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Grant Manager
- Posted
- 10H AGO
About the role
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.
The Division of Physics, Mathematics and Astronomy (PMA) at Caltech has an opening for a Grant Manager to support its faculty and research groups in the administration of sponsored research awards.
Under minimal supervision from the Sponsored Research Manager in the division, the Grant Manager is responsible for pre-award coordination of all sponsored research applications, as well as post-award support through closeout, for a group of PMA faculty and their respective research groups. The position also includes reporting to the Division Chair and Division Operations Officer, providing a full spectrum of service to faculty while communicating effectively with campus departments.
The Grant Manager provides action-oriented and expert support to Principal Investigators (PIs), handling sponsored research awards and audit matters with professionalism and integrity. The position coordinates closely with staff and management to implement and maintain policies and procedures that maximize opportunities to support PIs, foster an environment conducive to research, and minimize Caltech's compliance risks associated with sponsored research.
This position is eligible for a primarily remote work arrangement, subject to approval of a remote work agreement. However, this is not a fully remote position, and the employee must be available to report to campus periodically, as required to meet operational and departmental needs. The ability to report to campus regularly is required.
Job Duties
Sponsored Research Administration:
- Ensure timely and service-oriented pre- and post-award administration of grants, contracts, subcontracts, consortium agreements, and service agreements.
- In collaboration with the Sponsored Research Administration team, support the submission, review, negotiation, and acceptance of agreements with sponsor agencies and collaborating organizations within short time frames to maximize research opportunities.
- In collaboration with Sponsored Research and Post-Award Administration teams, ensure that PMA sponsored projects comply with applicable policies, including maintaining appropriate documentation to substantiate direct charges.
- Maintain positive, proactive relationships with campus departments, including the Office of Sponsored Research, Project Accounting, Development, Procurement Services, and Payroll Services, to ensure grant compliance and process efficiency.
- Provide guidance and training in grants administration as necessary.
- Coordinate with General Accounting, the Provost's Office, Purchasing, Development, and other Caltech teams to support PIs in conducting research efficiently.
- Demonstrate behaviors that support performance improvement activities.
- Maintain current working knowledge of federal regulations and sponsor policies to support the responsible conduct of research.
Pre-Award Management:
- Counsel PIs and PMA team members on funding opportunities and strategies for preparing successful proposals.
- Assist PIs in applying for new or continued sponsored research support.
- Prepare proposal budgets to capture necessary resources and ensure compliance with agency and Caltech policies.
- Coordinate the preparation, routing, and review of non-scientific portions of proposals, including biosketches, budgets, budget justifications, and administrative documentation.
- Oversee the routing and submission of complete application packets in accordance with PMA, Caltech, and sponsor requirements and deadlines.
- Assist PIs with sponsored project award implementation. Provide faculty and their research groups with award-specific guidance on internal policies, procedures, and funding agency compliance requirements. Responsibilities include award setup, subrecipient documentation and monitoring, equipment fabrication setup, cost-sharing tracking and reporting, NIH salary cap compliance, and reporting.
- Manage and maintain PMA proposal records.
Post-Award Management:
- Monitor and review expenditures and budgets associated with sponsored projects.
- Perform regular account reconciliations and ensure expenditures are correctly posted to the appropriate awards.
- Prepare monthly, or more frequent as necessary, financial reviews to ensure funds are expended appropriately and research opportunities are maximized throughout the funded project.
- Manage award expenditures to ensure costs are reasonable, allocable, and allowable under OMB and agency guidelines and comply with applicable cost accounting standards.
- Prepare financial projections for PIs, the Division Chair, and the Division Operations Officer. Develop and customize periodic reports for faculty and the Division Chair, at least three times annually. Identify potential financial issues and recommend corrective actions.
- Coordinate with central accounting offices and the Office of Sponsored Research on award closeout activities.
- Perform other related duties as assigned.
Basic Qualifications
- Bachelor's degree or equivalent, with 3 or more years of relevant work experience.
- Ability to communicate effectively, both orally and in writing, while exercising sound judgment, diplomacy, and patience.
- Strong interpersonal skills, including tact, patience, and courtesy.
- Proficiency with computers, including word processing, databases, spreadsheets, and online research.
- Experience preparing and managing budgets.
Preferred Qualifications
- Experience preparing grant proposals.
- Experience analyzing, evaluating, and recommending solutions to faculty on grant-related matters.
- Knowledge of federal funding administration, including 2 CFR 200 Uniform Guidance.
- Familiarity with electronic proposal submission systems, including Research.gov, PAMS, Grants.gov, and DARPA TFIMS.
- Experience with Oracle and/or Caltech systems is strongly preferred.
- Ability to work independently with minimal supervision.
Required Documents
- Resume.
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