Senior Grants Operations Specialist

California Institute of Technology; Pasadena (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

California Institute of Technology is seeking a Senior Grants Manager Assistant to support a faculty research group with comprehensive pre- and post-award administration and general duties. Reporting to the Operations and Fiscal Manager in the Seismological Laboratory, this role requires advanced knowledge of research administration and strong financial skills.

Responsibilities include proposal submission, grant monitoring, budget realignments, complex travel arrangements, and coordination with

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; clear verbal and written communication.
• Strong organizational skills; ability to prioritize multiple tasks and meet deadlines.
• Ability to work independently and manage time effectively.
• Proficient with Microsoft Office 365.
• Commitment to mutual respect and collaboration; team player.

Responsibilities

• Oversee proposal preparation and submission with budget development and approvals.
• Monitor grants finance including account setup, monthly reports, and final technical reports.
• Ensure allowability of expenditures; perform cost reviews and realignments; assist with closeout.
• Handle procurement, invoicing, P-Card, travel reimbursements, and vendor bids.
• Coordinate complex domestic and international travel arrangements and reimbursements.
• Assist with forms for guests, affiliates, volunteers, visitors, and student programs.
• Apply sponsor terms and institutional policies; suggest improvements to streamline processes.
• Perform other duties as assigned.

Skills

Analytical skills

Customer service

Communication skills

Organizational skills

Time management

Judgment and discretion

Team player

Education

Bachelor's degree

Tools

Microsoft Office 365

Job description

California Institute of Technology is seeking a Senior Grants Manager Assistant to support a faculty research group with comprehensive pre- and post-award administration and general duties. Reporting to the Operations and Fiscal Manager in the Seismological Laboratory, this role requires advanced knowledge of research administration and strong financial skills.

Responsibilities include proposal submission, grant monitoring, budget realignments, complex travel arrangements, and coordination with