Grant Manager

Caltech; Pasadena, Northern (CA, KY); On-site; USD 96,000 - 117,000; Full time

Job summary

IPAC at Caltech in Pasadena seeks a Grant Manager to join our Finance team. The role covers pre-award and post-award administration, budget development with PIs, and coordination of proposals to sponsors (NASA, JPL, NSF).

This on-site position requires a bachelor’s degree in Business/Finance, 3+ years in grant management, and strong Excel skills. You’ll monitor expenditures, prepare cost transfers, and assist with award closures, with collaboration across OSR and project accounting.

Qualifications

• Bachelor’s degree in Business, Finance, Accounting, or another related field, or equivalent experience.
• 3+ years of experience in grant management.
• Ability to work on-site in Pasadena, California.
• Proficiency in Excel.

Responsibilities

• Ensure timely administration of grants, subawards, contracts, and service agreements.
• Develop proposal budgets with Principal Investigators (PIs).
• Coordinate preparation, review, routing, and submission of proposals to sponsors (NASA, JPL, NSF, etc.).
• Monitor award expenditures and assist with cost transfers and post-award activities.

Skills

Grant management experience

Excel proficiency

Education

Bachelor’s degree in Business/Finance/Accounting

Tools

Caltech/JPL financial systems

Job description

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

IPAC is part of the Physics, Mathematics and Astronomy Division at Caltech. We are a dedicated team of scientists, engineers, and administrative personnel who provide science operations, user support, data and archive services, and scientific vision to maximize discovery with observatories both in space and on the ground.

IPAC is seeking a full-time Grant Manager to join our small finance team. A large part of this job is problem-solving. We are looking for someone with grant management experience, critical thinking skills, and a high level of inquisitiveness and initiative.

As part of the Finance team at IPAC, your job duties include the following:

Pre-Award and Sponsored Research Administration

• Ensure timely administration of grants, subawards, contracts, and service agreements.
• Develop proposal budgets with Principal Investigators (PIs).
• Coordinate the preparation, review, routing, and submission of proposals to our sponsors (NASA, JPL, NSF, etc.), including budgets, budget justifications, biosketches, and other required proposal documents.
• Set up and monitor consulting contracts and JPL service agreements.
• Provide guidance in grants administration to IPAC staff.
• Maintain positive, proactive relationships with various campus areas (OSR, Project Accounting, Procurement Services, Payroll Services, Property Services, etc.).

Post-Award Management

• Prepare monthly variance reports to monitor award expenditures and notify the Finance Lead if spending is off track.
• Monitor award expiration dates and major changes in budgets and submit no-cost extensions.
• Inform the Finance Lead of spending that is not in conformance with Institute policies. Work with the Project Accounting office to remedy unallowable expenditures.
• Process cost transfers, labor distribution adjustments, and suspense corrections as needed.

Award Close-Out

• Work with funding agencies and Caltech’s OSR and Post Award Accounting office on matters related to award closures.
• Monitor and ensure effort commitments are met.

Other Duties

• Budget health housekeeping (sales tax, commitments, etc.).
• Labor scheduling and cost transfers.
• Procurement purchasing and processing.
• Obtain sponsor approval for travel.
• Oversee petty cash.
• Provide finance support for IPAC conferences.
• Perform other related job duties as assigned.

Basic Qualifications

If you have the following in your background, then we want to hear about your interest in joining our team:

• Bachelor’s degree in Business, Finance, Accounting, or another related field, or equivalent experience in a related field.
• 3 or more years of experience in grant management.
• Ability to work on-site in Pasadena, California.
• Proficiency in Excel.

Preferred Qualifications

Beyond these basic qualifications, there are a set of skills and experiences that will add to your ability to contribute to the roles and responsibilities of an IPAC Grant Manager. The following might give you a head start here, but even if these do not describe you or your experience, we would still like to hear from you:

• Strong verbal and written communication skills, including the ability to \"translate\" business and financial language to scientists and engineers, and vice versa.
• Proficiency in organizing online files and working with shared files.
• Experience with academic financial systems. Experience with Caltech or JPL financial systems is a plus.

Required Documents

• Resume.
• Contact information for three professional references, including full names and email addresses.
• This is an on-site position at the Caltech campus in Pasadena, California. Remote workdays are typically allowed 1–2 days per week after training.
• Applications are due by November 10, 2026.

Life at IPAC and Caltech

Caltech is an award-winning workplace and one of the best places to work in the greater Los Angeles area. We offer an exciting and dynamic work environment, career development opportunities, competitive pay programs, great benefits, and the opportunity to participate in many campus programs and activities.

People choose to work at IPAC for many reasons, and the casual, employee-centric culture often leads to fulfilling, long-term careers and lasting relationships. We seek the best and brightest talent to join our workforce and become members of our community.

Hiring Range

$95,800 - $116,800 Per Year
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks .

EEO Statement

Caltech is an equal opportunity employer and, as a federal contractor, takes affirmative action to employ qualified individuals with disabilities and protected veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

Disability Accommodations

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at [e-mail] .

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at [e-mail] .