Job Abstract

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

Resnick Sustainability Institute (RSI) was founded in 2009 and has supported research in the areas of energy and sustainability at Caltech for nearly 10 years. In September 2019, a $750M pledge was committed to Caltech to significantly expand RSI and its research objectives. RSI is seeking an experienced Grants Manager to manage RSI funds. The RSI Grants Manager will report to the RSI Executive Director of Operations (EDO).

Essential Job Duties

• Ensure service-oriented and timely pre- and post-award administration of RSI agreements, contracts, subcontracts, and grants.
• Work with EDO on formulation of the RSI annual budgets.
• Prepare financial reports and projections; review financial status to assure that funds are expended appropriately. Advise on any potential problems and provide recommendations for corrective actions.
• Provide support to EDO as backup PAM for the Division; process cost transfers and labor distribution adjustments for RSI. Maintain a record of salaries posted to RSI awards on a fiscal year basis and coordinate biannual review of payroll distribution confirmations.
• Establish and maintain proactive and collegial relationships with various Caltech offices, such as the Office of Sponsored Research, Project Accounting, Fund Accounting, Payroll Services, Procurement, and Facilities, to ensure efficient operation of RSI. Work with Option Managers across the Institute to update GRA appointments/funding sources; create and monitor PTAs in Oracle for GRA/PD salary support and supplemental funding/stipends. Provide monthly reporting on GRA/PD salaries and forecasts.
• Maintain a current working knowledge of any policies and regulations relevant to RSI research and operations; maintain all of the proper documentation to ensure compliance with Caltech’s policies.
• Perform specific duties associated with award setup and day-to-day funds management, such as setting up spending accounts, processing labor distributions, purchasing approvals, and cost transfers.
• Responsible for managing allocation of funds to RSI awardees and among RSI resource centers.
• Perform financial analysis for the RSI recharge centers and any financial documentation needed for the approval, annual reviews, and audits. 
• Perform evaluation of capital expenditures and depreciation costs for the capital equipment in the Resnick Center. 
• Support RSI facilities Directors and Faculty in exploration of investment opportunities, e.g., federal instrumentation-sponsored awards.
• Retains role as sole point of contact for EDO with regard to RSI’s finances, approves some financial-related requests in their absence, and carries out special projects as needed. 
• Coordinate with the Office of Sponsored Research and Advancement and Alumni Relations on any matters relating to award reporting and closeouts.
• Provide guidance in grants administration and training, if necessary, to administrative staff who assist with the account reconciliation process and correct posting of expenditures to RSI award.
• Work with RSI-affiliated faculty to draft budgets for grant applications.
• Perform other related job duties as assigned.

Basic Qualifications

• Bachelor’s degree with 4 or more years of relevant work experience is required.
• Experience preparing and managing budgets.
• Ability to use computer proficiently for word processing, databases, spreadsheets, and online research.
• Attention to detail and good time management skills are required.
• Effective, tactful, and professional oral and written communication.
• Good judgment, diplomacy, and patience.
• Ability to work well independently as well as a member of a team.

Preferred Qualifications

• Prior experience with management of gift agreements.
• Experience with analyzing, evaluating, and recommending solutions to RSI faculty and senior leadership on grant-related matters.
• Experience with preparing grant proposals.
• Oracle and/or Caltech experience is preferred.

Required Documents

• Resume