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Details
Posted: 24-Jan-23
Location: Pasadena, California
Salary: Open
Categories:
Academic/Faculty
Business/Finance
Internal Number: 3825995
Caltech
Exempt Overtime Eligible: Exempt
Benefits Eligible: Benefit Based
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
Under minimal supervision from the Division Business Manager, the Grants Manager and Business Manager Associate is responsible for pre- and post-award Research Administration and Human Resources duties for a group of GPS faculty and their research teams. This position includes supervising two assistants who provide financial and administrative support to the researchers and Grants Manager. This position will also assist the Business Manager with various projects and provide back-up support.
Essential Job Duties
- Oversee submission of federal and non-federal sponsored research proposals: Review guidelines, prepare budgets and justifications, monitor completion of non-scientific forms. Assist with institutional review and route for approvals.
- Oversee management of sponsored research awards: Process account set-up requests and initiate subaward agreements, track cost-sharing, submit budget realignments and no-cost extensions, track timely submission of technical reports.
- Prepare monthly Funds Management and Personnel reports, create and update financial projections to monitor spending and ensure costs adhere to sponsor's terms and conditions, federal regulations, and Institute policies. Conduct monthly transactional review of costs with emphasis on allowability and use of correct expenditure type. Provide recommendations for corrective action to faculty. Create and submit cost transfers as necessary.
- Handle inventory, acquisition, and disposal of equipment. Provide data for space study projects. Review Payroll Distribution Confirmation reports.
- Review and approve purchase orders, purchasing card and travel reports, invoices, and web internal charges. Monitor timely submission of travel reports. Ensure correct procurement practices are followed.
- Handle 90-day closeout notification of awards. Review balance of encumbrances, and closely monitor final costs.
- Process and track Service Authorizations and Facilities Use and Technical Services Agreements. Oversee timely invoicing, payments, deposits, and web internal charges.
- Lead and manage administrative staff: Assign duties and oversee workload, provide training and guidance as needed, develop tools and processes to streamline work and ensure policies and procedures are correctly followed; hold weekly team meetings, conduct annual performance reviews and support professional development.
- Handle human resources duties for administrative and research staff, including recruitment and terminations, on-boarding, promotions, timecard approval, labor scheduling, Annual Compensation Evaluation program, and other personnel matters as needed.
- Provide labor scheduling information for postdoctoral scholars and graduate students to division managers as necessary. Submit forms and track requests of department guests, volunteers, and external affiliates. Process new postdoc and visiting student researcher appointment paperwork.
- Develop and maintain research administration and human resources clearinghouse of centralized resources for division and department managers.
- Manage division databases of guests, volunteers, and external affiliates, and division recharge/service centers, including periodic rate reviews. Assist with Technical Support Program reports and funding requests.
- Serve as backup to Division Business Manager and assist with financial and non-financial projects and reports as requested.
- Other duties as assigned.
Basic Qualifications
- Bachelor's degree or equivalent with at least 5 years of relevant work experience and intermediate business math and accounting skills.
- Good judgement and discretion with ability to maintain strict confidentially.
- Detail and process oriented with excellent organizational, leadership, and communication skills.
- Able to prioritize work effectively, with shifting priorities, and meet deadlines.
- Flexible and able to work well under pressure and maintain a positive attitude.
- Self-driven with strong critical thinking and problem-solving skills.
- Technologically savvy with computer programs and systems, particularly MS Office and Adobe Acrobat software.
Preferred Qualifications
- Experience with pre- and post-award research administration duties.
- 3 years of supervisory experience managing two or more direct reports.
- Human resources related experience.
- Experience with Caltech systems and software applications.
Required Documents
- Resume
- Cover Letter
To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings
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.
More Jobs from This Employer
https://main.hercjobs.org/jobs/18092213/grants-manager-and-business-manager-associate
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