Grants Administrator- Remote

San Francisco, CA
May 11, 2022
Biotech Bay
Required Education
Bachelors Degree
Position Type
Full time


The Gladstone Institutes seeks a Grants and Contracts Administrator or Senior Grants and Contracts Administrator to join its Grants and Contracts Department. Reporting to the Grants and Contracts Manager, this position provides direct support to a portfolio of Gladstone principal investigators in all aspects of pre- and post-award management. This is a full-time position that can be on-site in San Francisco or remote (U.S. West Coast business hours are required).

The incumbent is a trusted partner to their assigned principal investigators throughout the Grants and Contracts lifecycle 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, providing expert interpretation of sponsor regulations and requirements and ensuring all proposal components are in compliance;
  • 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 payroll and effort adjustments and journal entries as appropriate;
  • Process award closeout, including final financial reports;
  • Perform ongoing subrecipient monitoring and review all incoming and outgoing subaward 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.

Research Administration at Gladstone is a fast-paced, relentlessly evolving, boundary-pushing enterprise. Our team members:

  • Lead and truly own the sponsored research lifecycle for their assigned investigators, managing a high volume of work and competing deadlines with urgency, efficiency, compassion, and good judgement;
  • Take pride in their impeccable attention to detail;
  • Cultivate close and effective working relationships through excellent customer service, and by anticipating the needs of other individuals and teams at Gladstone;
  • Are unafraid to chart a daily course through the unusual, the unforeseen and the uncertain;
  • Are naturally resourceful, analytical, hungry to learn new tools and techniques, and driven to find and deliver solutions;
  • Are curious and passionate about the scientific progress they actively support.

Other Qualifications:

  • Bachelor's degree preferred.
  • Strong preference will be given to candidates with 1-3 years of Workday Financials experience; Workday Payroll/HR experience additionally preferred.
  • 1-3 years of NIH grants management experience. Experience with other sponsors who support biomedical research (DOD/USAMRAA, NSF, CIRM) a plus.
  • Comfort working remotely and using tools to facilitate remote work, e.g., Zoom, Slack.
  • Demonstrated pre-and post-award financial management experience, including proposal development and post-award management.
  • 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/
  • Excellent written and verbal communication skills and excellent attention to detail are essential to this position.

Additional Information:
  • Title and salary will be commensurate with education and experience.
  • Gladstone is an equal opportunity employer.