Grants Manager

Caltech; Pasadena (CA); On-site; USD 75,000 - 92,000; Full time

Job summary

Caltech is seeking a Grants Manager in Pasadena to coordinate pre-award activities and provide post-award support for EAS faculty and their research groups. You will assist with budget development, proposal review, and compliance with sponsor guidelines.

Under minimal supervision, you will maintain strong campus relationships, prepare periodic financial reports, and support award implementation and closeouts as part of a full spectrum of grant administration services.

Qualifications

• Bachelor's degree with 4 years of relevant work experience.
• Strong written and verbal communication.
• Excellent interpersonal and collaboration skills.
• Ability to use computers for word processing, databases, and online research.

Responsibilities

• Assist faculty in applying for new or continued support, including budget development and proposal review.
• Provide award-specific guidance for grant implementation, subrecipient paperwork, and compliance matters.
• Manage grant expenditures and prepare quarterly financial reports for investigators and division leadership.
• Maintain proactive relationships with campus offices to ensure grant compliance and efficient processes.
• Provide training and guidance to staff on account reconciliation and posting of expenditures.

Skills

Budget management

Grant administration

Proposal review

Communication

Interpersonal skills

Education

Bachelor's degree

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

Under minimal supervision from the Sponsored Research Manager in the Division, the Grants Manager is responsible for pre-award coordination of all grant applications as well as post-award support for a group of Engineering and Applied Science (EAS) faculty and their respective research groups, thus providing a full spectrum of service to the faculty while communicating effectively with all campus areas.

Essential Job Duties

• Assist faculty in applying for new or continued support. Review/prepare non-scientific portions of proposals, including budget development, proposal review, and identification of administrative issues requiring further review.
• Assist faculty in grant implementation and provide any necessary award-specific guidance to faculty and their respective groups on internal policies and procedures and funding agency compliance matters. Specific duties that are related to grant implementation include: award setup, subrecipient paperwork and monitoring, equipment fabrication setup, cost sharing tracking and reporting, NIH Salary Cap compliance, effort reporting, etc.
• Manage spending of various awards to ensure that all grant expenditures are reasonable, allocable, and allowable according to OMB and agency guidelines. Prepare financial projections for Principal Investigators. Develop and customize, if necessary, periodic (quarterly at a minimum) reports for faculty and Division Chair. Advise faculty of potential problems and provide recommendations for corrective action.
• Maintain a positive, proactive relationship with various campus areas (Office of Sponsored Research, Project Accounting, Procurement Services, Payroll Services, etc.) to ensure full grant compliance and process efficiency. Interact with the central accounting office and the Office of Sponsored Research on matters related to award closeouts.
• Provide guidance in grants administration and provide training, if necessary, to administrative staff who assist with the account reconciliation process and correct posting of expenditures to various awards.
• Perform other related job duties as assigned.

Basic Qualifications

• Bachelor’s degree with 4 years of relevant work experience.
• Communicate effectively both orally and in writing.
• Exercise good judgment, diplomacy, and patience.
• Possess strong interpersonal skills.
• Use a computer proficiently for word processing, databases, spreadsheets, and online research.

Preferred Qualifications

• Experience with preparing and managing budgets.
• Experience with preparing grant proposals.
• Experience with analyzing, evaluating, and recommending solutions to faculty on grant-related matters.
• Knowledge of federal funding administration and electronic proposal submission via agency websites (e.g., Proposal and Agreement Management, Proposal Central, Research.gov, Grants.gov, DARPA, NASA NSPIRES, SciENcv).
• Oracle, Data Warehouse, and/or Caltech experience preferred.
• Ability to work independently with minimal supervision.

Required Documents

• Resume

Hiring Range

$75,000 to $91,600 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

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.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

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

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