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Job Summary The Division of Geological and Planetary Sciences is seeking a Grants Manager Assistant who will support the Grants and Building Manager in the Geochem/Geobio/Geo Department. The successful candidate will assist the manager with administrative, financial, and research administration duties for faculty, postdoctoral scholars, students, and research staff.
Job Duties - Assist with submission of proposals: review sponsor guidelines; draft budget and budget justification; complete non-scientific forms; upload documents to online submission systems; make and distribute copies of proposals; create pending proposal files; keep track of declined and awarded proposals. - Assist with financial monitoring of research awards: account set-up requests; create and maintain award files; prepare monthly Funds Management and Personnel reports; update projections; conduct periodic transaction reviews, with emphasis on allowability of expenditures and prevention of overspending. - Assist with administrative oversight of research awards: track timely submission of technical reports; review and clear commitments (purchase orders); monitor fabrication and cost sharing accounts; assist with award close-outs. - Purchase supplies and equipment; conduct vendor searches and obtain quotes; process sub-award and consulting requisitions, monitor receipt of deliveries, assist with invoice approval process, handle petty cash requests; process reimbursements and payment requests; reconcile monthly P-card reports. - Make domestic and international travel arrangements; process cash advances and payment requests, deposit reimbursement checks, process and submit travel reports (with receipt detail) in a timely manner. - Process web internal charges; handle invoicing and deposits (checks and wire transfers) for recharge centers and labs. - Support faculty with administrative and clerical duties: maintain travel calendar, schedule meetings and appointments, organize workshops and conferences, copy and collect class material; update faculty websites; route on- and off-campus mail. - Assist with the intake process for guests, volunteers, visitors, and visiting student researchers. - Assist with building maintenance including submission of facilities work order requisitions. - Provide backup support to department colleagues. - 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 sensitive and confidential information; prioritize tasks and projects; follow-up and track work to completion. - Handle both routine and semi-routine duties independently; know when to seek manager's guidance on complex or unusual issues. - Take initiative to provide timely updates to manager on outstanding work; able to proactively search for new information or established guidelines relevant to tasks and projects that may provide direction or solutions. - Maintain good communication with faculty, postdocs, students, and research staff: provide timely assistance and follow-up on pending matters. - Other duties as requested or assigned.
Basic Qualifications - At least three years of administrative experience and intermediate business math and accounting skills. - Proficient with Microsoft Office software applications and Adobe Acrobat, and computers and general office equipment (e.g. printer, fax, scanner, label maker). - Excellent verbal and written communication skills. - Excellent organizational and time management skills to track and meet deadlines. - Able to apply a high degree of accuracy and attention to detail to all assignments; follow direct verbal and written instructions. - Exercise good judgement, take ownership of work. - Able to work independently and as a team member. - Able to work in a professional manner with a variety of people in a fast paced environment with shifting priorities.
Preferred Qualifications - Associate's degree in business or accounting. - 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.