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Job Summary The Division of Geological and Planetary Sciences is seeking a Grants Manager Assistant who will support the Geochem/Geobio/Geo Grants and Building Manager. The successful candidate will assist the manager with administrative, financial, and research administration duties for faculty, postdoctoral scholars, students, and staff.
Job Duties - Assist with financial monitoring of research awards including: account set-up requests, preparation of monthly funds management and personnel reports, and periodic transaction reviews and projections, with emphasis on allowability of expenditures and prevention of overspending - Assist with administrative oversight of research awards including: tracking timely submission of technical reports; clearance of purchase orders and invoices; monitoring of fabrication and cost sharing accounts; maintaining research award summary and pending proposal files; tracking status of pending proposals; assisting with award close-outs - Purchase supplies and equipment, process sub-award and consulting requisitions, monitor receipt of deliveries, process reimbursements and payment requests, and reconcile monthly PCard reports - Handle domestic and international travel arrangements, process expense reports, advances, and payment requests; deposit reimbursement checks, submit travel reports in a timely manner - Process web internal charges, handle invoicing and revenue deposit of service centers/labs - Support faculty with administrative and clerical duties such maintaining calendars, scheduling meetings and appointments, organizing workshops and conferences, preparing or copying class material; may update faculty and class websites - Assist with building maintenance including submission of facilities work order requisitions - Apply knowledge of Institute policies, Division practices, sponsor terms and conditions, and government rules and regulations, to all assigned duties as applicable - Process and maintain confidential information, prioritize tasks and projects, track and meet deadlines - Handle routine matters and know when to refer complex issues to manager - Other duties as assigned
Basic Qualifications - Associate's degree in business or accounting or equivalent with at least three years of administrative experience, and intermediate business math and accounting skills - Proficient with Microsoft Office software applications and Adobe Acrobat - Excellent verbal and written communication skills - Excellent organizational and time-management skills - Able to apply a high degree of accuracy and attention to detail to all assignments; follow direct verbal and written instructions; exercise good judgement and maintain confidentiality; work independently and as a team member - Excellent attendance
Preferred Qualifications - Knowledgeable in accounting as it pertains to budgets, projections, and spreadsheets - Experience with Caltech systems and software 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.