Grant Manager

Updated: about 12 hours ago
Location: Pasadena, CALIFORNIA

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Job Summary

The Grant Manager will coordinate the application for and fiscal management of Federal and private research grants for Biology Faculty and their respective groups. The successful candidate will perform complex administrative functions (financial/non-financial) of pre-award and post-award activities for grants, contracts, internal and external funding.

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 proposal and budgets, and identifying administrative issues requiring further review.
  • Manage spending of large/complex accounts to ensure conformance to regulations, application deadlines, agency reports, award-related requests, etc. Approve P-card expenditures for assigned research groups.
  • Develop and generate periodic reports on status of research and discretionary accounts, including summary and detailed expenditures and available balances. Advise faculty on potential recommendations for corrective action.
  • Prepare financial projections for principal investigators with emphasis on preventing overspending.
  • Interact with funding agencies and project accounting on award administration matters, including delinquent financial status reports and award closures.
  • Generate paperwork relating to grant maintenance, i.e., equipment, travel, special requests. Review and administer award account balances, expiration dates, and major changes in budgets.
  • Advise faculty on funding possibilities, Federal or private.
  • Inform Division Operations Officer and/or Chair of any spending not in conformance with Division/Institute policies.
  • Assist with space surveys, effort reporting, and other grants-related activities.
  • Other duties as assigned.

Basic Qualifications

  • Bachelor’s degree or equivalent.
  • Minimum of 4 years of relevant experience in an academic or research-intensive environment, working with pre-award and post-award activities for grants and contracts, especially federal (NIH, NSF, DoD) funding mechanisms. 
  • Must be well-organized, able to work independently yet interact well with grants management team and administrative groups within the Division and Institute.
  • Customer service-oriented with excellent diplomacy skills.
  • Ability to successfully complete multiple complex projects with competing or overlapping deadlines.
  • Considerable judgment and initiative are required in resolving problems and making recommendations. Must be able to identify and implement solutions to highly complex problems.

Preferred Qualifications

  • 5 years of hands-on grants management experience with increasing levels of responsibility.
  • Demonstrated ability to collect and present financial data in clear and comprehensive reports.
  • Exposure to Oracle (OBI) or similar financial systems a plus.
  • Experience with Sub-awards and Fellowship a plus.
  • CIRM experience a plus.

Required Documents

  • Resume
  • Cover Letter

Following successful completion of the introductory period, this position is eligible for a remote work option, subject to institutional review.

  • An approved remote work agreement is required.
  • In accordance with Caltech’s remote work guidelines, responsible for having a designated work area (home office) and for any costs related to remodeling and/or the initial setup of such designated workspace.
  • Equipment needs for remote work are determined on a case-by-case basis.
  • Experience with Zoom and other similar video/web conference software required.
  • Report to the office as necessary by operational needs and provide in-office coverage as required.


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