Senior Grants Administrator

  • Salk Institute for Biological Studies
  • La Jolla, CA, USA
  • Jul 29, 2021
Full time Grants, Sponsored Programs, Research

Job Description


Application Instructions:

Employment History Include your last ten (10) years of employment history, or length of your employment history if less, including all positions (even those that are not relevant to this position) and periods of unemployment. Incomplete information could disqualify you from further consideration.

Responsible for the preparation, submission, and management of a portfolio of grant, contract, and fellowship applications and awards and other agreements from external funding sources, primarily focused on private foundations and philanthropy.

Assists faculty and External Relations staff with assessing grant application objectives and planning. Provides guidance and assistance to faculty and staff with proposal preparation, submission, and reporting. Provides support as needed to ensure that the faculty and research units maximize opportunities to secure external grant, contract, and fellowship funding. Prepares, submits and manages external grant, contract and fellowship applications and awards. Supports day-to-day operations, processes, practices and challenges associated with sponsored research administration, from the development and processing of proposals to reporting and closeout. Performs varying levels of pre-award duties related to selected external funding proposals. Independently reviews proposals to ensure the proper commitment of Institute resources and compliance with Institute and sponsoring agency requirements. Independently identifies problems, troubleshoots and resolves variances, formulates solutions and/or makes recommendations in accordance with Institute, departmental, and agency requirements.


(30%) Portfolio Management and Award Stewardship

  • Manages all aspects of a portfolio of grant, contract, sub-award and fellowship applications and awards, including pre-award, submission, and post-award compliance and reporting.
  • Meets with External Relations and Grants Development staff, faculty, and administrators to identify needs and develop specific proposals and solicitation methods. Ensures proposals correspond to prospect's interest. Evaluates, makes recommendations and plans processes for comprehensive and accurate proposal submission.
  • Works with investigators to develop written materials that incorporate key messages for transmittal to targeted audience.
  • Works with faculty and staff on the preparation of administrative portions of progress reports and other administrative requests.
  • Gathers data and develops reports relevant to research programs and special projects as needed.
  • Collaborates with Research Accounting for post-award financial management. Works with various administrative departments (e.g., CSO, Research Accounting, Purchasing, ARD, OTM) and Committees (e.g., IACUC, IRB, ESCRO) to assure proper stewardship of grant funds.
  • Ensures ongoing compliance with Institute, federal, state and sponsor policies related to human subjects and animal research.

(55%) Pre-award Management of Sponsored Projects and Proposal Preparation

  • Coordinates and prepares research proposals for foundation, philanthropic, and other sponsors. Works with External Relations and Grants Development administrators, faculty and staff in assessing application objectives and planning.
  • