Programs Analyst - Post Award

Job No: 559164

Work type: Staff

Location: East Bay

Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

Starting Salary: $5,797.00 to $7,066.00 per month (Step 1 to Step 11).

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick leave, 14 paid holidays, one personal holiday, and tuition fee waiver.

Research and Sponsored Programs Administration Professional II

Under general supervision of the Director of Grant Administration, the Sponsored Programs Analyst – Post Award administers a portfolio of sponsored awards, ensuring financial and regulatory compliance from award setup through closeout. The incumbent applies professional knowledge of grants and contracts administration to interpret sponsor requirements and university policies, exercise independent judgment, and support effective award management.

Serving as the primary post-award contact for assigned Principal Investigators (PIs), the position provides guidance on allowable expenditures, budget management, and reporting requirements. Responsibilities include monitoring financial activity, reviewing and approving post-award transactions, preparing sponsor invoices and financial reports, reconciling expenditures, and coordinating audit and closeout activities to ensure compliance with sponsor terms, federal and state regulations, CSU policies, and campus procedures.

The incumbent works independently on day-to-day assignments, collaborates with campus partners to resolve issues and reconcile data, and contributes to process improvements that enhance post-award administration. Limited pre-award support and other duties or special projects are performed as assigned.

Award Establishment and Compliance

• Confirm awarded funds are properly established and available prior to expenditures.
• Interpret award terms and applicable regulations to ensure compliance.
• Ensure expenditures are allowable, allocable, reasonable, and consistently treated in accordance with governing regulations and award requirements.
• Advise Principal Investigators (PIs) on allowability, period of performance, cost share, indirect costs, and prior approval requirements.

Financial Monitoring and Analysis

• Monitor budgets and expenditures to ensure appropriate use of funds.
• Analyze financial activity to identify discrepancies or compliance concerns.
• Coordinate corrective actions and communicate financial status, risks and reporting obligations to PIs.

Transaction Review and Approval

• Review and approve post-award transactions, including payroll and faculty compensation, procurement and equipment purchases, travel, and reimbursements.
• Ensure transactions comply with sponsor and university requirements prior to posting.
• Coordinate adjustments and documentation as needed.

Financial Reporting and Closeout

• Prepare and submit sponsor invoices and financial reports.
• Monitor reporting deadlines and ensure timely submission.
• Reconcile expenditures and coordinate award closeout activities.

Award Data Management and Compliance

• Maintain organized, accurate, and current records for assigned awards, including reassigned time, additional employment, cost share commitments, and other personnel‑related expenditures.
• Gather, analyze, validate and reconcile post-award data for recurring and ad hoc reports.
• Collaborate with Academic Affairs, Budget, Payroll and other campus units to ensure consistency across systems.
• Develop and maintain tracking tools to enhance reporting accuracy and compliance monitoring.

Process Improvement and Operational Support

• Evaluate and recommend improvements to post-award processes, procedures, and tools.
• Contribute to development and refinement of standard operating procedures.
• Provide limited guidance to PIs in coordination with pre-award staff.

Pre-Award Support

• Review proposal budgets and documentation for compliance with sponsor and university guidelines.
• Support proposal routing and institutional approval processes.
• Participate in special projects and…