Job Summary: The Division of Geological and Planetary Sciences seeks a motivated individual to join the Division.
The Grants Manager Assistant will support a Grant Manager with administrative, financial, and research administration duties in support of the faculty, students, post-doctoral scholars, and staff.
Job Duties: Assist with the submission of proposals, including review of sponsor guidelines and requirements, budget development, completion of non-scientific forms, uploading to online submission systems, routing for approval, and distributing copies. Assist with the fiscal and administrative management of sponsored research awards including routine monitoring of expenditures and balances with emphasis on allowability and prevention of overspending, processing sub-contract invoices, timely submission of annual and final technical reports, processing expenditure type changes, tracking status of pending proposals, and clearing commitments for award closeout. Assist with day-to-day operations, such as drafting, editing and proofreading correspondence, nontechnical sections of manuscripts, grants, reports, etc. Update funds management and research staff reports for tracking and monitoring balances of sponsored awards. Review reports with Grant Manager on a monthly basis. Coordinate travel arrangements, process expense reports, advances, payment requests and reimbursements. Assist with logistics associated with domestic or international travel; ensure compliance with funding agency travel requirements and export regulations. Deposit reimbursement checks and ensure proper crediting to accounts. Process campus internal charges for research, division, and lab facilities. Order and create purchase requisitions for materials and supplies, equipment, etc. May conduct vendor searches and obtain bids, and coordinate delivery of orders. Manage purchasing cards with responsibility for record-keeping and timely reconciliation for faculty, students, and staff. Complete petty cash forms and process reimbursements. Periodically assist in planning/scheduling group meetings, lunches, and workshops. Process and maintain confidential information; prioritize tasks and/or projects, track deadlines and deliverables. Maintain faculty calendars, schedule meetings, and appointments. Assist faculty with submitting abstracts and papers for conferences. Assist in preparing or copying classroom materials; may update faculty and class websites. Interaction involves routine and/or complex communication with division/department staff, campus community, faculty, students, and postdoctoral scholars. Take responsibility and ownership for work performance and may suggest improvements with supervisor. Apply advanced knowledge of Institute, Division, and sponsor policies and practices to assignments. Frequently interact with a functional peer group, work team, and supervisor. Capable of solving both routine and semi-routine problems; refer more complex issues to higher levels as directed by supervisor. Handle other duties as assigned or requested.
Basic Qualifications: Associate degree in business or accounting or equivalent with at least three years of office experience. Excellent communication skills and good command of English grammar. Excellent organizational skills, ability to multi-task, and strong attention to detail. Proficient in Word, Excel, Powerpoint, Access, and Email. Ability to follow verbal and written instructions. Must be able to work well under deadline pressure while at the same time maintaining a positive attitude. Able to work independently and as a team member. Make good judgement and maintain confidentiality. Excellent attendance.
Bachelors degree in business or accounting. Previous Caltech experience or experience working in an academic setting. Three years of relevant experience. Knowledge of Oracle software.
To be considered for this position please visit our web site and apply on line at the following link: jobs.caltech.edu
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.
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