Management (PGM) module of the campus financial system and plays a critical role in the post-award administration of sponsored research funding, ensuring compliance with federal regulations, sponsor terms, UC policies, and accounting standards while supporting faculty in the fiscal management of research portfolios. Independently manages the financial lifecycle of complex awards, including budget setup, fund allocation, expenditure monitoring, and award reconciliation and closeout. Confirms that spending aligns with approved budgets and funding periods, baselines project budgets prior to expenditures, and ensures all project roles and configurations are accurately maintained in UCSB's financial systems. Coordinates the setup of sponsored awards by verifying project configurations, chart fields, and award attributes for alignment with sponsor agreements. Manages Requests for Advance Spending (RAS) when funding is anticipated but not yet finalized. Ensures baseline budgets are established prior to the commencement of spending and that funding allocations are properly distributed across projects, including fabrication and cost-sharing components. Reviews financial transactions in boundary systems (Gateway, Concur, Transfer of Expense (TOE), Flexcard, UCPath) for allowability, allocability, and availability of funds. Verifies General Ledger and project expenditures to ensure that they are allowable and reported accurately and timely, including monitoring pending transactions and resolving errors as necessary. Initiates compliant cost transfers as needed. Ensures salary cost transfers align with certified effort reporting and monitors for necessary recertifications. Oversees accurate tracking and fulfillment of cost-sharing obligations, including both payroll and non-payroll components. Prepares financial reports for Principal Investigators, including burn rate analysis, spending projections, and supports scenario modeling and spend planning. Maintains detailed documentation to support audit readiness. Monitors subrecipient invoicing to ensure compliance with sponsor terms, federal regulations, and UC policy by reviewing each invoice against the subaward agreement, budget, and period of performance to verify that expenditures are allowable, reasonable, and within the approved budget, and flags any discrepancies or unallowable charges for resolution. Confirms that cumulative billing does not exceed authorized funding and ensures timely PI review and approval. For final invoices, coordinates with the Sponsored Projects Office (SPO) to complete additional reviews, initiates subaward closeout procedures, and ensures commitments are released in UCSB's financial systems. Initiates award closeout procedures by monitoring end dates and ensuring timely action. Verifies the allowability of expenditures, reconciles payroll and non-payroll charges, and confirms submission of final invoices. Coordinates with central offices to finalize sponsor invoicing, prepares or supports required financial reporting, closes out commitments and subawards, and submits all necessary documentation in compliance with university and agency requirements. Provides guidance and training to departmental staff and junior RFAs on current research administration policies and procedures. Requires access to sensitive business and confidential information, and requires obtaining and maintaining campus delegation for the role. Requires strong financial acumen, meticulous attention to detail, and proactive communication to ensure sound financial stewardship in support of UCSB's research enterprise.

30% Department Financial Administration

Under the direction of the Business Officer, independently oversees the operational budget and core departmental finances, ensuring accurate budgeting, monitoring, and reconciliation of financial activity tied to departmental functions, programs, and fund sources (e.g., general funds, discretionary, instructional support). Develops and implements internal financial procedures and tracking systems to support sound fiscal management and long-term planning. Prepares cost projections and budget analyses; reviews and reconciles monthly financial statements; identifies trends and spending patterns. Maintains oversight of departmental financial activity, including instructional budgets, staff and student assistant payroll, events, and discretionary expenses. Coordinates closely with the Business Officer to align financial activity with strategic and operational priorities. Provides guidance to departmental staff on applicable UC, UCSB, and regulatory financial policies, including UC Cost Accounting Standards. Interprets financial policy in the context of department operations and supports staff training and policy implementation. Ensures departmental staff understand and appropriately use central campus financial tools and dashboards (e.g., Faculty Financial Reports) to support transparency and planning. Manages monthly budget reports and ensures financial data integrity. Supports the implementation and rollout of new campus financial systems, including the transition to the Common Chart of Accounts (CCOA), and ensures department users are appropriately trained. Coordinates reconciliation of general and payroll ledgers to verify that expenses are accurate, allowable, and appropriately charged; initiates expense corrections or salary cost transfers when discrepancies are identified. Monitors departmental financial activity to prevent overdrafts, confirm appropriate use of funds, and ensure expenditures align with approved budgets. Oversees recharge processes, ensuring internal and external recharges are timely, accurately recorded, and posted to the correct CCOA elements. Maintains financial documentation in accordance with university retention and audit requirements.

10% Management and Supervision

Establishes workload priorities and deadlines for financial staff. Supervises 2.0 staff FTE, monitors workload and performance, and conducts performance evaluations annually. Responsible for recruiting new staff as needed; establishes work performance standards in the financial area and redistributes workload and duties as necessary. Consults with the Business Officer for direction on HR issues regarding financial staff. Provides training to staff on all financial/accounting systems and assesses training requirements for financial staff, recommending special training and courses as needed. Provides direction to staff in all accounting areas, including purchasing, recharge systems, gift administration, accounts payable, accounts receivable, travel and reimbursements, and others as required.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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