The Palo Alto Veterans Institute for Research (PAVIR) is seeking a Pre-Award Contract & Grant Administrator (C&G Administrator) who will work under minimal supervision to manage proposal preparation on grants, contracts, program projects, and federal grants, both routine and complex. The C&G Administrator will provide full pre-award services to Principal Investigators (PI’s) throughout the proposal process.
Functions of this position shall be performed in fulfillment of PAVIR’s values, utilizing continuous improvements in processes, policies, and procedures to nurture an environment which fosters service to our customers and administrative excellence.
The hiring manager encourages job applicants to submit a cover letter when they apply for this position.
Why Join Our Team?
PAVIR, located on the premises of the VA Hospital in Palo Alto, is a mid-size nonprofit foundation, closely connected with the VA and Stanford University. We are a nimble organization, offering ongoing training, opportunities for growth, generous benefits, great work-life balance, as well as friendly, close-knit, and supportive environment. At PAVIR we work with more than 160 uniquely talented medical scientists across a broad spectrum of research areas. We recruit talented employees who believe in making a difference in the lives of others through innovative research.
This is a regular, full time (40 hrs/wk), exempt position.
Life Insurance - paid by PAVIR
Long-term Disability Insurance - paid by PAVIR
Short-term Disability Insurance - paid by PAVIR
Flexible Spending Account
401(k) Retirement Plan with generous Company Match and Profit Share
Employee Assistance Program
PAVIR is affiliated with the Veterans Affairs Palo Alto Health Care System (VAPAHCS). As a condition of employment, all PAVIR employees are required to have an approved appointment with VAPAHCS and complete a background check.
Perform timely, compliant, and accurate proposal submissions:
Identify and interpret sponsor requirements and incorporate with understanding of VA and PAVIR policies;
Hold PI kick-off meetings;
Independently develop budgets for proposal submissions; develop routine and complex budgets;
Develop administrative sections of proposal submissions;
Develop and provide advice for grantsmanship and budget development;
Develop, including independent quality control, proposal submissions for Manager final sign off and submission;
Communicate sponsor’s review processes as necessary;
Implement internal compliance requirements, including VA compliance;
Contact and work with Subawardees submission for sub-proposal information;
Complete data input and file maintenance;
Communicate status updates and work flow needs intra- and inter-departmentally;
Create reports and spreadsheets of moderate complexity which may utilize specialized software and systems.
Monitor proposals once submitted through the course of review until final disposition is available. Activities include but are not limited to:
Respond timely to sponsor pre-award requests (i.e. “Just in Time” information);
Ensure PI has initiated appropriate human/animal subject protocols for IRB/IACUC approval;
Ensure proposals adhere to applicable federal, state, and local regulations and policies;
Perform hand-off to Post-Award.
Participate in department activities and process improvement activities, as well as policy development. Contribute to Standard Operating Procedures documentation.
Maintain internal pre-award processes including:
Review pre-award files (paper and electronic);
Complete grant checklists for each application;
Update and maintain RDIS database (e.g. initiate Minis, update unfunded proposal information, update records to full-draft mode as applicable;
Monitor project approval status to ensure on-time approval;
Required: Bachelor’s degree.
Desired: Master’s degree.
LICENSE / CERTIFICATION: Interest and/or Certified Research Administrator certification desired.
Required: 3+ years of work experience in Pre-Award administration involving interactions with individuals at all levels and experience providing excellent customer service.
Desired: 2+ years of Federal award submission in medical research environments, including NIH, and DOD funding.
Knowledge / Skills / Abilities:
Comprehensive knowledge in all areas of pre-award grants administration;
Comprehensive knowledge of sponsored project related compliance including knowledge of federal regulations such as Uniform Guidance and NIH grants policy statement;
Experience developing and working with budgets of moderate to complex scope;
Experience submitting proposals of moderate to complex scope to a large number of diverse external funding sources including the use of NIH ASSIST and Grants.gov;
Federal and non-federal grants administration knowledge;
Demonstrated ability to work independently using available resources;
Demonstrated ability to analyze complex and/or ambiguous situations, identify workable solutions and their potential outcomes;
Demonstrated ability to effectively balance customer service with regulatory compliance;
Strong verbal and written communication skills;
Excellent interpersonal and organizational skills;
Demonstrated ability to manage multiple priorities and ability to know when to ask for help when prioritizing in a deadline-driven environment;
Must be proactive and flexible and must have good judgment and decision-making skills;
Ability to learn spreadsheet and database software in financial analysis, fiscal management, and financial reports;
Strong initiative in resolving problems and developing and implementing solutions in an independent manner;
Ability to communicate and work effectively and collegially in a team environment;
Demonstrated advanced skills in MS Excel, MS Word, and Adobe Acrobat;
Demonstrated commitment to excellence in customer service and performance.
Experience handling grant transfers;
Experience handling program projects;
Experience working within a VA environment.
Environmental Conditions / Physical Demands:
Physical: Sitting in front of a computer for long periods of time, repetitive movement, etc.
Environmental: Office environment.
PAVIR engages in nonprofit medical research and works with sponsors and the Veterans Affairs Palo Alto Health Care System (VAPAHCS) in administering funds for conducting research to find new and improved ways to combat human disease and help people with disabilities. Please refer to our website for additional information: www.pavir.org
PAVIR is pleased to be an Equal Opportunity Employer. Minorities, Women, Veterans, and Individuals with a Disability are encouraged to apply. We welcome and encourage diversity in the workplace regardless of race, color, religion, age, gender, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law. If you need special assistance or an accommodation to apply for a posted position, please contact firstname.lastname@example.org - Human Resources department.
How to Apply:
Please apply online for job code ‘ADM1901.19’ via our Jobs page and include your cover letter and your resume/curriculum vitae as ONE document.
Telecommuting is allowed.
Internal Number: ADM1901.19
About Palo Alto Veterans Institute for Research (PAVIR)
The Palo Alto Veterans Institute for Research (PAVIR) engages in nonprofit medical research and works with sponsors and the Veterans Affairs Palo Alto Health Care System (VAPAHCS) in administering funds for conducting research to find new and improved ways to combat human disease and help people with disabilities. Please refer to our website for additional information: www.pavir.org