Grants and Finance Manager

California, United States
12 Sep 2019
End of advertisement period
12 Nov 2019
Contract Type
Full 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 Division of the Humanities and Social Sciences (HSS) is integral to Caltech’s research and teaching mission and embodies its tradition of interdisciplinary discovery and intellectual accomplishment. With over 50 professorial faculty, HSS encompasses a broad range of subjects—including literature, philosophy, history of science, economics, political science, finance, and neuroscience—and much of the research crosses traditional disciplinary boundaries.

Reporting to the Division Operations Officer, the Grants and Finance Manager is a member of the senior administrative team in HSS. The Grants and Finance Manager performs complex administrative functions, including, but not limited to, managing all administrative aspects of sponsored research in HSS, supporting HSS research center business activities, analyzing financial data and generating reports, serving as a divisional expert on cost-allowability and related compliance matters, and advising HSS scholars and staff with respect to sponsored research and other financial matters. The Grants and Finance Manager also supervises the division’s Grants and Data Analyst and facilitates data-related and other divisional special projects. The position requires knowledge of sponsored research administration and excellent financial and organizational skills.      

Job Duties

  • Manage all stages of sponsored award processes (from pre-proposal to closeout) in compliance with applicable laws and guidelines, contract terms and conditions, and institutional policies
  • Monitor and adjust labor distributions and salary caps across funding sources; coordinate semi-annual payroll distribution confirmation; administer contracts, subawards, and cost-sharing obligations; and assist with submission of technical and other grant-related reports
  • Serve as subject-matter expert for faculty and staff on grant-related administrative issues
  • In coordination with the Division Operations Officer, oversee financial activity at the HSS-managed recharge center (Caltech Brain Imaging Center) and other division research centers (Linde Institute of Economic and Management Sciences, Chen Center for Social and Decision Neuroscience, among others) as well as on gift, endowment, and general budget accounts
  • Serve as subject-matter expert on all financial-related systems (Oracle Data Warehouse, Techmart, Cardquest, etc.) and proactively liaise with other divisions and departments on various matters of award administration and fiscal management
  • Advise faculty and staff on cost allowability of expenditures, institutional policies, guideline interpretation, and related compliance matters on sponsored awards, gifts, and endowments
  • Review and approve travel expense reports, requisitions, vouchers, and reimbursements. Monitor budgets and generate financial projections and other reports for division leadership and faculty. Assist with fiscal-year closing activities and maintain HSS financial records
  • Coordinate data-related and other special projects required by law and Institute policy and as assigned (including, but not limited to, space surveys, effort reporting, and audits). Gather data and conduct analyses to support strategic and long-range planning, including maintaining division statistics on grants and other activities
  • Supervise the Grants and Data Analyst in supporting the above duties and, in coordination with the HSS Staff and Facilities Manager, oversee and train HSS administrative staff with respect to their financial activities (including for the HSS research centers)
  • Other duties as assigned

Basic Qualifications

  • Bachelor’s degree
  • 5 years of relevant work experience, with at least 3 in grants management
  • Supervisory experience
  • Proficiency with Microsoft Office suite, including as an advanced user of Excel
  • Discretion and good judgment with respect to financial and other confidential information
  • Excellent analytical, organizational, and interpersonal skills
  • Ability to communicate clearly and effectively both verbally and in writing
  • Ability to accommodate a flexible schedule
  • A self-starter who is able to work independently with minimal day-to-day supervision

Preferred Qualifications

  • Work experience in higher education; Caltech experience is strongly preferred
  • 10 years of relevant work experience, with at least 5 in grants management
  • MBA or other relevant advanced degree
  • Knowledge of Oracle Grants Management system
  • Familiarity with government agency electronic research administrative systems
  • Certification form NCURA as a Sponsored Research Administrator

Required Documents

  • Resume
  • Cover letter