Grants and Finance Manager

California, United States
03 Jun 2020
End of advertisement period
03 Aug 2020
Contract Type
Full Time

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 central administrative team in the Division of the Humanities and Social Sciences (HSS). The Grants and Finance Manager performs complex administrative functions, including, but not limited to, managing the administrative aspects of sponsored research in HSS, supporting HSS research center business activities, analyzing financial data and generating budgets and 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 position requires knowledge of sponsored research administration and excellent financial and organizational skills. 

Job Duties

Grants Management

  • In coordination with the Division Operations Officer, facilitate 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

Finance management

  • 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 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
  • In coordination with the HSS Staff and Facilities Manager, 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
  • 3 years of relevant work experience, with at least 1 year working in grants management
  • Proficiency with Microsoft Office suite, as well 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
  • 5 years of relevant work experience, with 3 in grants management
  • Knowledge of Oracle Grants Management system
  • Familiarity with government agency electronic research administrative systems

Required Documents

  • Resume