Senior Grants & Research Administration Coordinator

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 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.