Post Award Financial Administrator

Post Award Financial Administrator

Title: Post Award Financial Administrator | Location: Remote or Onsite - Berkeley, CA | Salary Band: $90,000-$110,000 | Reports to: SPO Manager | Status: Full-Time |

ABOUT ICSI

The International Computer Science Institute (ICSI) is an independent non-profit research institute in the heart of Berkeley, California. ICSI is a place where researchers solve hard problems and help change the world. We pioneer interdisciplinary research across all areas of computer science and data science to generate fundamental insights, address societal challenges, and catalyze entrepreneurial opportunity. 

We foster a uniquely flexible and collaborative intellectual environment.

• It’s about big ideas. ICSI is a place for taking on daunting challenges—not “playing it safe.” Our researchers pursue questions they feel are in the public interest and advance technologies that address important societal needs. This transformative work often spans disciplines, sectors, and borders.
• It’s about solving problems, not submitting papers. Unlike industry or academia, ICSI does not have strict expectations on research output. We may write traditional research papers, but we also release software, curate datasets, build research communities, and spin out startup companies. Our researchers leverage strong ties with UC Berkeley and the Silicon Valley ecosystem to bring great ideas to fruition in whatever way is best suited to the problem at hand.
• It’s about inclusion. Visitors come from all over the world to pursue research at ICSI. We’ve hosted scientists and more than 620 postdocs from Germany, Spain, Switzerland, Finland, Italy, the United Kingdom, Holland, Israel, China, Japan, Singapore, the Philippines, Brazil, Canada, and more. We believe diverse perspectives create the best ideas.
• It’s about equity and community. We are looking for equity-minded applicants who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at ICSI, you can expect to be part of an inclusive, innovative and equity-focused community that requires broad collaboration among staff, students and community partners.

Build your skills while helping tell the story of cutting-edge research.

The International Computer Science Institute (ICSI) is an independent nonprofit research institute affiliated with the University of California, Berkeley. Our researchers are advancing work in artificial intelligence, data science, networking, and computational science with global impact.

POSITION OVERVIEW

We are seeking a Post Award Financial Administrator to provide post-award financial (and some non-financial) support through the application of grant and contract management regulations, technical expertise, and analytical skills. This position is responsible for the financial administration of sponsored awards throughout the award lifecycle, including account setup, financial monitoring and reconciliation, invoicing, sponsor financial reporting, budget adjustments, compliance oversight, and award closeout activities.

The Post Award Financial Administrator ensures compliance with sponsor, Federal, state, and institutional regulations, policies, and procedures, including the FAR, 2 CFR 200, and GAAP. This position works closely with researchers, principal investigators (PIs), sponsors, and internal administrative and accounting teams to provide high-quality customer service and support sponsored research activities. The Post Award Financial Administrator reports directly to the Sponsored Projects Manager. 

Responsibilities

The Post Award Financial Administrator is responsible for managing post-award activities for sponsored grants and contracts. Upon award acceptance, the incumbent will establish financial accounts and review award terms and conditions, including billing and reporting requirements, budgets, and award obligations.

Responsibilities include monitoring and reconciling sponsored award finances; preparing budget adjustments, cost transfers, and rebudget requests; providing financial projections to researchers; and ensuring expenditures comply with sponsor and institutional requirements. The incumbent will also oversee sponsor invoicing, financial reporting, accounts receivable coordination, and award closeout activities in accordance with required timelines and regulations.

The position collaborates regularly with PIs, research staff, and the Accounting Team to resolve financial issues, process general ledger adjustments, support audits, and ensure accurate financial administration of sponsored awards. The incumbent will apply federal, sponsor, and institutional regulations related to effort allocation and effort certification for individuals compensated in whole or in part from sponsored funding.

