Sutter Health Grants & Contracts Analyst III PreAward-Research Institute* in San Francisco, California

  • Job Summary: *

The Research Institute of California Pacific Medical Center exists to provide pre- and post- award grants management and compliance oversight for CPMC and other affiliated institutions and departments within Sutter Health.

This position’s major functions are pre-award grants management and administration for federal and private foundations for basic sciences and clinical research. The analyst provides research administration for a variety of award mechanisms, including government and private grants and contracts. Responsibilities include development of budgets for grant proposals, assurance of agency and campus policy compliance, award analysis and coordination of project closeouts.

Principal Accountabilties:


  • Have a good understanding of requirements of animal research and human subjects protocol process. Determine when IACUC and IRB approval is required and at what level the application would expect to fall under. This includes being able to identify when protocols are potential being violated so to bring to the attention of higher ups.

  • Ensure sufficient file documentation to provide adequate information for reporting and legal and/or audit procedures. Includes routing form signatures, waiver approvals, all sponsor correspondence and telephone conversation notes, emails, faxes, etc.

Participate and advise in audit preparation, and attend the audit meetings for grants which GCA signed

Interpretation of Policy & Guidelines: Maintain Thorough Knowledge

  • PHS 398 and SF424 guidelines and private agency grant guidelines
  1. Review terms and conditions with supervisor and then educate PIs and departmental administrators regarding terms and conditions in proposals that could be problematic if awarded. Identify when terms need to be escalated to Team Manager or deferred to Contracts and Grants for negotiation.
  • NIH Grants Policy Statement

  • OMB Circular A122 / 45CFR Part 74 Appendix E/ 2CFR200

  • OMB Super Circular A133

  • CAS (cost accounting standards)

  • CPMC processes impacting the administration of sponsored research and gift funding.

  • Interpret policy and guidelines; provide guidance, recommendations, instruction and facilitation for implementation of the policy and guidelines in each particular situation.

PreAward General Duties

  • PreAward preparation of R01 proposals, large R01's, & components of Program Project Grants.

  • Manages proposal submissions for all types of grants applications of varying volume and sponsor requirements.

  • Determine proposal and award type: grant, fellowship, gift, research agreement, clinical trial, material transfer agreement, solicitation agreement, service agreement, subcontract, subaward, etc.

  • Advise PIs and research or department staff regarding Gift versus Sponsored Project determination.

  • Provide support to assigned PIs and understand their research portfolio. Partner with PIs and pro-actively manage the proposal process. Provide frequent and timely reminders/reports to PIs of upcoming proposal submission deadlines

  • Ensure that Investigators have access to resources to identify funding sources and to successfully prepare their portions of the proposal.

  • Obtain applicable application instructions; interpret and/or clarify with the sponsor as needed.

  • Direct and manage the proposal preparation process for a timely and compliant submission: develop timelines, coordinate work assignments with faculty, departmental/research staff, and Grants & Contracts Director as needed. Provide thorough review, oversight, and expert guidance throughout proposal submission process. Manage and monitor the actual submission, whether hardcopy or electronic.

  • Troubleshoot errors and technical difficulties during electronic proposal submissions.

  • Guide PIs in writing budget justifications. Provide templates and review drafts to ensure accuracy and completeness. Provide or write compliance-related language as needed.

  • Advise PIs regarding proposal content, organizational strategies, and grantsmanship issues.

  • Ensure accurate preparation of sponsor-required institutional pages/forms; prepare as needed.

  • Respond to sponsor’s requests for Just-in-Time information (human and animal approvals, other support, budgetary details, etc.)

  • Participate in site visits as the institutional representative, for administration and budget inquirer Other accountabiilties include pre-award analysis, training and other duties as assigned.


  • Bachelors strongly desired

  • High school diploma required with at least 8 yrs experience


  • College Degree required plus at least 3 years experience in grants policies or financial processes strongly desired or equivalent combination of education and experience.


  • Requires knowledge within a specific discipline and the ability to apply established practices and concepts. Incumbent is assigned complex analysis that requires generalized knowledge of policies and procedures in more than one functional area or substantive knowledge in a specialized field.

  • Work Impacts department by effecting changes to operations, processes and/or procedures within the broad interpretation of CPMC policy.

  • Oversights in work or achieving only partial results cause critical expenditures and delays.


  • Intermediate to advanced excel skills

  • Intermediate to advanced MS Word Skills

  • Demonstrated ability for financial forecasting

  • Excellent knowledge of Grants Management practices.

  • Good knowledge of accounting practices; Lawson experience preferred.

  • Excellent written and verbal communication skills

Work Accountability & Scope of Judgement::

  • Work is reviewed in terms of specific objectives. Decisions help shape the development and direction of organizational objectives.

  • Work contributes significantly to the development of new programs, policies and procedures

  • Work typically involves extensive interpretation of facts and related information. Interpretive thinking is required to find solutions.

  • Requires in-depth knowledge of basic concepts, practices and procedures within the applicable discipline.

  • Determines and locates sources for collecting information where considerable data gathering is required from distinct sources.

  • Performs in-depth analysis and contributes ideas to the development of unique analytical approaches.

  • Recommends solutions to problems of substantial complexity. Solutions routinely require deviation from established practice and precedent due to non-routine circumstances.


Organization: *California Pacific Medical Center

Title: Grants & Contracts Analyst III PreAward-Research Institute*

Location: California-San Francisco-San Francisco

Requisition ID: CPMC-1719706

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, marital status, sexual orientation, registered domestic partner status, sex, gender, gender identity or expression, ancestry, national origin (including possession of a driver's license issued to individuals who did not present proof of authorized presence in the U.S.), age, medical condition, physical or mental disability, military or protected veteran status, political affiliation, pregnancy or perceived pregnancy, childbirth, breastfeeding or related medical condition, genetic information or any other characteristic made unlawful by local, state, or federal law, ordinance or regulation. External hires must pass a background check/drug screening. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state, and local laws, including but not limited to the San Francisco Fair Chance Ordinance.