Job Description

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

Oversee the application and fiscal management of federal and private research grants for Chemistry and Chemical Engineering faculty and their respective research groups. Perform full range of grant management duties, including developing and interpreting financial projections and ensuring spending is in compliance with budget and regulations. Perform complex administrative functions (financial/non-financial) of pre-award and/or post-award activities for grants, contracts, etc. Additional fiscal management duties may include gift and endowed accounts, general operating funds, and plant funds.

Essential Job Duties

• Assist faculty in applying for new and continued support of grants.
• Review and/or prepare certain non-scientific portions of proposals.
• Develop budget information for proposals; recommend corrections to proposals and budgets and identify administrative issues requiring further review.
• Interpret and communicate Institute and awarding agency policies and procedures, as well as agency regulations to principal investigators.
• Track, communicate, and coordinate grant application deadlines, agency reports, and other award-related requests with principal investigators.
• Develop and generate periodic reports on the status of research and discretionary accounts, including summaries, detailed expenditures, and available balances.
• Advise faculty of potential problems (e.g., over- or under-spending funds) and provide recommendations for corrective action.
• Prepare financial projections for principal investigators with emphasis on preventing overspending.
• Monitor award account balances, expiration dates, and major changes in budget, and keep principal investigators informed.
• Advise faculty on funding possibilities, federal or private.
• Process requests from principal investigators for various administrative actions, including pre-award costs and no-cost extensions.
• Prepare and process new accounts, including preparing account set-up requests, and check that awards are correctly entered into Oracle and related Division and Institute database systems.
• Verify, authorize, and/or enter transactions related to grant maintenance.
• Notify principal investigator and Division Administrator or Division Chair of any spending not in conformance with Division, Institute, or granting agency policies and of related anticipated consequences.
• Interact with Project Accounting on matters of award administration during the funding period and on award closures at the termination of the funding period.
• Perform closeout of awards in conjunction with Project Accounting.
• Coordinate effort reporting for each research group, on a semi-annual basis or as requested.
• Perform other duties as assigned.

Basic Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 3+ years of work-related experience in grant management.
• Basic knowledge of accounting principles.
• Strong analytical skills.
• Ability to communicate effectively, both orally and in writing.
• Exercise good judgment, diplomacy, and patience.
• Use a computer proficiently for word processing, databases, spreadsheets, and online research.

Preferred Qualifications

• Academic environment experience preferred.
• Experience working with government agencies (e.g., NIH, DOE, NSF, DARPA/DOD).
• Knowledge of federal funding administration (2 CFR 200 Uniform Guidance).
• Knowledge of electronic proposal submission via agency websites (e.g., PAMS, NSF Fastlane, Research.gov, Grants.gov, DARPA TFIMS).
• Huron and Oracle experience.
• Research Administrator Certificate from the Research Administrators Certification Council.

Required Documents

• Resume
• Cover Letter

Hiring Range

$93,000 - $112,300 Per Year

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.


As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at employment@caltech.edu.

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at employment@caltech.edu.

Job Tags

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