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Assistant Grants Manager | California Institute of Technology - Military Veterans

at HERC - Southern California

Grants Manager Assistant Caltech Job Category: Fulltime Regular Exempt Overtime Eligible: Exempt Benefits Eligible: Benefit Based 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 Biology and Biological Engineering is seeking a full-time Grants Manager Assistant (GMA) who will provide support to our Grant Managers. The successful candidate will report to the Division Operations Officer or their 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 Cover Letter To be considered for this position please visit our web site and apply on line at the following link: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. Copyright 2022 Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-b7cc93bbfb90fb4a9dcef17272467666

Pasadena, CA

HERC - Southern California

Southern California HERC, established in 2003, is a non-profit organization composed of a diverse group of colleges and universities, and research, medical, and cultural institutions. Our institutions are committed to diversity, equity, and inclusion in the recruitment process and providing a work environment sensitive to work/life balance. We also understand that employment decisions often involve two careers and offer state of the art dual career resources and solutions. SoCal HERC includes members from the Central Coast, Los Angeles, Orange County, Inland Empire, and San Diego.

HERC is a gateway to more jobs in higher education and related fields than any other website. HERC provides job seekers with comprehensive and transparent access to job opportunities, daily job alerts, career advice news and webinars, dual career support, and regional multicultural resources to help with relocating to a new community.

SoCal HERC Member Institutions:

Antioch University, Azusa Pacific, University Cal Tech

CSU Fullerton, CSU Northridge,  CSU San Bernardino 

Cedars-Sinai Medical Center, Chapman University, Citrus College

Concordia University Irvine, Grossmont-Cuyamaca CCD, Kaiser Permanente School of Medicine 

Loyola Marymount University, MiraCosta Community College, Mount St. Mary’s University

North Orange County CCD, Occidental College,  Pacific Oaks College & Childrens School 

Point Loma Nazarene University, San Diego State University, Soka University of America

The Claremont Colleges, The Salk Institute for Biological Sciences, UC Path Center

UC Irvine, UCLA, UC Riverside

UCSD, University of Redlands, University of San Diego

University of Southern California, Vanguard University, Whittier College

While there are certainly wonderful opportunities to teach and conduct research at HERC campuses, of the 42,000 jobs on, over 24,000 (or 57%) are non-teaching positions. You will find jobs in healthcare, administration, software, information technology, finance, technical and trades, social work, student affairs, and much, much more.

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