Grants & Operations Manager — Cross‑Institution

Caltech; Pasadena (CA); On-site; USD 96,000 - 125,000; Full time

Job summary

Caltech seeks a Grants & Business Operations Manager to supervise financial and administrative aspects of grants across Caltech and JPL, including award lifecycles, reporting, and compliance. You will lead budgeting, tooling, and cross-institution collaboration to support Brinson Hub projects and endowment management.

You will partner with investigators and offices to monitor budgets, develop financial tools, and ensure timely, accurate reporting while advancing operational improvements spanning

Qualifications

• Bachelor’s degree in business administration, finance, accounting, or related field.
• At least five years of progressively responsible experience in grant administration, financial management, research administration, or business operations.
• Experience administering grants, sponsored awards, contracts, or other externally funded activities with budget monitoring and reporting.
• Advanced proficiency with Microsoft Excel and related financial tools.
• Ability to manage complex projects, coordinate multiple stakeholders, and drive results.

Responsibilities

• Manage the financial and administrative aspects of grants, sponsored awards, and other externally funded activities throughout the award lifecycle, including proposal development, award setup, budget monitoring, reporting, and closeout.
• Work with principal investigators, project teams, and Caltech's research administration and financial offices to monitor award budgets, expenditures, commitments, funding availability, and periods of performance.
• Track sponsor requirements, reporting deadlines, deliverables, and award conditions; coordinate financial, administrative, and technical reporting with project teams to support timely completion and compliance with applicable requirements.
• Coordinate the administrative and financial aspects of subawards, consulting agreements, cost-sharing arrangements, and other funded partnerships, working with appropriate institutional offices.
• Support proposal development and submission, including preparation and review of budgets, budget justifications, non-scientific documentation, and required institutional approvals.
• Identify and resolve administrative, financial, or compliance issues in coordination with relevant stakeholders, and maintain accurate award documentation.
• Track and analyze financial activity across the Brinson Hub's portfolio, including Caltech and JPL accounts and work orders, sponsored awards, project accounts, and the Brinson Hub's endowment.
• Prepare regular financial reports for individual project teams and portfolio-level reporting for Brinson Hub leadership, including expenditures, commitments, balances, anticipated costs, and other relevant financial information.
• Reconcile financial information across funding sources and institutional systems, investigate discrepancies, and identify potential funding constraints or unusual expenditures requiring attention.
• Support financial planning, budgets, and projections by organizing, validating, and analyzing financial information and developing appropriate tracking and reporting tools.
• Maintain consistent financial reporting practices, records, and supporting documentation to ensure accuracy, accessibility, and continuity across projects and funding sources.

Skills

Financial management

Grant administration

Budget monitoring

Analytical skills

Excel proficiency

Communication skills

Project management

Cross-institution collaboration

Compliance reporting

Education

Bachelor’s degree in business administration finance accounting

Tools

Oracle

TechMart

Job description

Caltech seeks a Grants & Business Operations Manager to supervise financial and administrative aspects of grants across Caltech and JPL, including award lifecycles, reporting, and compliance. You will lead budgeting, tooling, and cross-institution collaboration to support Brinson Hub projects and endowment management.

You will partner with investigators and offices to monitor budgets, develop financial tools, and ensure timely, accurate reporting while advancing operational improvements spanning