This job has expired

You will need to login before you can apply for a job.

Grants and Contracts Administrator or Senior Grants and Contracts Administrator

Gladstone Institutes
San Francisco, CA
Start date
Nov 1, 2023

Job Details

Lab/Area:Sponsored Programs and Research Compliance


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 Associate Director of Grants and Contracts, 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 Grants Administrator 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;

  • 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 judgment;

  • 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.

Hiring Range:

Grants Administrator- $78K-$105K

Sr. Grants Administrator- $85K-$115K

Gladstone Perks & Benefits

  • People–work with talented, committed, and supportive teammates within an organization that values each member of its community.

  • A meaningful place to grow and learn–whether it’s your professional skills or scientific knowledge, we have the resources and environment to advance either so you can better support Gladstone’s mission to drive a new era of discovery in disease-oriented science and to mentor tomorrow’s leaders in an inspiring and diverse environment.

  • Healthy work/life balance–you are highly engaged and productive at work because you can have time to recharge and enjoy a vibrant life outside of work.

  • Compensation–competitive salary. Title and salary will be commensurate with education and experience.

  • Excellent benefits–generous medical, dental, vision, retirement plan, paid vacation, commuter benefits, access to free shuttle transportation.

​Gladstone is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, medical condition, physical or mental disability, veteran status, sexual orientation, or any other non-job related characteristic. We make all employment decisions so as to further this principle of equal employment.


Gladstone is an independent, nonprofit life science research organization located in the epicenter of biomedical and technological innovation in the San Francisco Bay Area. Gladstone has created a research model that disrupts how science is done, funds big ideas, and attracts the brightest minds. Gladstone Institutes leads the way for innovative research in the biomedical field. We always seek dedicated and talented individuals to join our team.

Scientists know that using a diversity of approaches is often the most efficient strategy for solving a problem. New and different perspectives engender the very innovation that Gladstone prizes. This is one of the many reasons why we value diversity at Gladstone—be that a diversity of race, culture, religion, mental or physical ability, heritage, age, gender, sexual orientation or other characteristics. Our employees hail from more than 30 countries around the globe and we seek to hire the best and brightest for our diverse team of scientists and administrators. Career opportunities are available in both our administrative offices and our research areas.

Our Benefits
Gladstone offers eligible employees—and their dependents—a comprehensive range of benefits, including health insurance, retirement savings, and professional development.


  • Health and Retirement
    • A choice of medical plans, flexible spending account, and retirement account options that include employer contributions help you take care of your health and your future.
  • Time Away from Work
    • More than just vacation days, our paid and unpaid leave policies offer flexibility to help you confront different stages of life including maternity and paternity leave, as well as other types of family leave.
  • Professional Development
    • Gladstone encourages employees to seek the skills they need to remain at the forefront of their profession. By supporting professional development workshops and continuing education, Gladstone provides employees with the resources they need to evolve in their role and in their career.
  • Gladstone Cares
    • A specially selected suite of benefits to support you in and out of the workplace. Includes resources for dealing with the many stages of life to specific coverage for family planning, and back-up child or elder care coverage.
Company info
1650 Owens Street
San Francisco
United States

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert