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Senior Grants Coordinator

2 months ago

San Diego, California, United States Calibr Full time
POSITION TITLE: Grants Administrator II

ABOUT US

Calibr-Skaggs Institute for Innovative Medicines, a pioneering nonprofit translational research institute, is committed to advancing the next generation of pharmaceuticals. Our foundation is built on the belief that innovative medicine development can be expedited by integrating exceptional biomedical research with cutting-edge drug discovery and development capabilities. Recognized globally for our influence on innovation, Scripps Research shapes the future of science through our educational and training initiatives, nurturing talented individuals into leading scientists. At Calibr-Skaggs, we leverage the unique scientific environment of Scripps Research to create a diverse portfolio of drug candidates, redefining nonprofit biomedical research to positively impact patients while reinvesting in further innovative research. Our drug development initiatives address a wide array of human diseases, including cancer, autoimmune disorders, inflammatory conditions, metabolic and cardiovascular diseases, infectious diseases, and age-related ailments. If you are passionate about making a meaningful impact, consider joining our transformative team.

RESPONSIBILITIES AND DUTIES
  • Facilitates the pre-award application process and document submission, collaborating with management, grants management, research personnel, faculty, and other stakeholders to evaluate proposal feasibility, refine project budgets, and develop proposal documents and subcontracts.
  • Examines grant application materials for precision, compliance with reporting requirements, allowable costs, and adherence to institutional guidelines prior to internal review.
  • Ensures that animal protocol, human subjects, and subcontract requirements are satisfied, requesting necessary documents and revisions as needed.
  • Records grant data and documentation in the electronic grants management system for internal review and updates internal grant tracking worksheets.
  • Maintains up-to-date knowledge of funding agency and institutional requirements and regulations, as well as electronic proposal submission processes.
  • Stays informed about changes in federal, foundation, and sponsor regulations affecting the pre-award phase of scientific grant submissions.
  • Reviews and approves award documents for accuracy and completeness.
  • Processes source expenditure documents, including purchase orders, payment requests, invoices, payroll, and budget forms.
  • Monitors expenditures to ensure compliance with agency and departmental guidelines, fund availability, and appropriateness of expenses.
  • Ensures documentation contains valid account numbers and proper authorization.
  • Maintains documentation for audit support.
  • Creates financial spreadsheets to track payroll distribution, salary rates, and account number rollovers.
  • Reviews and reconciles monthly ledgers, verifies salary and benefit expenditures, and adjusts for equipment purchases, establishing account numbers and budgets for new grants.
  • Prepares financial reports of expenditures for each budget cycle, including budget versus actual and encumbrances.
  • Creates financial reports to reconcile total expenditures with awarded amounts using data from financial accounting systems and grant award documents.
  • Researches spending transactions and makes necessary journal and budget adjustments to balance accounts.
  • Prepares periodic and final reports as mandated by agency guidelines.
  • Communicates revisions to NIH and other agency guidelines to laboratory staff.
  • Analyzes current and historical funding trends, forecasts expenses and revenues, estimates payroll costs, and identifies budget deficiencies.
  • Provides guidance to scientists regarding funding matters.
  • May prepare specialized reports and forecasts as requested by program managers to support budget planning cycles.
  • Performs additional duties as assigned.
  • Details of established essential functions for this position will be discussed during the interview process.
DECISION MAKING

Exhibits judgment within broadly defined practices and policies in selecting methods, techniques, and evaluation criteria for achieving results and resolving discrepancies. Must work independently, utilizing critical thinking and analysis. Typically receives no instruction on routine tasks, with general guidance on new assignments. Erroneous actions would be identified through supervisory review.

COMMUNICATION

Acts as the primary contact with all levels of program management and departmental staff to provide guidance, respond to inquiries, and apply policies. Engages in person, via phone, and email with administrative personnel, faculty, research staff, subcontractors, collaborators, and funding agencies to address questions and provide direction regarding grant proposals and awards.

SCOPE AND COMPLEXITY

Engages in complex problem-solving where analysis of situations or data necessitates a thorough evaluation of known and unknown factors. Applies professional concepts in alignment with departmental objectives to creatively and effectively address complex challenges.

SUPERVISION OF OTHERS

Individual contributor role. Does not supervise but may provide assignments and guidance to junior personnel.

REQUIREMENTS
  • Bachelor's degree or equivalent combination of education, training, and experience.
  • A minimum of 3 years of experience in a grants and contracts administration office managing a portfolio of grants.
  • Strong analytical, verbal, and written communication skills.
  • Professional demeanor and intermediate spreadsheet proficiency are essential.
  • Familiarity with financial information systems, grant applications, and a solid understanding of generally accepted accounting principles and NIH accounting guidelines.
  • Attention to detail in reviewing grants and contracts documentation.
  • Effective administrative analysis and time management skills to organize and prioritize workload, anticipate issues, and take prompt action.
  • Proficient computer skills, including word processing, PowerPoint, web searching, reporting, and database manipulation, with advanced Excel capabilities.
  • Experience with forecasting software, reporting tools, and ERP systems is advantageous.
  • Demonstrated ability to independently manage multiple projects while providing high-quality customer service.
  • Ability to work autonomously under tight deadlines and excel in a collaborative environment.
PHYSICAL REQUIREMENTS

May include: Remaining stationary for extended periods, traversing campus/facility as necessary, operating machinery such as computers and phones; exposure to varying temperatures.

COMPENSATION

The anticipated salary 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 - Eligible employees receive an employer-contributed retirement plan (no employee contribution required) and the option to contribute to a 403(b) plan.
  • A full suite of health and welfare plans, including three medical plan options, dental, vision, life insurance, disability, and more.
  • Access to Flexible Spending Accounts (Medical/Dependent Care).
  • Competitive vacation and sick leave policies.
  • Free, on-site parking.
The above statements outline the expected work level and responsibilities in general terms. They are not intended to enumerate all responsibilities, duties, or skills required of employees in this classification and are subject to change based on the business needs of Scripps Research.

EEO Statement:
The Scripps Research Institute is an Equal Opportunity Employer. We promote diversity of thought, culture, and background in the scientific community. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic. Underrepresented individuals are encouraged to apply.