Contract and Grant Analyst

California, United States
25 Jul 2019
End of advertisement period
25 Sep 2019
Contract Type
Fixed Term

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 Office of Sponsored Research (OSR) is part of the California Institute of Technology (Caltech) Office of Research Administration which supports Caltech research efforts by providing pre-award proposal submission and post-award non-financial administrative guidance to researchers, campus administrators, and students.

Job Duties

  • Submit all deadline driven JPL proposals (RT&D, PDF, Spontaneous RTD, and other JPL programs)
  • Receive IAMS system e-mail notification for new increments of funding and mods for existing IAs; and process same
  • Final proposal review, replacement of Budget or Justification if needed, verification all internal approvals and signed DAF has been received in OSR, OSR final  proposal submission in IAMS
  • Receipt of IA Order in IAMS, download PDF of award, sign award document, enter award into Oracle Grant Management system, prepare Award Summary and distribute PI, Division Chair and Grant Manager, and to other campus business units as necessary; update status in Grants Proposal system, forward proposal file to OSR Assistant for new file set up or addition of Mod to file
  • Assist Associate Director in the revision of OGM Data Entry Instructions for JPL IAs (IPAC / Non-IPAC)
  • Enter budget and terms of new grants into the campus Oracle Grants Management database
  • Issue a summary of award terms to the researcher, division staff, and campus administrative offices
  • Provide backup to other individuals in the office for submission of funding proposals
  • Other administrative tasks as a needed

Basic Qualifications

  • Minimum of 2 years of experience working in sponsored research administration at an institution of higher education, or another comparable organization
  • Ability to compose concise, logical, and grammatically correct oral and written communications
  • Effective communication skills to present information by phone or in person to faculty, researchers, support staff, and contract and grant officials at sponsoring agencies
  • Ability to work independently and be effective in a team setting
  • Computer skills specific to word processing, e-mail, and internet based databases
  • Experience in reviewing and negotiating research grants, subawards, and cooperative agreements from federal and non-profit agencies
  • Knowledge of award terms and conditions and requirements that are appropriate for educational institutions, as well as those that are not required
  • Familiarity with fundamental federal regulations applicable to the conduct of research projects, including former OMB Circulars A-21, A-110, and A-133, and the current Uniform Guidance regulations
  • Ability to manage a heavy workload, establish priorities to meet deadlines, and have a flexible schedule as needed
  • Ability to work independently and able to act in a proactive manner to assure the highest standards in service

Preferred Qualifications

  • Bachelor’s degree or equivalent combination of experience and education
  • Strong sense of responsibility and initiative
  • Experience with electronic proposal submission systems (examples: Cayuse,, FedConnect, eXCHANGE, NIH Commons, NSPIRES, and Fastlane)

Required Documents

  • Resume