Grant Manager Assistant

Position Description

Grant Manager Assistant

Job Category
Occasional

ExemptOvertimeEligible
Overtime Eligible

Benefits Eligible
Non-Benefit Based

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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 Grant Manager Assistant will provide administrative and financial support for sponsored research awards and related activities. This role is critical to supporting the transition to a new monthly financial reporting framework and providing grant management and administrative assistance to the Sponsored Research Manager. The assistant will work under the direction of the Sponsored Research Manager and collaborate closely with the Grant Management team.

Essential Job Duties

• Financial Workbook Development and Implementation.
• Assist with the completion and implementation of the new financial reporting workbook.
• Create and maintain a standardized financial workbook for each PI within PMA.
• Set up all awards under each PI within the workbook structure.
• Downloading all costs and commitments to be incorporated into the financial workbook.
• Downloading and completing the effort report for any individuals paid by federal funds.
• Creating award summary tabs for each award under a PI which will bring in the data from the reports that have been run in Oracle and incorporated into the financial report.
• Ensure accuracy and consistency of financial data across all reports.
• Support the rollout of the new monthly financial reporting process.
• Assist in testing, troubleshooting, and validating report functionality.
• Assist with training documentation and training of grant management team on the new reporting tool and template.
• Provide Support to the Sponsored Research Manager.
• Assist with cleaning up and updating existing files to align with the new naming conventions on the GM SharePoint site.
• Upload and maintain records of all pending proposals in the proposal tracking sheet.
• Support the processing of pending subaward modifications.
• Assist with the setup and creation of new PTA (Project-Task-Award) accounts for incoming awards.
• Help monitor and manage the PMA GM shared mailbox, including organizing and responding to routine inquiries.
• Assist with collecting, organizing, and assembling documentation for inclusion in the PMA GM onboarding guide.
• Provide administrative and operational support for requests from Principal Investigators (PIs), as needed.
• Provide support in clearing suspense and allocating effort to the correct projects.

Basic Qualifications

• Bachelor's degree and at least 3 years of equivalent administrative experience.
• Strong verbal and written communication skills.
• Ability to multitask and work well under pressure with meticulous attention to detail and a positive attitude.
• Excellent customer service skills with the ability to interface with people at all levels inside and outside the Division.
• Ability to demonstrate initiative in independently solving problems and a commitment to continual improvement.
• Excellent organizational and time-management skills.
• Ability to apply comprehensive knowledge of applicable Institute policies and practices to assessments.
• Able to interpret, communicate, and adhere to detailed and stringent federal and nonfederal sponsor guidelines.
• Proficient computer skills, including Word, Excel, and Outlook.

Preferred Qualifications

• Master's degree and at least 5 years or equivalent of administrative experience.
• Knowledgeable in accounting as it pertains to budgets and cost detail spreadsheets.
• Extensive experience with the PMA Division’s standard operating procedures and Caltech policies and procedures.
• Proficient with Caltech systems and applications.

Required Documents

• Resume.

Hiring Range

$29.00 - $35.00 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.