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Under minimal supervision from the Sponsored Research Manager in the division, the grant manager is responsible for pre-award coordination of all sponsored research applications as well as post-award support through closeout for a group of PMA faculty and their respective research groups, including reporting to the Division Chair, thus providing a full spectrum of service to the faculty while communicating effectively with all campus areas.
Provide action-oriented and expert support to Principal Investigators (PIs), handle specific sponsored research award and audit issues with integrity. Coordinate closely with staff and management to implement and maintain policies and procedures that maximize the opportunities for support of PIs, create an environment conducive to such scholarship and assist Caltech with minimizing its compliance risks associated with sponsored research.
Performs complex administrative functions (financial/non-financial) of pre-award and/or post award activities for grants, contracts, cooperative agreements, etc.
Sponsored Research Administration
Ensure timely and service-oriented pre-and post-award administration of grants, contracts, subcontracts, consortium agreements and service agreements.
In collaboration with Sponsored Research Administration team, support the submission, review, negotiation and acceptance within short time frames with sponsor agencies and collaborating organizations to maximize research opportunities.
Review and approve requests from PIs for administrative actions including pre-award costs and no cost extensions.
In collaboration with Sponsored Research and Post-Award Administration teams, assure that PMA sponsored projects follow compliance policies for sponsored projects administration, including maintaining proper documentation to substantiate direct charges to sponsored projects.
Interprets and communicates policies and procedures, agency regulations, application deadlines, agency reports, award related requests, etc.
Applies advanced skills in providing services supporting proposal development, budget analysis, expenditure tracking and funds management, evaluates and applies procedures, techniques and tools to accomplish tasks.
Applies advanced knowledge of sponsor agency and Institute policies and practices to assignments.
Maintain a positive, proactive relationship with various campus areas (Office of Sponsored Research, Project Accounting, Development, Procurement Services, Payroll Services, etc.) to ensure full grant compliance and process efficiency.
Provide guidance in grants administration and provide training, if necessary.
Coordinate with General Accounting, Provost's Office, Purchasing, Development, and other Caltech teams to maximize the ability of PIs to perform research efficiently.
Demonstrate behaviors that support performance improvement activities.
Maintain current working knowledge of federal regulations and sponsor policies to support the responsible conduct of research.
Frequently interacts with functional peer group, including the PMA Grant Management team, supervisor, PIs, and sponsors.
Works with some complex projects including fabrications and collaborations.
Assists in reviewing proposals for accuracy and adherence to Institute and agency policies and requirements.
Reviews/prepares non-scientific portions of proposal including budget development.
Recommends corrections to proposal and budgets.
Identifies administrative issues requiring further review.
Assist PI in applying for new or continued sponsored research support.
Prepare proposal budgets to capture valuable resources and assure compliance with agency and Caltech policies.
Oversee routing and submission of entire application packets in accordance to PMA, Caltech and sponsor requirements and deadlines.
Assist PIs in sponsored project award implementation. Provide all necessary award specific guidance to faculty and their respective groups on internal policies and procedures, as well as funding agency compliance matters. Specific duties that are related to award implementation include award setup, subrecipient paperwork and monitoring, equipment fabrication setup, cost sharing tracking and reporting, NIH Salary Cap compliance, reporting, etc.
Manage and update all records for proposal for PMA.
Administers policies and procedures, agency regulations, application deadlines, agency reports, award related requests including no-cost extensions, pre-award costs, etc.
Processes awards, including but not limited to setting up new awards, preparing and distributing award documents, etc.
Monitors and tracks spending on grants to ensure conformance to regulations specified by each granting agency, division best practices, and PI direction and planning.
Monitors award account balances, expiration dates, changes in budget, reconciliation of expenditures, etc.
Prepares monthly reports on status of research and discretionary accounts, including detailed expenditures and available balances; identifies over or under spending of funds.
Develops and analyzes financial projections for the Principal Investigators with emphasis on preventing overspending and ensures spending is in conformance with agency and Institute policies, division best practices, and PI direction and planning.
Manage spending of various awards to ensure that all grant expenditures are reasonable, allocable, and allowable according to OMB and agency guidelines and follow cost accounting standards.
Interact with central accounting office and Office of Sponsored Research on matters related to award closeouts.
Perform other related job duties as assigned.
Bachelor's degree and four or more years of relevant work experience, or combination of education and experience, is required.
Experience with preparing and managing budgets.
Experience with preparing grant proposals.
Experience with analyzing, evaluating and recommending solutions to PI on grant-related matters.
Communicate effectively both orally and in writing.
Exercise good judgment, diplomacy, and patience.
Possess interpersonal skills using tact, patience, and courtesy.
Use a computer proficiently for word processing, databases, spreadsheets and online research.
Bachelor's Degree preferred.
Academic environment experience preferred, especially Caltech experience.
Experience with any of the following agencies: NSF, NIH, DARPA/DOD, NASA
Knowledge of federal funding administration (2 CFR 200 Uniform Guidance).
Knowledge of electronic proposal submission via agency websites (e.g., NSF Fastlane, Research.gov, Grants.gov, DARPA TFIMS).
Oracle and/or Caltech experience is strongly preferred.
Resume (2 page limit)
Cover Letter (1 page limit)
Three professional references (references may be contacted as part of the application process)
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.