Grant Manager Assistant

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The Grant Manager Assistant will provide administrative and financial support forsponsored research awards and related activities. This role is critical to supporting thetransition to a new monthly financial reporting framework and providing grant managementand administrative assistance to the Sponsored Research Manager. The assistant will work under the direction of the Sponsored Research Manager andcollaborate closely with the Grant Management team.

• Financial Workbook Development and Implementation.
• Assist with the completion and implementation of the new financial reportingworkbook.
• Create and maintain a standardized financial workbook for each PI within PMA.
• Set up all awards under each PI within the workbook structure.
• Downloading all costs and commitments to be incorporated into the financialworkbook.
• Downloading and completing the effort report for any individuals paid by federalfunds.
• Creating award summary tabs for each award under a PI which will bring in the datafrom the reports that have been run in Oracle and incorporated into the financialreport.
• Ensure accuracy and consistency of financial data across all reports.
• Support the rollout of the new monthly financial reporting process.
• Assist in testing, troubleshooting, and validating report functionality.
• Assist with training documentation and training of grant management team on the new reporting tool and template.
• Provide Support to the Sponsored Research Manager.
• Assist with cleaning up and updating existing files to align with the new namingconventions on the GM SharePoint site.
• Upload and maintain records of all pending proposals in the proposal tracking sheet.
• Support the processing of pending subaward modifications.
• Assist with the setup and creation of new PTA (Project-Task-Award) accounts forincoming awards.
• Help monitor and manage the PMA GM shared mailbox, including organizing andresponding to routine inquiries.
• Assist with collecting, organizing, and assembling documentation for inclusion inthe PMA GM onboarding guide.
• Provide administrative and operational support for requests from Principal Investigators (PIs), as needed.
• Provide support in clearing suspense and allocating effort to the correct projects.

• Bachelor's degree and at least 3 years of equivalent administrative experience.
• Strong verbal and written communication skills.
• Ability to multitask and work well under pressure with meticulous attention to detail and a positive attitude.
• Excellent customer service skills with the ability to interface with people at all levels inside and outside the Division.
• Ability to demonstrate initiative in independently solving problems and a commitment to continual improvement.
• Excellent organizational and time-management skills.
• Ability to apply comprehensive knowledge of applicable Institute policies and practices to assessments.
• Able to interpret, communicate, and adhere to detailed and stringent federal and nonfederal sponsor guidelines.
• Proficient computer skills, including Word, Excel, and Outlook.

• Master's degree and at least 5 years or equivalent of administrative experience.
• Knowledgeable in accounting as it pertains to budgets and cost detail spreadsheets.
• Extensive experience with the PMA Division's standard operating procedures and Caltech policies and procedures.
• Proficient with Caltech systems and applications.

• Resume.