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

The Division of Geological and Planetary Sciences is seeking a Junior Grants Manager who will provide support to the Operations and Fiscal Manager in the Seismological Laboratory. The successful candidate will assist with administrative, financial, and research administration duties for one faculty, postdoctoral scholars, students, and research staff as directed.

Essential Job Duties

• Oversee proposal preparation, budget development, nonscientific forms and submission while making sure that all requirements are complete and in compliance with sponsor and Institute approval guidelines.
• Oversee financial and administrative monitoring of grants, including account set up, financial projections, preparation of monthly funds management and personnel reports. Oversee allowability of expenditures and conduct monthly transactional review to prevent overspending. Continuously adjust spending, including labor distribution adjustments, based on the weekly needs of the faculty. Prepare budget realignments, cost transfers, and update financial reports as required by the sponsors. Assist with award close-outs and coordinate timely submission of required technical and financial reports.
• Handle a high volume of purchasing (supplies and equipment) via PCard and TechMart. Monitor receipt of deliveries, process invoice payments, reimbursements, and payment requests. Closely monitor and handle invoicing issues from third party vendors, conduct vendor searches and obtain bids, help to streamline complex purchasing with research staff. Assist research staff when issues arise with P-Card or travel. Reconcile monthly P-Card reports.
• Coordinate complex domestic and international travel arrangements and manage all logistics; ensure compliance with all sponsor travel terms and conditions and Institute policies. Process expense reports and travel reimbursements.
• Coordinate special events such as meals, seminars, and workshops. Contribute as a valuable member of planning committees to determine event logistics, travel, catering, facilities, and monitoring event budgets.
• Apply comprehensive knowledge of policies, practices, and procedures; take initiative to determine best practices and suggest improvements as needed to streamline processes.
• Other duties as assigned.

Basic Qualifications

• Bachelor’s degree in business or accounting or equivalent with at least five years of administrative experience and excellent math and accounting skills.
• Excellent verbal and written communication skills.
• Excellent organizational skills and able to manage multiple tasks and assignments.
• Detailed oriented and able to manage work and time effectively and efficiently.
• Knowledgeable in accounting as it pertains to budgets, projections, and spreadsheets.
• Able to work independently with minimal supervision and be a team player.
• Able to exercise good judgement and maintain confidentiality.
• Technically savvy with computers and advanced experience in Microsoft Word, Excel, Adobe Acrobat, and Outlook.

Preferred Qualifications

• Bachelor’s degree in accounting plus 3 years of administrative experience.
• Previous experience with Caltech systems and software.
• Experience working in academic setting. 

Required Documents

• Resume
• Cover Letter