Contract and Grant Assistant

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Contract and Grant Assistant

Date Posted September 9, 2018
Job Type Regular
Hours Per Week 40
PAVIR Job ID ADM1813.18
Salary Range DOE


Contract & Grant Assistant is an exciting growth-oriented position in the Contract & Grant department at Palo Alto Veterans Institute for Research (PAVIR). The Contract & Grant Assistant will provide general administrative support to the Contract and Grant department by performing a variety of administrative duties that require independent decision making. The Assistant will solve basic to complex problems involving a variety of issues related to departmental support, setting up accounts, processing agreements, and closing out accounts. The Assistant will gather information from multiple sources to determine the best option from well-defined alternatives.

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), non-exempt (hourly paid) position.

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.


Set up accounts:

  • Review agreement for terms and conditions and compare against proposal and program announcement to determine account type, enter pertinent billing information, and create basic budget entries during account setup;
  • Inform CGAs of unusual circumstances based on above.  Review and work with CGAs to determine next course of action;
  • Create electronic and hard copy files.  Coordinate with pre-award staff to identify and move appropriate files into official PAVIR directories.  Review data prior to data input for accuracy and verify error free data input.

Process agreements (JPAs, rJPAs, PSAs, subawards, Notices of Award, etc.):

  • Work with CGAs to issue subaward and personnel agreements to external organizations;
  • Receive executed agreements and appropriately update paper and electronic files and internal information systems;
  • Initiate budget entries for award or carryforward as appropriate.

Close out accounts:

  • Review and prepare accounts for closeout;
  • Update electronic and hard copy files correspondingly.

Provide general Contracts and Grants department support:

  • Receive and process personnel account changes, including employee setup in RDIS and effort worksheet updates;
  • Review, reconcile, and organize databases and files ensuring accuracy of pertinent information;
  • Archive and purge files on a regular basis;
  • Utilize and improve existing tracking methods to ensure timely renewal of agreements;
  • Distribute invoices requiring CGA approvals daily;
  • Maintain internal processes, including accurate qualitative and financial data input and data maintenance;
  • Participate in department activities and process improvement activities as appropriate;
  • Contribute and help maintain Standard Operating Procedures for department and position.
  • Maintain internal processes, including accurate qualitative and financial data input and data maintenance, participate in department activities and process improvement activities as appropriate;
  • Contribute and help maintain Standard Operating Procedures for department and position.


EDUCATION: Bachelor’s degree (or equivalent experience) in business, public health, biological sciences, mental health, Research Administration, or in a related field required.

LICENSE / CERTIFICATION: Interest and/or Certified Research Administrator certification desired.


  • Required: Experience in an office setting working effectively with individuals at all levels in a customer service role; previous experience tracking detailed information and following up to completion;
  • Desired: 1 or more years of Federal and non-federal grant administration knowledge.

Knowledge / Skills / Abilities:


  • Meticulous attention to detail;
  • Ability to understand and apply complex rules and guidelines from various sponsors and funding agencies;
  • Ability to effectively provide customer service while ensuring regulatory compliance;
  • Strong interpersonal, verbal, and written communication skills;
  • Excellent organizational skills with an ability to manage multiple and shifting priorities in a deadline-driven environment;
  • Strong initiative, proactive, and flexible especially when dealing with barriers or missing / ambiguous information;
  • Ability to communicate and work effectively and collegially in a team environment;
  • Strong MS Office experience: Word, Excel, Adobe Acrobat, with strong ability to edit / format documents to meet various sponsor guidelines.


  • Interest in research;
  • Federal and non-federal grants administration knowledge.

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:

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 Human Resources department


  • Medical Insurance
  • Vision Insurance
  • Dental Insurance
  • Vacation
  • Sick Pay
  • Holidays
  • 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
  • Commuter Benefits
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The Palo Alto Veterans Institute for Research (PAVIR) is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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Certification of Resume Submission

By selecting the checkbox below, I am certifying all the information I have provided with my application is true and complete to the best of my knowledge. I understand that all PAVIR employees must complete a “Without Compensation” (WOC) appointment through the VA Research Administration office, which includes fingerprinting, a background check, training, and verification of my education background (including licensure if required for the position I am applying for).

I understand that the information and materials I have submitted as part of the resume submission process is subject to verification and I hereby authorize PAVIR to verify the information provided with my resume submission. Further, I certify that I understand that if I am hired, any misrepresentations, falsifications, or omissions may be grounds for termination of my employment with this organization.