Position Description

Grant Manager
Job Category Fulltime Regular
ExemptOvertimeEligible Exempt
Benefits Eligible 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 will coordinate the application for and fiscal management of federal and private research awards for faculty and their respective groups in the Division of Biology and Biological Engineering (BBE). The successful candidate will perform complex administrative functions (financial/non-financial) of pre-award and/or post-award activities for grants, contracts, and other faculty financial support.

Job Duties

  • Assist faculty in applying for new or continued support. Advise faculty on federal or private funding possibilities.
  • Review/prepare non-scientific portions of proposals including budget development, recommending corrections to proposal and budgets, and identifying administrative issues requiring further review.
  • Interpret and communicate policies and procedures, agency regulations, application deadlines, agency reports, award related requests, etc.
  • Accept and process awards in compliance with Institute policies and procedures. Ensure that terms and conditions of each award are consistent with Institute policies and acceptable to the Principal Investigator.
  • Responsible for administrative and financial actions on grants, contracts, and other funding sources including no cost extensions and budget changes. Approve P-Card expenditures for assigned research groups.
  • Manage spending of large/complex accounts to ensure conformance to regulations, application deadlines, agency reports, award related requests, etc.
  • Develop and generate periodic reports on status of research and discretionary accounts, including summary and detailed expenditures and available balances.
  • Prepare financial projections for Principal Investigators with emphasis on preventing overspending. Make recommendations to faculty of corrective action, if needed.
  • Interact with funding agencies and Caltech’s Project Accounting department on matters of award administration including delinquent financial status reports and award closures.
  • Generate paperwork relating to grant maintenance, i.e. equipment, travel, special requests. Review and administer award account balances, expiration dates, and major changes in budgets.
  • Inform Division Operations Officer or Chair of any spending not in conformance with Division/Institute policies.
  • Assist with space surveys, effort reporting, audits, and other grant related activities.
  • Other duties as assigned.

Basic Qualifications

  • Bachelor’s degree or equivalent experience.
  • 3 years of relevant work experience.
  • Familiarity with Excel.
  • Pre- and post-award grant experience.
  • Good understanding of people and the ability to communicate clearly both verbally and in writing.
  • Customer service oriented and diplomacy are essential.

Preferred Qualifications

  • Experience managing NIH, NSF, and/or industry, foundation grants.
  • Highly proficient with Excel.

Required Documents

  • Resume


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

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