Grant Administrator - Department of Psychology - Azusa Pacific University : Job Details

Job DescriptionAPU is seeking employees who desire to engage in our thriving culture by cultivating community through professional interactions, demonstrating a posture of lifelong learning, and modeling Christ-like character. Working together, employees at APU commit to establishing a university atmosphere that is pleasing to God and edifying to one another.The Grant Administrator in the Department of Psychology serves as a key leader within the research lab, working in close collaboration with the Assistant Director to support the administrative and financial operations of externally funded grants within the School of Behavioral Sciences. In this leadership role, the Grant Administrator will also provide direct supervision to 1-2 staff personnel, fostering a collaborative and high-performing team environment.This position is responsible for comprehensive grant administration, including fiscal oversight, budget monitoring and forecasting, staff effort reporting, purchasing, reconciliations, and reimbursements. The administrator will coordinate closely with internal university departments and systems to ensure compliance and operational efficiency.Reporting directly to the Principal Investigator (PI), the Grant Administrator will manage the full grant lifecycle-from pre-award planning and proposal development to post-award management and compliance. Key responsibilities include assisting in the preparation and submission of grant applications, maintaining documentation required by funding agencies, and ensuring adherence to all regulatory and institutional guidelines.The role also involves administrative coordination with external vendors, organizing meetings, preparing agendas and minutes, and supporting continuing education accreditation processes. This includes maintaining applications and renewals with professional bodies such as the California Psychological Association (CPA), Board of Behavioral Sciences (BBS), and California addiction certification entities (CCAAPP, CAADE, CADTP).This position is fully funded by federal grants and contracts-primarily from the Substance Abuse and Mental Health Services Administration (SAMHSA) and the Health Resources and Services Administration (HRSA)-and is contingent upon continued external funding.Required EducationBachelor's Degree required, degree in social sciences, business, or related field. Master's degree or equivalent experience in social sciences, management, or a related field is preferred.Certification in Research Administration and Management (PRAM) is a plus, but not required. Required ExperienceFive or more years of project/program management and/ or development and implementation, and/or budget management experience. Grant-writing experience is a plus. One to two years of supervisory experience.Primary Duties/Essential FunctionsManagement and SupervisionManaging/ overseeing daily lab operations.Supervising 1-2 staff program manager(s), which includes: timekeeping, goal-setting, conducting performance improvement plans or issuing corrective actions when needed, and annual performance year-end reviews.Engages in project management and oversees multiple federal or local grants and contract-funded projects in conjunction with the PI/Project Director and projects.Tracking research project milestones, managing timelines, and coordinating with researchers and other stakeholders. Budget Management and ComplianceManage grant budgets and ensure all resources are used effectively.Reviews multi-year work plans and budget management across multiple contracts and projects to implement changes as needed in partnership with post-award management.Ensuring that research projects adhere to all relevant regulations, policies, and guidelines, including those of funding agencies and the institution.Engages in the management of external funding budgets.Oversees grant expenditures, budget modifications, and fund allocation to ensure proper utilization of grant funds. Manages due dates and reminders for grant-related progress, financial, and other reports.Manages and maintains Continuing Education approved provider status; compiles and submits applications for renewals as needed. Strategic Planning and ImplementationDeveloping and implementing strategies to achieve grant goals while working closely with the PI/Director. Collects and prepares grant personnel effort reporting for payroll distribution.Review procedures for subject confidentiality, data collection, and storage, and other human subjects requirements for procedure compliance.Manages and maintains electronic and paper files of grant documents and resources.Strategizes with PI regarding new grant applications, grant writing, routing preparation, tracking status and develop and refine grant proposals.Ensures the grant team meets all requirements and deadlines to submit promptly. Partners with APU Business Office in post-award and pre-award management.Lab Operations ManagementOverseeing the daily operations of PRAY lab student personnel, ensuring smooth workflow and efficient execution of tasks. Supervising lab research activities, encompassing routine and specialized operations.Manages expenses, reimbursements, and invoices promptly with the business office and sets up/reconciles APU systems.Oversees calendar and reservations of conference