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 Geological and Planetary Sciences is seeking a motivated individual for the position of Senior Grants Manager Assistant who will support the Grants and Building Manager for the Global Environmental Sciences department. Under minimal supervision the successful candidate will provide research administration, financial, and general operations support to faculty, staff, postdoctoral scholars and students.
Job Duties - Prepare and review proposals ensuring proper format and content according to agency guidelines - Prepare budgets and non-scientific documents, proofread, enter and upload required information and documents, submit for approval routing and handle document distribution in the absence of the manager - Prepare and maintain financial accounts and management of Sponsored and non-Sponsored Awards. This includes monitoring/tracking monthly projections; maintaining accurate balances and ensuring appropriate charges; preparing labor distributions and cost transfers; monitoring and clearing outstanding purchase orders and invoices on accounts; monitoring fabrication and cost sharing accounts - Track pending proposals and timely submission of technical reports; maintain award summary files; responsible for award close-outs - Assist faculty with administrative and clerical duties such as editing and proofreading correspondence and reports, responsible for processing intake paperwork for postdocs, visitors, guests, visiting student researchers - Purchase supplies and equipment via PCard and TechMart; process subawards and consulting agreements; monitor receipt of deliveries; handle reimbursements and payment requests; and reconcile monthly PCard reports - Coordinates complex travel arrangements, ensuring compliance with funding agencies prior to submission of travel reports - Coordinates special events such as workshops, symposiums and special seminars which includes but is not limited to organizing event logistics, lodging, travel, catering, facilities, assembly permits, and monitoring event budgets - Responsible for petty cash disbursement and reconciliation - Assist with building maintenance including submission of facilities work orders, maintain maintenance log, assist with building access, and track gas cylinders - Applies comprehensive knowledge of Institute policies, division practices, and sponsor terms and conditions to all assignments - Use of sound judgement and initiative to resolve routine and complex problems, and provide recommendations - Process and maintain confidential information; prioritize tasks and projects; meet firm deadlines - Interacts routinely with division staff, various campus departments, and external companies/organizations - Acts as a resource to department personnel in a variety of areas (e.g.: travel questions, proposal guidelines, allowability of costs, etc.)
Basic Qualifications - Bachelor's degree or equivalent with 5-7 years of relevant experience - Good math and accounting skills - Excellent verbal and written communication skills and good command of English grammar - Excellent organizational and time-management skills; detail oriented - Broad knowledge of office equipment and general office software programs - Advanced knowledge and experience with purchasing, budget development, projections and accounting spreadsheets - Able to work independently with minimum supervision and is a team leader - Excellent attendance
Preferred Qualifications - Extensive experience of GPS Division's standard operating procedures, and Caltech policies and procedures. - Proficient with Caltech systems and applications.
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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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.