Position Description

Contract and Grant Analyst
Job Category Fulltime Regular
ExemptOvertimeEligible Exempt
Benefits Eligible Benefit Based
Apply Now

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 Contract and Grant Analyst is responsible for a number of complex pre and post-award research administration functions within the Office of Sponsored Research. These functions include interpretation of solicitations, proposal review and submission, grant negotiation and acceptance, and handling of post award modifications and interpretation of award terms. The Analyst works in a deadline-driven, team environment, and is supervised by a Contract and Grant Officer.

In carrying out these responsibilities, the Analyst must become familiar with and be able to communicate Institute policies and practices. The incumbent must articulate these policies and requirements, as they relate to sponsored research, to division chairs, faculty, central and divisional staff, and funding sponsor representatives. The incumbent must also have advanced knowledge of pertinent federal regulations including Uniform Guidance (2 CFR 200). and sponsor-specific grant terms and guidelines. Job functions include, but are not limited to, the following.

Job Duties

1. Proposal Review and Submission: The Contract and Grant Analyst, acting as an authorized representative of the California Institute of Technology:

  • Reviews funding opportunity announcements (BAAs, RFPs, etc.) and provides interpretation of sponsor requirements to faculty investigators, division grants staff, and central administrative staff regarding all aspects of the proposal submission and pre-award process. In this role, the Analyst is responsible for interpreting and clarifying sponsor guidelines and providing guidance on matters related to proposal preparation, including allowability of costs, cost sharing, intellectual property, compliance and other issues that arise.
  • Reviews and authorizes applications for new and existing awards from extramural sponsors. The responsibility for review includes ensuring that: 1) proposals are appropriate to Caltech’s mission, and adhere to Institute, federal and sponsor regulations; 2) commitments to provide Institute services, facilities and matching funds have received appropriate internal approvals; 3) the budget is reasonable and includes full recovery of direct and indirect costs; 4) the necessary institutional compliance reviews are occurring or have occurred; and 5) sponsor terms and conditions available at the time of proposal submission are acceptable to the Institute.
  • Uses electronic proposal submission systems, such as Cayuse, Grants.gov, Research.gov, ERACommons, GrantSolutions, NSPIRES DOE systems (e.g., PAMS, FedConnect, eXCHANGE, etc.) and non-profit foundation proposal submission systems (e.g., ProposalCentral) to review and submit proposals, request post-award modifications and approvals, and submit reports.
  • After submission of the proposal, serves as the liaison with the sponsor and responds to requests for additional information, such as changes to the proposal, representations and certifications, and budget documentation in response to pre-award audits by the sponsor.

 2. Award Negotiation and Acceptance: The Contract and Grant Analyst position carries with it the delegated authority and autonomy to act on behalf of the Institute:

  • In the independent negotiation between Caltech and sponsoring agencies, toward acceptance of grants, subawards under grants and other agreements resulting from the negotiations.
  • With the assistance of the Contract and Grant Officer, during negotiations of more complex cooperative agreements and subawards.
  • When working with the Caltech institutional compliance offices (Export Compliance, IRB, IACUC), the faculty investigator and the division to determine appropriate responses to pre-award audit issues.
  • At funding of an award, determines the authorized funding level, enters data into the Institute’s Oracle based financial system, and issues a summary of the award, which provides the faculty investigator, division staff, and central administrative staff with a customized analysis of the award terms and conditions, and addresses how these requirements impact the duties of these individuals, such as invoicing, reporting and prior approval requirements.

3. Post-Award Administration: The Contract and Grant Analyst:

  • Interacts with funding agencies on matters of post-award administration such as no-cost extensions, and prior-approvals required under award terms and conditions.
  • Reviews and processes post-award actions such as incremental funding, supplemental funding requests, and post-award requests to add new subcontractors.
  • As the delegated authority, when the sponsor authorizes the Institute to approve specific award actions, approves modifications to award terms such as approval of pre-award costs, transfer of funds into restricted budget categories, and extensions of the end date; and communicates such changes to the Post Award Administration group to handle financial matters (invoicing, cost transfers, financial reporting, payments from funding sponsors), as well as other, appropriate campus offices.
  • Responds to inquiries, from Caltech central administrative offices, division chairs, faculty and staff that require interpretation of Institute and/or sponsor policies as they relate to a grant, subaward, or cooperative agreement. The guidance provided by the Analyst facilitates the appropriate and efficient management of sponsored research projects.

Other Requirements

In addition to the primary functions described above, the Contract and Grant Analyst shall:

  • Keep abreast of federal regulations and Institute policy changes that may impact existing Institute procedures, and recommend changes to such policies and procedures.
  • Provide backup to other Contract and Grant Analysts and Contract and Grant Assistants, as needed.
  • Assist with miscellaneous administrative tasks, on an as-needed basis.
  • Assist data entry staff with award specific interpretations of data and terms to ensure the accuracy and integrity of the sponsored research database.

Basic Qualifications

  • Minimum of two years required in sponsored research administration performing work comparable to the activities listed above at an institution of higher education or a research-intensive institution.
  • Excellent written and oral communication skills required.
  • Effective interpersonal skills required. Able to work easily with co-workers, faculty and support staff at the division/department level, and with sponsoring agency representatives.
  • Highest standards in integrity and customer service required.
  • Experience required in reviewing and negotiating research grants, cooperative agreements and subawards from federal and nonprofit sponsors. 
  • Knowledge of and ability to identify award terms and conditions that are appropriate and inappropriate for educational institutions. 
  • Experience with federal proposal submission and award management systems required, such as Grants.gov, NSPIRES, Research.gov, GrantSolutions, any of the Department of Energy systems including PAMS required. Experience preferred with non-federal, web-based proposal submissions systems preferred (Proposal Central and foundation systems).
  • Formal education to the Bachelor’s degree or equivalent preferred. Experience may be substituted for degree on a year for year equivalent.
  • Familiarity with fundamental federal regulations applicable to the conduct of research projects preferred, including Uniform Guidance (2 CFR 200) and policies of the major federal granting agencies, e.g., NASA, Department of Energy, Department of Defense, National Science Foundation and National Institutes of Health.
  • Ability to manage a heavy workload with frequent interruptions.
  • Superior organizational skills in handling electronic data and paper file processing and maintenance.
  • Willingness to take on new or changed work assignments as the demands of campus and the office require, including adjusting to in-office or remote work as Institute requirements dictate.
  • Standard work day is M-F 8:00am-5:00pm PT, with expectation that deadlines will be met and which may require work outside of standard hours, for example on heavy deadline days.
  • Strong sense of responsibility and follow-through to cover all elements of the work assigned to the desk, meet deadlines, and request assistance when needed to cover the responsibilities of the desk. 
  • Ability to work independently on routine standard tasks, and ability to identify when to ask for guidance from supervisor.

Required Documents

  • Resume
  • Cover Letter


EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at employment@caltech.edu

Back Apply Now