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Assistant Grants Manager
Caltech
Job Category: Fulltime Regular
Exempt Overtime Eligible: Exempt
Benefits Eligible: Benefit Based
Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.
Job Summary
The Division of Chemistry and Chemical Engineering is seeking a full-time Assistant Grants Manager to join the sponsored research management team. This is an entry-level position with training provided. The successful candidate will learn and assist with administrative, financial, and research administration duties for faculty, postdocs, students, and research staff.
Essential Job Duties
- Assist Faculty in applying for new or continued support.
- Review/prepare non-scientific portions of proposals, including budget development, recommending corrections to proposals and budgets, and identifying administrative issues requiring further review.
- Interpret and communicate Institute and awarding agency policies and procedures as well as agency regulations to principal investigators.
- Track, communicate, and coordinate grant application deadlines, agency reports, and other award-related requests with the principal investigators.
- Develop and generate periodic reports on the status of research and discretionary accounts, including summaries, detailed expenditures, and available balances.
- Provide ongoing monitoring of account balances, expiration dates, and budget changes. Prepare routine financial projections with a focus on minimizing overspending.
- Routinely communicate with faculty, utilizing oral and written communication, regarding spending issues and funding opportunities. Advise faculty of potential fiscal issues and provide recommendations for corrective action.
- Process requests from principal investigators for various administrative actions, including establishing pre-award spending accounts and subcontracts and requests for no-cost extensions.
- Monitor and adjust labor distribution for research group faculty, students, and staff.
- Prepare and process new accounts, including preparing account set-up requests, and check that awards are correctly entered into Oracle and related Division and Institute database systems.
- Verify, authorize, and/or enter transactions related to grant maintenance.
- Participate in general fiscal office responsibilities, including inputting internal charge transfers and facilities income and other duties as assigned.
- Notify principal investigator and Sponsored Research Manager or Division Administrator of any spending not in conformance with Division, Institute, or granting agency policies and of related anticipated consequences.
- Interact with Project Accounting on matters of award administration during funding period, including invoicing for sub-contracts, documentation of cost-sharing, monitoring of salary caps, and award closures.
- Coordinate the completion of semi-annual time and effort reporting for each research group.
- Perform other duties as assigned.
Basic Qualifications
- Bachelor's degree in business or accounting or equivalent experience with at least 1 year of relevant experience.
- Strong analytical, business math, and accounting skills.
- Detailed and processed oriented. Excellent organizational skills; able to prioritize work effectively and meet deadlines.
- Good judgment and discretion; ability to maintain confidentiality.
- Quick comprehension; able to work in a fast-paced environment with shifting priorities.
- Cooperative and self-motivated; able to handle duties in a proactive and timely manner.
- Flexible; able to work well under pressure and maintain a positive attitude.
- Must be able to accommodate a flexible schedule to accommodate faculty schedules and changing priorities.
- Strong interpersonal written and communication skills.
- Technologically savvy with computers and office equipment; advanced knowledge in Excel and Word.
- Demonstrated understanding and commitment to the core values of mutual respect, collaboration, and customer service.
Preferred Qualifications
- Bachelor's degree and/or 5 years of relevant administrative experience.
- Knowledgeable in accounting as it pertains to budgets and cost detail spreadsheets.
- Experience with Caltech systems and software applications.
Required Documents
To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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