Grants Administration & Research Support Assistant

Caltech; Pasadena, Northern (CA, KY); Hybrid; USD 28,000 - 37,000; Full time

Benefits offered by this job

Health insurance

Retirement savings plans

Paid time off

Tuition reimbursement

Job summary

Caltech is seeking a Grant Manager Assistant to provide entry-level administrative and financial support to the PMA Grant Management team in Pasadena, CA. You will help implement a new monthly financial reporting workbook and assist with routine sponsored research activities, gaining experience in research administration and reporting.

Responsibilities include setting up financial workbooks, organizing data and award information, reviewing reports for discrepancies, maintaining electronic files,

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

Bachelor's degree or equivalent

Excel proficiency

Attention to detail

Organizational skills

Written and verbal communication

Multitasking

Education

Bachelor's degree in business administration, accounting, finance, economics, or related

Tools

SharePoint

Microsoft Excel

Microsoft Office

Job description

Caltech is seeking a Grant Manager Assistant to provide entry-level administrative and financial support to the PMA Grant Management team in Pasadena, CA. You will help implement a new monthly financial reporting workbook and assist with routine sponsored research activities, gaining experience in research administration and reporting.

Responsibilities include setting up financial workbooks, organizing data and award information, reviewing reports for discrepancies, maintaining electronic files,