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Company

Palo Alto Veterans Institute for Research · 7 hours ago

Contract & Grant Post-Award Trainee

United States

Full-time, Contract

Remote

New Grad

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Responsibilities

Maintain key data elements in PAVIR databases (RDIS, SL) including accurate qualitative and financial data input and review for consistency.

Update PI Assignment changes as needed;

Work with CGAs to create records for submitted proposals in PAVIR database (RDIS) and update Grant Workload spreadsheet accordingly;

Receive executed agreements and appropriately update electronic files and PAVIR databases;

Initiate budget entries in accounting system (SL) as appropriate for new and amended awards;

Open and close accounts in PAVIR databases.

Inform CGAs of unusual circumstances encountered; work with CGAs to determine next course of action;

Work with CGAs to modify end dates of accounts and update PAVIR databases as appropriate;

Create electronic files for all work;

Coordinate with CGAs to identify and move appropriate electronic proposal files into PAVIR awarded files;

Review data prior to data input for accuracy and verify error-free data input into information systems.

Prepare, issue and amend personnel agreements (PSA, rJPA, JPA, IPA).

Prepare and submit FFATA report;

Run and download reports from databases to support Director of Sponsored Research as needed.

Provide documentation for audit response;

Participate in department activities and process improvement activities as appropriate;

Contribute to creating and maintaining Standard Operating Procedures for department and position;

Process New-Hires and Terminations in information systems;

Other duties as assigned.

Review monthly PI statements;

Create budget entries in Solomon as needed

Monitor spending on an ongoing and regular basis;

Prepare projections and forecasts identifying any areas needing update;

Review and approve requisitions/purchase orders and personnel requests assuring availability of funds and appropriateness of expenditures in accordance with sponsor, PAVIR and VA policies and regulations;

Monitor effort certification for accuracy and timeliness;

Prepare timely submission of scientific and financial progress reports to sponsors for manager review and submission

Set up of files for post award after hand-off from pre-award;

Interpret sponsor requirements and incorporate with understanding of VA and PAVIR policies;

Review, understand and be able to communicate the need for sponsor's prior approval processes;

Implement internal compliance requirements, including VA compliance;

Perform PAVIR processes for data input and file maintenance.

Communicate status updates and work flow needs intra- and inter-departmentally;

Communicate with PIs monthly or more frequently as needed to review PI portfolio including:

Monthly expenses

Projections

Effort

Reporting requirements

Liaise between PI and sponsor or subrecipients to obtain needed approvals;

Issue, monitor, and amend subagreements and personnel agreements;

Assist with other tasks as assigned.

Qualification

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Post-Award Grants AdministrationResearch AdministrationFederal Regulations KnowledgeData MaintenanceFinancial AnalysisMS OfficeCertified Research Administrator

Required

A./B.S. degree or equivalent experience

Related experience in an office setting specific to research administration involving interactions with individuals at all levels and experience providing customer service; experience tracking detailed information and following through to completion

Meticulous attention to detail

Ability to effectively provide customer service while ensuring regulatory compliance

Strong interpersonal, verbal, and written communication skills

Ability to communicate and work effectively and collegially in a team environment

Excellent organizational skills with an ability to manage multiple and shifting priorities in a deadline-driven environment

Ability to take initiative, be proactive and flexible especially when dealing with barriers or missing / ambiguous information

MS Office experience: Word, Excel, Adobe Acrobat, with ability to edit / format documents to meet various sponsor guidelines

Ability to maintain accurate and consistent data in information system

Ability to learn and maintain knowledge of Post-Award Grants Administration

Ability to work with both detailed and broad guidance, seeking out answers using available resources

Strong verbal and written communication skills; Excellent interpersonal and organizational skills

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, under the guidance of Manager

Ability to communicate and work effectively and collegially in a team environment

Demonstrated commitment to excellence in customer service and performance

Preferred

Interest and/or Certified Research Administrator certification desired

Related experience working in a research or other environment with externally funded projects and budgets

Some knowledge of sponsored project related compliance including knowledge of federal regulations such as Uniform Guidance and NIH grants policy statement

Ability to analyze complex and/or ambiguous situations, identify workable solutions and their potential outcomes

Ability to effectively balance customer service with regulatory compliance

Ability to manage multiple priorities and ability to know when to ask for help when prioritizing in a deadline-driven environment

Federal and non-federal grants administration knowledge

Experience submitting proposals to diverse external funding sources

Experience working in a professional research environment

Federal and non-federal grants administration knowledge

Ability to understand and apply complex rules and guidelines from various sponsors and funding agencies

Ability to identify problems, find root source and propose a solution