Grant Manager

California Institute of Technology
vision insurance, parental leave, paid time off, sick time, tuition reimbursement
United States, California, Pasadena
Feb 11, 2025
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 IPAC provides science operations, user support, data and archive services, and scientific vision to maximize discovery with some of the world's largest space telescopes and ground based observatories. We are partners with NASA, NSF, JPL, and the international research community to advance the exploration of our Universe. Over our three-decade history, we have provided a range of support for more than 20 astronomy missions. Scientists from all over the world use our online archives to explore the origins of our Universe, figure out how stars are formed, discover new planets, and detect the next potentially hazardous asteroid. Where You Fit In: IPAC is seeking a part time Grant Manager to join our small finance team. This is a 30 hour/week position. A large part of this job is problem solving. We are looking for someone with Grant Manager experience, critical thinking skills, and a high level of inquisitiveness and initiative. Essential Job Duties Pre-Award and Sponsored Research Administration: Ensure timely administration of grants, subawards, contracts, and service agreements. Develop proposal budgets with Principal Investigators (PIs). Coordinate the preparation, review, routing, and submission of proposals to our sponsors (NASA, JPL, NSF, etc.) including budget, budget justification, bio sketches, and other required proposal documents. Set up and monitor consulting contracts and JPL service agreements. Provide guidance in grants administration to the IPAC staff. Maintain a positive, proactive relationship with various campus areas (OSR, Project Accounting, Procurement Services, Payroll Services, Property Services, etc.). Post-Award Management: Prepare monthly variance reports to monitor award expenditures and notify Finance Lead if spending is off track. Monitor award expiration dates and major changes in budgets and submit no-cost extensions. Inform Finance Lead of spending not in conformance with Institute policies. Work with Project Accounting office to remedy unallowable expenditures. Process cost transfers, labor distribution adjustments, and suspense corrections as needed. Award Close-Out: Work with funding agencies and Caltech's OSR and Post Award Accounting office on matters of award closures. Monitor and assure effort commitment is met. Other Duties: Budget health housekeeping (sales tax, commitments, etc.). Labor scheduling and cost transfers. Procurement purchasing and processing. Perform other related job duties as assigned. Basic Qualifications: Bachelor's degree in Business, Finance, Accounting or other related field, or equivalent experience in a related field. 2 or more years of experience in Grant Management. Proficiency in Excel. Preferred Qualifications Strong verbal and written communication skills, including the ability to "translate" business and financial language to scientists and engineers, and vice-versa. Proficiency in organizing online files and working with shared files. Experience with academic financial systems. Experience with Caltech or JPL financial systems is a plus. Required documents Resume. Cover letter. People choose to work at Caltech for many reasons, and the casual, employee-centric culture often leads to fulfilling, long-term careers and lasting relationships. We seek the best and brightest talent to join our workforce and become members of our community. Exceptional employees are critical to Caltech's success. Hiring Range $34.50 - $45.00 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. 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.