Grant Manager Assistant

California-Institute-of-Technology; Pasadena (CA); On-site; USD 28,000 - 37,000; Full time

Job summary

Caltech in Pasadena, CA is seeking a Grant Manager Assistant to provide entry-level administrative and financial support to the PMA Grant Management team. Working under the Sponsored Research Manager, the position will assist with the implementation of a new monthly financial reporting workbook and provide routine administrative support for sponsored research activities.

This temporary role focuses on learning established processes while gaining experience in research administration and

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Proficiency with Microsoft Excel, including formulas, sorting, filtering, and formatting.
• Ability to learn new financial and administrative systems and follow established procedures.
• Strong organizational skills and attention to detail.
• Ability to review information for accuracy and identify discrepancies.
• Effective written and verbal communication skills.
• Ability to manage multiple assignments and meet deadlines.
• Ability to handle sensitive information with discretion.
• Ability to work collaboratively and ask questions when guidance is needed.

Responsibilities

• Assist with the setup and maintenance of standardized financial workbooks for PMA faculty.
• Download and organize financial data, including costs, commitments, and effort reports, using established procedures.
• Enter and organize award information within established workbook templates.
• Review reports and spreadsheets for completeness and identify discrepancies for review by Grant Management staff.
• Assist with testing and updating the new monthly financial reporting workbook.
• Maintain organized electronic files and supporting documentation.
• Organize and update files on the Grant Management SharePoint site using established naming conventions.
• Maintain proposal and award tracking spreadsheets.
• Gather and organize documentation needed for proposals, awards, subawards, and other grant management activities.
• Assist with monitoring and organizing the PMA Grant Management shared mailbox and route inquiries to the appropriate staff member.
• Assist with developing and maintaining the PMA Grant Management onboarding guide and other process documentation.
• Perform routine data entry, file maintenance, and administrative tasks in support of the Sponsored Research Manager and Grant Management team.
• Provide other related administrative support as assigned.

Skills

Strong organizational skills

Attention to detail

Effective written and verbal коммуника

Ability to manage multiple assignments

Discretion with sensitive information

Willingness to learn new systems

Education

Bachelor’s degree or equivalent

Preferred: business/finance related degree

Tools

Microsoft Excel

SharePoint

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

The Grant Manager Assistant provides entry-level administrative and financial support to the PMA Grant Management team. Working under the direction of the Sponsored Research Manager, the position will assist with the implementation of a new monthly financial reporting workbook and provide routine administrative support for sponsored research activities. This temporary position is designed for an individual who can learn established processes and procedures while gaining experience in research administration and financial reporting.

• Assist with the setup and maintenance of standardized financial workbooks for PMA faculty.
• Download and organize financial data, including costs, commitments, and effort reports, using established procedures.
• Enter and organize award information within established workbook templates.
• Review reports and spreadsheets for completeness and identify discrepancies for review by Grant Management staff.
• Assist with testing and updating the new monthly financial reporting workbook.
• Maintain organized electronic files and supporting documentation.
• Organize and update files on the Grant Management SharePoint site using established naming conventions.
• Maintain proposal and award tracking spreadsheets.
• Gather and organize documentation needed for proposals, awards, subawards, and other grant management activities.
• Assist with monitoring and organizing the PMA Grant Management shared mailbox and route inquiries to the appropriate staff member.
• Assist with developing and maintaining the PMA Grant Management onboarding guide and other process documentation.
• Perform routine data entry, file maintenance, and administrative tasks in support of the Sponsored Research Manager and Grant Management team.
• Provide other related administrative support as assigned.

Basic Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Proficiency with Microsoft Excel, including formulas, sorting, filtering, and formatting.
• Ability to learn new financial and administrative systems and follow established procedures.
• Strong organizational skills and attention to detail.
• Ability to review information for accuracy and identify discrepancies.
• Effective written and verbal communication skills.
• Ability to manage multiple assignments and meet deadlines.
• Ability to handle sensitive information with discretion.
• Ability to work collaboratively and ask questions when guidance is needed.

Preferred Qualifications

• Bachelor’s degree in business administration, accounting, finance, economics, or a related field.
• Experience using Excel for organizing or analyzing data.
• Familiarity with SharePoint or other electronic file-management systems.
• Previous administrative, financial, accounting, or university experience.

Required Documents

• Resume.

Hiring Range

$20.00 - $27.00 Per Hour
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

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.
Caltech is a VEVRAA Federal Contractor.

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] .