Grant Manager Assistant

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.

The Grant Manager Assistant provides entry-level administrative and financial support to the PMA Grant Management team. Working under the direction of the Sponsored Research Manager, the position will assist with the implementation of a new monthly financial reporting workbook and provide routine administrative support for sponsored research activities. This temporary position is designed for an individual who can learn established processes and procedures while gaining experience in research administration and financial reporting.

Financial Reporting Support

• Assist with the setup and maintenance of standardized financial workbooks for PMA faculty.
• Download and organize financial data, including costs, commitments, and effort reports, using established procedures.
• Enter and organize award information within established workbook templates.
• Review reports and spreadsheets for completeness and identify discrepancies for review by Grant Management staff.
• Assist with testing and updating the new monthly financial reporting workbook.
• Maintain organized electronic files and supporting documentation.

Grant Management Administrative Support

• Organize and update files on the Grant Management SharePoint site using established naming conventions.
• Maintain proposal and award tracking spreadsheets.
• Gather and organize documentation needed for proposals, awards, subawards, and other grant management activities.
• Assist with monitoring and organizing the PMA Grant Management shared mailbox and route inquiries to the appropriate staff member.
• Assist with developing and maintaining the PMA Grant Management onboarding guide and other process documentation.
• Perform routine data entry, file maintenance, and administrative tasks in support of the Sponsored Research Manager and Grant Management team.
• Provide other related administrative support as assigned.

• Bachelor's degree or equivalent combination of education and experience.
• Proficiency with Microsoft Excel, including formulas, sorting, filtering, and formatting.
• Ability to learn new financial and administrative systems and follow established procedures.
• Strong organizational skills and attention to detail.
• Ability to review information for accuracy and identify discrepancies.
• Effective written and verbal communication skills.
• Ability to manage multiple assignments and meet deadlines.
• Ability to handle sensitive information with discretion.
• Ability to work collaboratively and ask questions when guidance is needed.

• Bachelor's degree in business administration, accounting, finance, economics, or a related field.
• Experience using Excel for organizing or analyzing data.
• Familiarity with SharePoint or other electronic file-management systems.
• Previous administrative, financial, accounting, or university experience.

• Resume.