Additional responsibilities include but are not limited to:

• Manage budget, reporting, and compliance timelines throughout the lifecycle of grants and contracts; 
• Prepare and submit sponsor financial reports and invoices in accordance with award requirements; 
• Coordinate with the Accounting Team to manage sponsor accounts receivable balances; 
• Assist PIs with technical and financial report submissions, as needed; 
• Coordinate and submit requests for no-cost extensions, carryover, rebudgeting, changes in scope, and other award modifications in compliance with sponsor guidelines and institutional policies; 
• Review and facilitate processing of subcontractor invoices; 
• Review effort reports and manage the annual effort certification process for assigned units; 
• Monitor financial transactions to ensure allowability and compliance with sponsor and institutional requirements; 
• Maintain internal records for sponsored awards and provide metrics and reports to leadership; 
• Assist with institutional and sponsor audits; 
• Support subrecipient monitoring and administration; 
• Provide required financial data for annual and final progress reports; 
• Maintain current knowledge of sponsored research compliance regulations and communicate updates to relevant stakeholders; and 
• Serve as a liaison between the Sponsored Projects Office and the Accounting Team.
• Cross-train on pre-award and compliance activities

Skills

• Interpersonal skills necessary to interact effectively and collaboratively with researchers, sponsors, ICSI management and maintain a variety of internal and external contacts.
• Ability to establish priorities and react promptly to a large variety of requests and needs, sometimes in stressful situations. 
• Ability to work effectively under pressures of various deadlines.
• Strong written and verbal communication skills required.

Education and Experience

• A Bachelor's degree is required.
• Certified Research Administrator (CRA) / Certified Financial Research Administrator (CFRA) is preferred.
• Five or more years of grant post-award experience is required.
• Knowledge of Federal regulations governing federal grants, contracts, and cooperative agreements is required.
• Experience with Federal science and defense agencies, including the National Science Foundation and DARPA is required. Experience with the National Security Agency, Department of Energy, and National Institutions of heath is preferred. 
• Experience with Cayuse suite is preferred but not required.
• Pre-award experience or comparable cross-training experience with proposal support is preferred.

Location: Downtown Berkeley, CA, right next to the Downtown Berkeley BART Station. Hybrid/remote work friendly. Fully remote work requiring semi-annual on-site visits will be considered.

Hours & Compensation

Full-time, 40 hours per week. 

Salary is commensurate with experience within the range of $90,000-$110,000 per year.

Benefits & Perks

At ICSI, we offer a comprehensive and thoughtfully designed benefits package to support your health, financial wellbeing, and day-to-day life, so you can focus on doing meaningful work.

Health & Wellbeing

We make it easy to take care of yourself and your family:

• Medical, dental, and vision coverage, including HSA-compatible plans
• Flexible Spending Accounts (FSA) for healthcare and dependent care
• Life and accident insurance
• Short- and long-term disability coverage

Time Off & Flexibility

We believe rest is essential to doing great work:

• Generous paid time off, including vacation, sick time, and holidays
• Flexible scheduling and hybrid work options (role-dependent)
• A supportive culture that encourages you to actually use your time off

Financial Security & Planning

We invest in your future:

• 401(k) retirement plan with a 3% automatic contribution plus up to 7% match
• Tax-deferred annuity plan options
• Pre-tax savings opportunities through FSAs

Everyday Convenience & Perks

Working at ICSI comes with added day-to-day benefits:

• Commuter benefits to support your travel to and from Berkeley
• Access to select UC Berkeley–affiliated perks and discounts
• A collaborative, mission-driven environment in the heart of Downtown Berkeley

Please Note: ICSI requires employees working on-site to be fully vaccinated against COVID-19, including recommended boosters. Reasonable accommodations may be considered for medical or legally protected reasons. Our safety protocols include enhanced ventilation, masking during periods of elevated risk, and adherence to public health guidance. For more information please see www.icsi.berkeley.edu 

ICSI is an equal opportunity employer and makes employment decisions on the basis of merit. The Institute is committed to having the best available persons in every job. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.