Grants & Financial Reporting Assistant (Entry‑Level)

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

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement plans

Paid time off

Tuition reimbursement

Job summary

California Institute of Technology in Pasadena, CA seeks a Grant Manager Assistant to provide entry-level administrative and financial support to the PMA Grant Management team. This temporary role helps implement a new monthly financial reporting workbook and supports sponsored research activities.

Ideal for individuals learning grant administration and financial reporting processes. Under the Sponsored Research Manager, you will gain hands-on experience, work with PMA staff, and help with data

Qualifications

• Bachelor's degree or equivalent required.
• 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.
• 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 setup and maintenance of standardized financial workbooks for PMA faculty.
• Download and organize financial data, including costs, commitments, and effort reports.
• Enter and organize award information within workbook templates.
• Review reports 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 for proposals, awards, subawards, and other grant management activities.
• Assist with monitoring and organizing the PMA Grant Management shared mailbox and route inquiries.
• Assist with developing and maintaining onboarding guide and 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

Excel proficiency

Organizational skills

Attention to detail

Communication skills

Time management

Discretion

Education

Bachelor's degree

Tools

SharePoint

Microsoft Excel

Job description

California Institute of Technology in Pasadena, CA seeks a Grant Manager Assistant to provide entry-level administrative and financial support to the PMA Grant Management team. This temporary role helps implement a new monthly financial reporting workbook and supports sponsored research activities.

Ideal for individuals learning grant administration and financial reporting processes. Under the Sponsored Research Manager, you will gain hands-on experience, work with PMA staff, and help with data