Contract & Grant Assistant

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Contract & Grant Assistant

Date Posted July 18, 2018
Job Type Regular
Hours Per Week 40
PAVIR Job ID ADM1804.18
Salary Range DOE

Description

The Palo Alto Veterans Institute for Research (PAVIR) is seeking a Contract & Grant Assistant who will provide general administrative support to the Contract and Grant department. The Assistant will perform a variety of administrative duties that require independent decision making to 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.

Functions of this position shall be performed in compliance with all applicable laws and regulations and in fulfillment of PAVIR’s standards of excellence, utilizing continuous improvements in processes, policies, and procedures to optimize productivity and service to our customers.

This is a regular, full-time (40 hours a week), non – exempt position.

PAVIR is a nonprofit foundation 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 before they can commence work.

Please include your cover letter and your resume/curriculum vitae as ONE document.

Duties:

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.

Requirements:

Education:

  • Required:BA./B.S. degree (or equivalent experience) in business, public health, biological sciences, mental health, Research Administration, or in a related field;

License / Certification:

  • Interest and/or Certified Research Administrator certification desired;

Work Experience:

  • 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+ 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

Desired:

  • 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: www.pavir.org

PAVIR is pleased to be an Equal Opportunity Employer for minorities, women, protected Veterans, and qualified individuals with a disability. If you need special assistance or an accommodation to apply for a posted position, please contact our Human Resources department.

Please include your cover letter and your resume/curriculum vitae as ONE document.

Benefits

  • 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 Company Match and Profit Share
  • Employee Assistance Program
  • Commuter Benefit
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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).

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