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Job Summary

The Division of Geological and Planetary Sciences is seeking a Junior Grants Manager who will work under the supervision of the Planetary Sciences Grants and Operations Manager. The successful candidate will assist with administrative, financial, and research administration duties for one faculty, postdoctoral scholars, students, and research staff.

Essential Job Duties

• Proposal preparation, submission, and budget development, while making sure that all requirements are complete and in compliance with Sponsor and Institute approval guidelines.
• Financial and administrative monitoring of grants, including setting up and handling accounts and financial projections, preparation of monthly funds management and personnel reports. Oversee allowability of expenditures and prevention of overspending. Prepare budget realignments and assist with award close-outs.
• Prepare various financial reports, including NASA 533M and 533Q reports. Coordinate timely submission of required technical and financial reports and proposals. Monitor purchase orders, invoices, and clearance of encumbrances. Monitor fabrication and cost sharing accounts, maintain award summaries, and track pending proposals.
• Maintain CVs of faculty member, including accurate and updated lists of publications, patents, presentations, awards, honorary degrees, and current and pending research support.
• Maintain paper and electronic filing systems. Filing includes managing both current and historical information, with ability to retrieve previous correspondence as a basis for current responses.
• Assist with recruitment and termination of staff and review and approve payroll. Gather required information and prepare forms for visitors, students, and postdoctoral scholar appointments.
• Coordinate logistics for special events such as lunches, group meetings, seminars, and conferences.
• Schedule meetings with faculty, make travel arrangements for speakers, and coordinate reimbursements.
• Maintain faculty calendar and schedule faculty meetings and appointments.
• Coordinate complex travel arrangements and itineraries. Handle logistics associated with domestic and international travel, including ensuring compliance with funding agency travel requirements and export regulations. Process expense reports and travel reimbursements. Keep updated information on all group members.
• Purchase supplies and equipment via P-Card and TechMart. Process subawards, consulting agreements, and invoice payments. Monitor receipt of deliveries, process reimbursements and payment requests. Deposit reimbursement checks and ensure proper accounting of such deposits. Reconcile monthly P-Card reports.
• Other duties as assigned.

Basic Qualifications

• Bachelor’s degree in business or accounting or equivalent experience with at least three years of administrative experience and excellent math and accounting skills.
• Excellent verbal and written communication skills and good command of English grammar.
• Excellent organizational skills, detailed oriented, able to manage multiple tasks and assignments.
• Proficient in Microsoft Word, Excel, Adobe Acrobat, PowerPoint, and Outlook.
• Able to follow verbal and written instructions.
• Knowledgeable in accounting as it pertains to budgets, projections, and spreadsheets.
• 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 excellent math and accounting skills.
• Previous Caltech experience or experience working in an academic setting.
• Knowledge of NASA533M and 533Q reporting.
• Knowledge of Oracle software.

Required Documents

• Resume