Grant Administrator/Senior Grant Administrator Opening

San Francisco, CA, United States
Sep 17, 2020
Biotech Bay
Required Education
Bachelors Degree
Position Type
Full time



The Gladstone Institutes is seeking a Grants and Contracts Administrator or a Senior Grants and Contracts Administrator to join its Grants and Contracts Department. Reporting to the Director of Grants and Contracts, the Grants and Contracts Administrator provides direct support to a portfolio of Gladstone principal investigators in all aspects of pre- and post-award management.

The Grants and Contracts Administrator is a trusted partner to his/her assigned principal investigators throughout the Grants and Contracts life-cycle, and works cross-functionally with individual laboratories and administrative teams to provide excellent service and generate high-quality deliverables. The successful candidate will:


  • Work with investigators and research staff to develop grant budgets and proposals, ensuring all proposal components conform to sponsor regulations and requirements;
  • Submit research proposals to sponsors after obtaining all necessary institutional approvals;
  • Negotiate acceptable award terms;
  • Assess and mitigate compliance and audit risks;
  • Ensure timely set-up of awards in Gladstone's financial systems;
  • Maintain grant/contract records in compliance with institute and sponsor policies;
  • Work with investigators to identify potential funding sources;
  • Process non-competing continuations, progress reports, supplements, subawards, research agreements, prior approval requests, no-cost extensions and all other award and agreement modifications as needed;
  • Monitor project expenditures for compliance with applicable policy;
  • Monitor spending against awards to ensure that projects are on-budget;
  • Monitor overall laboratory expense, forecast investigator financial position given spending and staffing patterns, and work with investigators to identify remedial options, alternatives, and strategies, as appropriate;
  • Maintain overall compliance with institute policies and procedures, sponsor requirements, terms and conditions, and federal regulations;
  • Serve as a source of information on fiscal policies and procedures including federal funding regulations, and become an expert in specific policy areas according to the unique composition of each investigator's portfolio;
  • Prepare effort and salary adjustments, cost transfers, and journal entries as appropriate;
  • Process fund and grant closeout, including final financial reports;
  • Perform ongoing subrecipient monitoring and review all incoming and outgoing subcontract invoicing for compliance with applicable award terms, policy, and regulation;
  • Participate in Gladstone's annual Single Audit (formerly known as the "A-133 Audit");
  • Perform other duties as assigned.





  • Bachelor's degree preferred
  • 1-3 years of NIH grants management experience preferred
  • Excellent attention to detail, outstanding customer service and impeccable communication skills are required for this position.
  • The ability to manage a high volume of work and competing deadlines in a fast-paced, deadline-driven work environment.
  • Demonstrated pre-and post-award financial management experience, including proposal development and post-award management.
  • Effective analytical and creative problem solving skills.
  • Experience using electronic pre- and post-award systems such as Workspace, NIH ASSIST, and NSF Fastlane/
  • Comfort with business systems that hold financial and administrative information, such Workday.
  • Proficiency with Microsoft Word and Excel, with particular regard to Excel formulas.


Title and salary will be commensurate with education and experience.

Additional Information:



  • Title and salary will be commensurate with education and experience.
  • Be a part of big ideas and consider Gladstone. Your difference will make a difference in human health.
  • Gladstone is an equal opportunity employer.