Pre-Award Grants Administrator- temporary (remote)

San Francisco, CA
Jul 21, 2021
Biotech Bay
Required Education
Bachelors Degree
Position Type
Full time


The Gladstone Institutes is seeking an experienced Pre-Award Grants Administrator to join its Grants and Contracts Department on a temporary, full-time basis through December 2021. This position is fully remote, working West Coast business hours. This position will provide direct support to Gladstone’s principal investigators in all aspects of pre-award research administration.

From day one, the successful candidate will be a trusted partner to Gladstone scientists throughout the proposal development process, and will work cross-functionally with scientific and administrative teams to provide excellent service and generate high-quality deliverables. They will be comfortable managing competing deadlines and working with diverse constituents in a fast-paced research environment.

The successful candidate will:

  • Own the pre-award process from idea to award, working in close partnership with principal investigators and staff scientists to move proposals through the pipeline.
  • Track application deadlines and manage time accordingly.
  • Ensure proposals conform to sponsor regulations and requirements.
  • Develop budgets and administrative documentation for outgoing proposals.
  • Ensure compliance with internal review and approval processes.
  • Submit research proposals to sponsors.
  • Negotiate acceptable award terms.
  • Review awards for compliance and audit issues.
  • Assist with identifying potential funding sources.
  • Process non-competing continuations, progress reports, supplements, subaward requests, research agreements and all other award and agreement amendments.
  • Coordinate Just-In-Time submissions for probable awards.
  • Complete award setup in the accounting system.
  • Perform data entry in proposal and award tracking system.
  • Generate Pre-Award Reports for the Grants Department.


  • Bachelor's degree and/or equivalent experience.
  • 1-3 years of NIH grants management experience. Experience with other sponsors who support biomedical research (DOD/USAMRAA, NSF, CIRM) a plus.
  • Excellent attention to detail, outstanding customer service and impeccable communication skills are required for this position.
  • Demonstrated pre-award management experience, including proposal development.
  • The ability to manage a high volume of work and competing deadlines in a fast-paced, deadline-driven work environment.
  • Comfort working remotely and using tools to facilitate remote work, e.g., Zoom, Slack.
  • Effective analytical and creative problem solving skills.
  • Comfort with business systems that hold financial and administrative information, such Workday.
  • Proficiency with Microsoft Word and Excel, with particular regard to Excel formulas.
  • Experience using electronic pre- and post-award systems such as Workspace, NIH ASSIST, and NSF Fastlane/

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.