Pre-Award Contract & Grant Administrator II

Attention! This job posting is 558 days old and might be already filled.
This job posting was marked by employer as filled and is probably no longer available

Pre-Award Contract & Grant Administrator II

Date Posted October 11, 2016
Job Type Regular
Hours Per Week 40
PAVIR Job ID ADM1703.17
Salary Range DOE


The Palo Alto Veterans Institute for Research (PAVIR) is seeking a Pre-Award Contract & Grant Administrator position to work under the guidance of the assigned Manager to manage proposal preparation on sponsor projects, primarily for National Institutes for Health, DOD, and foundation grants. The Administrator II will provide detailed, high quality pre-award, assistance and will directly work with PIs throughout the proposal process. The Administrator II is expected to work independently, as well as a member of an inter-locking administrative core team.

All duties must be conducted in compliance with PAVIR’s values, utilizing continuous improvements in processes, policies, and procedures to nurture an environment which fosters service to our customers and administrative excellence.

This is a regular, full time (40 hrs/wk), 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 Without Compensation (WOC) appointment with VAPAHCS and complete a background check before they can commence work.


Proposal preparation:

  • Identify and interpret sponsor requirements and incorporate with understanding of VA and PAVIR policies;
  • Hold PI kick-off meetings and establish and manage timeline;
  • Independently develop budgets for proposal submissions;
  • Develop administrative sections of proposal submissions;
  • Develop and provide advice for grantsmanship and budget development;
  • Review draft submissions indicating necessary corrections for Manager review;
  • Collate final submission for final quality control by Manager prior to final submission;
  • Implement internal compliance requirements, including VA compliance;
  • Contact Subawardees to gather sub-proposal information;
  • Complete data input and file maintenance;
  • Communicate status updates and work flow needs intra- and inter-departmentally.

Monitor proposals once submitted through the course of review until final disposition is available:

  • Review, understand and be able to communicate sponsor’s review processes;
  • 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 with Manager to Post-Award.

Maintain internal pre-award 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.

Contribute to process improvement and standards development activities.  Participate in team planning, including post-award colleagues and other core administration team members.

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.


  • EDUCATION: B.A./B.S. degree (or equivalent experience); B.A./B.S. degree (or equivalent experience) in business, accounting, or Research Administration desired;
  • LICENSE / CERTIFICATION: Certified Research Administrator (CRA) certification desired;
  • EXPERIENCE: 1 year related work experience; 6+ months of related experience in a research environment desired;
  • Experience submitting proposals to diverse external funding sources;
  • Ability to work with both detailed and broad guidance, seeking out answers using available resources;
  • Ability to analyze complex and/or ambiguous situations, identify workable solutions and their potential outcomes;
  • Ability to effectively balance customer service with regulatory compliance;
  • Demonstrated ability to work independently, as well as a member of teams;
  • Strong verbal and written communication skills;
  • Excellent interpersonal and organizational skills with commitment to excellence in customer service and performance;
  • Ability to manage multiple priorities and 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 work with 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 experience in sponsored project related compliance including knowledge of federal regulations such as Uniform Guidance and NIH grants policy statement desired;
  • Advanced skills in MS Excel, MS Word, and Adobe Acrobat desired;
  • Experience in lean management or other applied process improvement activities desired.

Environmental Conditions / Physical Demands:

  • Physical: N/A
  • 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 for Minorities, Females, Protected Veterans, and Qualified Individuals with a Disability.


  • Medical Insurance
  • Vision Insurance
  • Dental Insurance
  • Vacation
  • Sick
  • Holidays
  • Life Insurance
  • Long-term Disability
  • Short-term Disability
  • Flexible Spending Account
  • 401(k) Retirement Plan
  • Employee Assistance Program
  • Commuter Benefit
Please complete the information below and upload your documents (i.e. cover letter and resume / curriculum vitae) as ONE document for this specific position.
upload file … Limit reached, delete at least one file above to add more.  

You may only upload a file with the following file type: .doc, .docx, .txt, or .pdf
How did you find us?
Please choose one
U.S. Equal Employment Opportunity / Affirmative Action Information

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.

It would greatly facilitate our compliance with Federal and State Equal Employment Opportunity / Affirmative Action guidelines if you would complete the information below. Completion is voluntary and this information will be kept confidential and separate from your application.

EEO is the Law. Click here to view information on your protections under Federal Law from discrimination.

In addition, PAVIR is a government contractor subject to the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and we request information regarding an applicant’s protected veteran status in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classifications of protected categories are as follows:

  • A “disabled veteran” is one of the following:
    • a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or
    • a person who was discharged or released from active duty because of a service-connected disability.
  • A “recently separated veteran” means any veteran during the three-year period beginning on the date of such veteran’s discharge or release from active duty in the U.S. military, ground, navel, or air service.
  • An “active duty wartime or campaign badge veteran” means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.
  • An “Armed forces service medal veteran” means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.

If you believe you belong to any of the categories of protected veterans listed above, please indicate by making the appropriate selection.

Form CC-305
OMB Control Number 1250-0005
Expires 1/31/2020

Why are you being asked to complete this form?

Because we do business with the government, we must reach out to, hire, and provide equal opportunity to qualified people with disabilities. To help us measure how well we are doing, we are asking you to tell us if you have a disability or if you ever had a disability. Completing this form is voluntary, but we hope that you will choose to fill it out. If you are applying for a job, any answer you give will be kept private and will not be used against you in any way.

If you already work for us, your answer will not be used against you in any way. Because a person may become disabled at any time, we are required to ask all of our employees to update their information every five years. You may voluntarily self-identify as having a disability on this form without fear of any punishment because you did not identify as having a disability earlier.

How do I know if I have a disability?

You are considered to have a disability if you have a physical or mental impairment or medical condition that substantially limits a major life activity, or if you have a history or record of such an impairment or medical condition.

Disabilities include, but are not limited to:

  • Blindness
  • Autism
  • Bipolar disorder
  • Post-traumatic stress disorder (PTSD)
  • Deafness
  • Cerebral palsy
  • Major depression
  • Obsessive compulsive disorder
  • Cancer
  • Multiple sclerosis (MS)
  • Impairments requiring the use of a wheelchair
  • Diabetes
  • Schizophrenia
  • Missing limbs or partially missing limbs
  • Intellectual disability (previously called mental retardation)
  • Epilepsy
  • Muscular dystrophy

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job by contacting Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

1Section 503 of the Rehabilitation Act of 1973, as amended. For more information about this form or the equal employment obligations of Federal contractors, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.

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.