POSITION TITLE: Grants Administrator II

ABOUT US

Calibr-Skaggs Institute for Innovative Medicines, a division of Scripps Research, is a first-of-its-kind, nonprofit translational research institute dedicated to creating the next generation of medicines. Calibr-Skaggs was founded on the principle that the creation of new medicines can be accelerated by pairing world-class biomedical research with state-of-the-art drug discovery and development capabilities. Scripps Research is ranked one of the most influential institutions in the world for its impact on innovation. Our educational and training programs mold talented and committed students and postdocs into leading edge scientists. Leveraging the unique scientific environment of Scripps Research, impacting translational sciences, Calibr-Skaggs has created a portfolio of drug candidates, and is shaping a new paradigm for advancing nonprofit biomedical research to impact patients while re-investing in further innovative research. We expand basic knowledge in the biosciences and use these fundamental advancements to develop profound innovations that improve wellbeing. Calibr-Skaggs' drug development portfolio spans a broad range of human diseases, including cancer, autoimmunity and inflammatory diseases, metabolic and cardiovascular diseases, infectious and neglected diseases, as well as age-related and degenerative diseases. If you have a passion for making a difference, this could be your opportunity to join our transformative team.

RESPONSIBILITIES AND DUTIES

• Triages aspects of pre-award application and document submission, which may include interacting with management, grants management, research staff, faculty, and other key stakeholders to assess practicality of proposal, refine/develop proposal project budgets, proposal documents, subcontracts, etc.
• Reviews grant application documentation for accuracy, reporting requirements, allowable costs, conformance with institute guidelines and any special conditions prior to internal review;
• Reviews applications to ensure that animal protocol, human subjects and subcontract requirements are met when applicable, requesting documents and/or revisions as appropriate;
• Records grant data and documents in electronic grants management system for internal review and updates internal grant tracking worksheets.
• Develops and maintains knowledge of funding agency and institute requirements and regulations and of funding agency electronic proposal submission processes;
• Sustains current knowledge of changes in federal, foundation and sponsor regulations that impact the pre-award aspect of scientific grant submission;
• Reviews and approves award documents for accuracy and completeness.
• Reviews, approves, and processes source expenditure documents including purchase orders, payment requests, invoices, payroll and personnel forms, budget forms, and cash receipts.
• Monitors expenditures to ensure compliance with agency and departmental guidelines, availability of funds, and appropriateness of expenditure.
• Ensures documentation contains valid and current account number and proper authorization.
• Maintains audit support documentation.
• Creates financial spreadsheets to track changes and trends in payroll distribution, salary rates, and rollover account numbers.
• Reviews and reconciles 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.
• Prepares financial report of expenditures for each budget cycle, including budget vs. actual and encumbrances
• Creates financial reports to reconcile total expenditures with amount awarded utilizing data from financial accounting system and grant award documents.
• Researches spend transactions and makes appropriate journal and budget adjustments to balance accounts.
• Prepares periodic and final reporting as mandated by agency guidelines.
• Communicates NIH and other agency guideline revisions to lab staff.
• Analyzes current and historic funding trends, forecasts expense and revenues, estimates payroll costs and other expenditures, and identify budget deficiencies.
• Provides 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.
• Performs other duties as assigned.
• Details of established essential functions for this position will be addressed/discussed during the interview process.

DECISION MAKING

Exercise judgment within broadly defined practices and policies in selecting methods, techniques, and evaluation criteria for obtaining results and resolving problems/discrepancies. Must be able to work independently using critical thinking and analysis. Normally receives no instruction on routine work, detailed to general instructions on new assignments. Erroneous actions would be detected by supervisory review. Notable expense risk.

COMMUNICATION

Functions as primary contact with all levels of program management, laboratory or department staff to provide guidance, respond to inquiries, and apply policies. Interacts in person, via phone and email with administrative personnel and/or faculty, research staff, subcontractors, collaborators, and funding agencies to respond to questions and provide direction concerning grant proposals and awards.

SCOPE AND COMPLEXITY

Works on complex problems where analysis of situations or data requires an in-depth evaluation of known and unknown factors. Use professional concepts in accordance with department objectives to solve complex problems in creative and effective ways.

SUPERVISION OF OTHERS

Individual contributor. Does not supervise but may provide assignments and guidance to lower-level personnel.

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

The above statements describe the level of work performed and expected in general terms. The statements are not intended to list all the responsibilities, duties and/or skills required of employees so classified, and the content herein is subject to change due to the business needs of Scripps Research, with or without notice. Furthermore, nothing in this job description shall be interpreted to be in conflict with or to eliminate or modify in any way the employment-at-will status of Scripps Research staff.

EEO Statement:
The Scripps Research Institute is an Equal Opportunity Employer. We promote diversity of thought, culture and background in the fields of science. 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 or status. Underrepresented individuals are encouraged to apply.