Grants Administrator II

1 week ago

San Diego, California, United States Calibr Full time
About Calibr-Skaggs Institute for Innovative Medicines

Calibr-Skaggs Institute for Innovative Medicines is a first-of-its-kind, nonprofit translational research institute dedicated to creating the next generation of medicines. Our mission is to accelerate the creation of new medicines by pairing world-class biomedical research with state-of-the-art drug discovery and development capabilities.

Job Summary

We are seeking a highly skilled Grants Administrator II to join our team. The successful candidate will be responsible for managing a portfolio of grants, ensuring compliance with agency and departmental guidelines, and providing exceptional customer service to our researchers and faculty.

Key Responsibilities
  • Triage pre-award application and document submission, interacting with management, grants management, research staff, faculty, and other key stakeholders to assess practicality of proposal and refine/develop proposal project budgets, proposal documents, subcontracts, etc.
  • Review grant application documentation for accuracy, reporting requirements, allowable costs, conformance with institute guidelines and any special conditions prior to internal review.
  • Review applications to ensure that animal protocol, human subjects and subcontract requirements are met when applicable, requesting documents and/or revisions as appropriate.
  • Record grant data and documents in electronic grants management system for internal review and updates internal grant tracking worksheets.
  • Develop and maintain knowledge of funding agency and institute requirements and regulations and of funding agency electronic proposal submission processes.
  • Sustain current knowledge of changes in federal, foundation and sponsor regulations that impact the pre-award aspect of scientific grant submission.
  • Review and approve award documents for accuracy and completeness.
  • Review, approve, and process source expenditure documents including purchase orders, payment requests, invoices, payroll and personnel forms, budget forms, and cash receipts.
  • Monitor expenditures to ensure compliance with agency and departmental guidelines, availability of funds, and appropriateness of expenditure.
  • Ensure documentation contains valid and current account number and proper authorization.
  • Maintain audit support documentation.
  • Create financial spreadsheets to track changes and trends in payroll distribution, salary rates, and rollover account numbers.
  • Review and reconcile monthly ledgers, reconcile monthly salaries and benefit expenditures, verify correct indirect cost charges, adjust for equipment purchases, establish account numbers and budgets for new grants and accounts, review grant expiration dates to ensure financial stability, and research and resolve all discrepancies.
  • Prepare financial report of expenditures for each budget cycle, including budget vs. actual and encumbrances.
  • Create financial reports to reconcile total expenditures with amount awarded utilizing data from financial accounting system and grant award documents.
  • Research spend transactions and makes appropriate journal and budget adjustments to balance accounts.
  • Prepare periodic and final reporting as mandated by agency guidelines.
  • Communicate NIH and other agency guideline revisions to lab staff.
  • Analyze current and historic funding trends, forecasts expense and revenues, estimates payroll costs and other expenditures, and identify budget deficiencies.
  • Provide moderately complex advice and counsel to scientists regarding funding.
  • May prepare specialized reports and forecasts as requested by program managers and to support budget planning cycles.
  • Perform other duties as assigned.
Requirements
  • Bachelor's degree or the equivalent combination of education, training and experience.
  • Minimum 3 years of experience in a grant and contract administration office with responsibility for a portfolio of grants.
  • Solid analytical, verbal and written communication skills.
  • Professional demeanor and intermediate spreadsheet skills are critical.
  • Familiarity with financial information systems, grant applications and awards, and thorough understanding of generally accepted accounting principles and NIH accounting guidelines.
  • Skill and accuracy in detailed review of grants and contracts documents.
  • Critical administrative analysis and effective time management skills to effectively organize and prioritize workload, foresee problem areas, and seek immediate action.
  • Strong computer skills to include word processing, PowerPoint presentations, web searching, downloading, reporting, and database manipulation, as well as advanced Excel skills and knowledge.
  • Experience with Forecasting software such as Adaptive, Reporting tools such as PowerBi, and ERP systems such as Workday systems a plus.
  • Demonstrated ability to independently manage several projects simultaneously while serving as a resource for all contacts and providing a high level of customer service.
  • Ability to work independently, within tight timeframes, as well as excel in a collaborative environment.
Physical Requirements

May include: Stationary position for an extended period of time, traverse campus/facility as needed, operate machinery such as computer, phone, copy machine; exposure to cold or hot temperatures.

Compensation

The expected hiring range for this position is $61,984.00 to $78,000.00, commensurate with experience. Consideration will be given to experience that exceeds the listed requirements.

Comprehensive benefits include: Employer Contributed Retirement Plan – Depending on eligibility, employees receive an employer contributed retirement plan (no employee contribution required) and the option to contribute to a 403(b) (which is similar to a 401(k) using your own pre or post-tax dollars), Full Suite of Health and Welfare plans including three medical plan options (including an HSA available option), dental, vision, life insurance, disability, EAP and more, Access to Flexible Spending Accounts (Medical/Dependent Care), Competitive vacation and sick leave policies, Free, on-site parking.

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