Grants Manager Assistant

California, United States
09 Dec 2018
End of advertisement period
09 Feb 2019
Contract Type
Part Time

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 Caltech Optical Observatories (COO) is seeking a Grants Manager Assistant who will support the COO Business Manager. The successful candidate will assist with administrative, financial, and research administration duties for faculty and staff.

Job Duties

  • Proposal preparation, ensuring proper formatting and content according to sponsor guidelines
  • Prepare budget and non-scientific documents, proofread, enter and upload required information and documents, assist with approval routing and document distribution
  • Financial and administrative monitoring of sponsored research awards including preparation of monthly funds management, projections, review of allowability of costs and account balances to prevent over or under spending
  • Coordinate timely submission of technical reports; monitoring and clearance of commitments (purchase orders) and payment of invoices; monitoring of fabrication accounts; maintaining research award summaries; tracking pending proposals; assist with award closeouts
  • Support professional staff with administrative and clerical duties such as organizing meetings, seminars, and conferences
  • Purchase supplies and equipment via PCard and TechMart: process subawards and consulting agreements; monitor receipt of goods and services deliveries, process reimbursements and payment requests, and reconcile monthly PCard reports
  • Coordinate travel arrangements, process expense reports, advances, payment requests and reimbursements
  • Assist with logistics associated with domestic and/or international travel; ensure compliance with sponsor and Institute travel policies and export regulations
  • Deposit reimbursement checks and ensure proper crediting to accounts
  • Process time sensitive department web internal charges
  • Apply advanced knowledge of Institute policies, Division practices, and sponsor terms and conditions to all assignments
  • Other duties as assigned

Basic Qualifications

  • Associate‚Äôs degree in business or accounting or equivalent with at least three years of administrative experience, and intermediate business math and accounting skills
  • Display knowledge of professional accounting principles and practices, strong financial accounting skills as it pertains to budgets, projections, and spreadsheets
  • Excellent organizational skills, numeracy skills, detailed oriented, able to manage a variety of tasks and assignments
  • Excellent verbal and written communication skills and good command of English grammar
  • Proficient in Microsoft Word, Excel, PowerPoint, and Outlook
  • Able to work independently with minimal supervision and be a team player
  • Able to exercise good judgement and maintain confidentiality
  • Excellent attendance

Preferred Qualifications

  • At least five years of administrative experience plus good math and accounting skills
  • Previous Caltech experience or experience working in an academic setting
  • Knowledge of Oracle software and Abode Acrobat

Required Documents

  • Resume
  • Cover Letter