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Job Summary

The Division of Biology and Biological Engineering is seeking a full-time Grants Manager Assistant who will provide support to our Grant Managers. The successful candidate will report to the Division Operations Officer or his/her designee and will assist with administrative, financial, and research administration duties for faculty, postdocs, students, and research staff, as directed by senior grant managers.

Essential Job Duties

• The GMA will be responsible for internal Caltech awards, non-federal postdoctoral, and graduate assistant fellowships, and will be assigned a small number of faculty and/or research professors' portfolios. They will be responsible for their entire research portfolios assigned to them, including pre- and post- award requirements. The GMA will also assist with proposal submissions as needed.
• Assist with financial monitoring of research, gift, and endowment awards as assigned: process account set-up request; create and maintain files; prepare monthly Funds Management and Personnel reports; monitor expenditures and balances with emphasis on allowability and prevention of overspending; and 90-day award closeout.
• Develop skills as subject-matter expert on all financial-related systems (Oracle Business Intelligence Data Warehouse, Techmart, Concur/CardQuest, etc.) and proactively liaise with other divisions and departments on various matters of award administration and fiscal management. 
• Clear open commitments for award closeouts and act as the liaison between the labs and procurement support staff.
• Assist with administrative oversight of research awards: track timely submission of progress reports.
• Monitor and adjust labor distribution for faculty, graduate students, postdoctoral scholars/fellows, and staff as necessary.
• Apply comprehensive knowledge of Institute policies, division practices, and sponsor’s terms and conditions to all assignments, as applicable.
• Take initiative to provide timely updates to Grant Managers on outstanding work; must be able to proactively search for new information or established guidelines relevant to tasks and projects that may provide direction or solutions.
• Maintain digital files and track required documentation of respective assignments.
• Other duties as assigned.

Basic Qualifications

• Bachelor’s degree or equivalent with at least 2 years of relevant experience.
• Detailed and processed oriented. Excellent organizational skills; able to prioritize work effectively and meet deadlines.
• Good judgement and discretion; ability to maintain confidentially.
• Quick comprehension; able to work in a fast-paced environment with shifting priorities.
• Cooperative and self-motivated; handle duties in a proactive and timely manner.
• Flexible; able to work well under pressure and maintain a positive attitude.
• Must be able to manage a flexible schedule, with the ability to work outside normal business hours during heavy proposal submission periods to accommodate faculty schedules and changing priorities.
• Must be able to manage their own time effectively and efficiently.
• Must be able to work independently after training period.
• Strong interpersonal written and communication skills.
• Technologically savvy with computers and office equipment; advanced knowledge in Excel and Word.
• Professional demeanor.
• Demonstrated understanding and commitment to the core values of mutual respect, collaboration, and customer service.

Preferred Qualifications

• Experience working in an academic environment.
• Knowledgeable in accounting as it pertains to budgets and cost detail spreadsheets.
• Experience with Caltech systems and software applications.

Required Documents

• Resume