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Job Details

Grants Manager Assistant

Location
Pasadena, CA

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Profile

Caltech
Job Category:
Fulltime Term
Exempt Overtime Eligible:
Overtime Eligible
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
The Division of Geological and Planetary Sciences is seeking a motivated individual for the position of Grants Manager Assistant who will support the Grants Manager for Global Environmental Sciences. The successful candidate will provide administrative, financial, research, and department human resources-related support to the faculty, staff, postdoctoral scholars, and students in the Earth Systems Modeling Center.
This is a two-year term position.
Job Duties
Assist with proposal preparation and submission ensuring proper format and content according to agency guidelines. Includes budget and non-scientific proposal preparation, proofreading, entering and uploading required information and documents, approval routing, and document distribution.
Assist with the fiscal and administrative management of Sponsored and Foundation Awards including account monitoring, forecasting, expenditure allowability, prevention of overspending; timely submission of required reports; monitoring/clearance of commitments and invoices, subawards, and consulting contracts; cost sharing accounts; maintaining grant summaries; tracking pending proposals; and award close-outs.
Apply advanced knowledge of Institute, Division, Sponsored and Human Resources policies and practices to assignments.
Assist faculty and Project Manager with administrative and clerical duties such as editing and proofreading correspondence and reports; organizing meetings, workshops, and conferences; copying for classes.
Purchasing of supplies and equipment via PCard and TechMart; processing and monitoring subawards and consulting agreements; reimbursements; payment requests. This includes monthly reconciliation with detail to allowability and expenditure type. Monitoring receipt of orders and invoices.
Human Resources: Preparing and entering job requisitions into applicant tracking system, Taleo; preparing forms for postdoctoral appointments, guests, volunteers, visiting student researchers; labor scheduling for the Grants Manager's review.
Assist with travel arrangements and processing of travel reports in a timely manner ensuring compliance to sponsored award specifications.
Process time sensitive department internal charges.
Interaction involves routine and/or complex communication with Division/Department/Campus staff, faculty, students, and postdoctoral scholars.
Process and maintain confidential information; prioritizing tasks and/or projects; track deadlines and deliverables.
Take responsibility and ownership for work performance; emphasis on teamwork with manager and co-workers.
Ability to solve problems; to ask questions; know when to refer complex issues to manager.
Other administrative and clerical duties as assigned by the Grant and Building Manager.
Basic Qualifications
At least three years of administrative experience and good math and accounting skills.
Excellent verbal and written communication skills and good command of English grammar.
Excellent organizational skills, must be able to multi-task, and have strong attention to detail.
Proficient in typing, Word, Excel, Email; PowerPoint, EndNote, and Adobe Acrobat.
Ability to follow verbal and written instructions.
Knowledgeable in finance as it pertains to budgets, forecasting, and spreadsheets.
Must be able to work independently with minimum supervision and be a team member.
Ability to make good judgements and maintain confidentiality.
Excellent attendance.
Preferred Qualifications
Bachelor's degree in Business or Accounting.
5+ years of administrative experience plus good math and accounting skills.
Previous Caltech experience or experience working in an academic setting.
Knowledge of Oracle software.
Required Documents
Resume
To be considered for this position please visit our web site and apply on line at the following link: ****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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