Senior Grants Manager Assistant

Caltech; Pasadena (CA); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Paid time off

Job summary

Caltech seeks a Senior Grants Manager Assistant to support pre- and post-award research administration for a faculty member and their group in the Seismological Laboratory. The role requires advanced knowledge of grant administration and strong financial skills, reporting to the Operations and Fiscal Manager.

Responsibilities include proposal preparation, budgeting, expenditures oversight, procurement, travel coordination, and completing forms for visitors and affiliates.

Qualifications

• Bachelor’s degree with at least 3 years of related experience.
• Knowledge of general accounting principles and strong analytical skills.
• Excellent customer service skills; able to communicate clearly both verbally and in writing.
• Strong organizational skills; able to prioritize multiple tasks and meet strict deadlines.
• Able to work independently and manage time effectively; maintain confidentiality.
• Technologically savvy with advanced experience in Microsoft Office 365.
• Commitment to mutual respect and collaboration; must be a team player.

Responsibilities

• Oversee proposal preparation and submission process, including budget development, completion of non-scientific forms, obtaining approvals, and uploading to systems, ensuring elements are compliant with sponsor and Institute guidelines.
• Oversee financial and administrative monitoring of grants, including account setup, projections, monthly funds and personnel reports, and final reports.
• Oversee allowability of expenditures, conduct monthly reviews, prepare budget realignments, no-cost extensions, and labor scheduling updates; assist with closeout.
• Handle a high volume of procurement, monitor deliveries, process invoices, reimbursements, and payment requests; manage P-Card/travel issues and reconciliations.
• Coordinate complex domestic and international travel arrangements and manage logistics, including expense reports.
• Assist with forms for guests, external affiliates, volunteers, visitors, visiting students, and undergrad programs.
• Apply knowledge of sponsor terms, policies, and division procedures; suggest improvements to streamline processes.
• Other duties as assigned.

Skills

Customer service

Communication

Organizational skills

Time management

Discretion & confidentiality

Microsoft Office 365

Education

Bachelor's degree

Tools

Microsoft Office 365

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 Division of Geological and Planetary Sciences seeks a Senior Grants Manager Assistant who will assist one faculty member and their research group with comprehensive pre- and post-award research administration and general administrative duties. This position will be conducted under general supervision, reporting to the Operations and Fiscal Manager in the Seismological Laboratory, and requires advanced knowledge of research administration concepts and excellent financial skills.

• Oversee proposal preparation and submission process, including budget development, completion of non-scientific forms, obtaining approvals, and uploading to systems, while ensuring all proposal elements are complete and in compliance with sponsor and Institute submission guidelines.
• Oversee financial and administrative monitoring of grants, including account setup, projections, preparation of monthly funds management and personnel reports, and submission of annual final technical reports.
• Oversee allowability of expenditures and conduct monthly transactional reviews to prevent overspending and ensure costs are charged appropriately. Prepare budget realignments, no-cost extensions, and labor scheduling updates. Assist with closeout of awards.
• Handle a high volume of procurement (purchasing supplies and equipment). Monitor receipt of deliveries, process invoice payments, reimbursements, and payment requests. Closely monitor and handle invoicing issues, conduct vendor searches and obtain bids, and help streamline complex purchasing with research staff. Assist research staff when issues arise with P-Card or travel. Reconcile monthly P-Card and travel reports.
• Coordinate complex domestic and international travel arrangements and manage all logistics; ensure compliance with travel terms and conditions and Institute policies. Process expense reports and travel reimbursements.
• Assist with completing forms for guests, external affiliates, volunteers, visitors, visiting student researchers, and undergrad student programs.
• Apply comprehensive knowledge of sponsor terms and conditions, institutional policies, and division procedures; take initiative to determine best practices and suggest improvements as needed to streamline processes.
• Other duties as assigned.

Basic Qualifications

• Bachelor’s degree with at least 3 years of related experience.
• Knowledge of general accounting principles and strong analytical skills.
• Excellent customer service skills; able to communicate clearly both verbally and in writing.
• Strong organizational skills; able to prioritize multiple tasks and meet strict deadlines.
• Able to work independently and manage time effectively.
• Able to exercise good judgment and maintain confidentiality.
• Technologically savvy with advanced experience in Microsoft Office 365.
• Commitment to core values of mutual respect and collaboration; must be a team player.

Preferred Qualifications

• Previous experience with Caltech systems and institutional policies and procedures.
• Familiarity with electronic research administration systems.
• Experience working in an academic setting.

Required Documents

• Resume

Hiring Range

$30.75 to $40.75 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

Caltech is an equal opportunity employer and, as a federal contractor, takes affirmative action to employ qualified individuals with disabilities and protected veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

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 [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] .