rooms.Actively researches to identify potential funding sources and grant opportunities. Leadership and CommunicationServes as a liaison between the PI and the rest of the research team, ensuring effective communication and alignment.Deliver updates and news from ORG and the Business Office to the PRAY Lab team.Communicates with team members and APU departments to guide them through grant proposals routing, uploading of special forms, updating files, etc.Serve as a core member of the lab leadership team alongside the Assistant Director.Establish clear workflows, delegate tasks, and manage day-to-day operations in alignment with grant objectives and timelines.Promote a culture of collaboration, inclusion, and continuous improvement within the lab environment.Act as a liaison between lab personnel, university departments, and external stakeholders to facilitate effective communication and coordination.Support strategic planning for current and future grants, including forecasting personnel needs and resource allocation.Lead by example in modeling compliance, ethical standards, and commitment to the mission of the department and university.Staff and Student AffairsCoordinates the recruiting, hiring of full-time and part-time staff for the lab.Includes oversight of the internal processes of collecting staff data and related reports, onboarding, staff workloads, and other staff affairs. Staff DevelopmentDevelop a comprehensive PRAY staff development process for onboarding new hires, enhancing retention through individualized staff development. Identifies training needs for the team and evaluates the impact of training on employees and the organization. Events ManagementOversees the coordination and implementation of all events of the PRAY Lab team, both internal and external.Monthly events include staff and leadership team meetings. Annual events include: PsyD Practicum Fair, CIBHS-SAPC In-person, RYSE and HYC Trainings, ASAM Trainings, Youth Wellness Fairs, and Community Events. Oversees the facilities management of the PRAY Lab office regarding upkeep, usage, and renovations. SkillsWillingness and ability to maintain certifications for research (e.g. responsible conduct of research).Ability to communicate clearly and effectively, verbally and in writing, with project team, staff liaisons, and other project stakeholders.Ability to establish and maintain cooperative working relationships with the project team, staff liaisons, and other project stakeholders.Demonstrated organizational skills for managing various aspects of grant/contract projects (meeting agendas, minutes, records of training events, reports) as required.Skilled in data entry and analysis, including tables and figures, and monitoring.Skilled in Microsoft Word, Excel, PowerPoint, and Google Apps for presentations, reports, and conferences.Demonstrated knowledge in monitoring budgets and tracking expenses, and working with databases.Demonstrated ability to coordinate multiple group efforts on multiple group projects simultaneously.A driver's license and transportation for site visits and training events.Skilled in grant development and report writing.Strong time management skills and the ability to balance a variety of tasks and demands.Good organizational and problem-solving skills with attention to detail and follow-through.Strong interpersonal and communication, written and verbal skills.Mental DemandsIn agreement with the purpose and goals of Azusa Pacific University in providing a Christian-based higher education for its students.Professionally presents self and reflects the goals and standards of APU.Able to learn new tasks and remember processes.Physical DemandsRequires repetitive motion and sitting at a computer keyboard.Hearing and speaking on the telephone.Tasks may require walking and/or driving to various university locations.Visual DemandsMeetings require computer screens regularly.Computer reading.EnvironmentPleasant office with comfortable temperatures. TechnologiesProficiency in MS Office (Word, Excel, PowerPoint).Proficient in Google Apps.Experience with TaskStream, Zoom, Canva, ERP Systems is a plus.CompensationGrade 13: $32.97 to $37.92 is the hourly compensation for this role and reflects what Azusa Pacific University reasonably expects to pay for this position. Actual compensation may vary based on the qualifications, experience, and internal equity. In addition to compensation, APU offers a competitive benefits package. Azusa Pacific University is a Christ-centered, multicultural community that values and seeks faculty and staff who are committed to diversity, work effectively with diverse populations, and engage others in ways that honor our rich cultural mosaic and biblical foundation. Please click the links to learn more about 'what we believe', our 'mission statement', and our 'statement of faith'.You can learn more about APU by watching the stories of faculty, staff, and alumni as they carry out our mission here: Pacific University will conduct a background check on all final candidates.Review of applications will begin immediately, and the position will remain open until filled unless otherwise stated. Azusa Pacific University does not discriminate on the basis of race, color, national origin, sex, age, disability, or status as a veteran in any of its policies, practices, or procedures. Women and minorities are encouraged to apply.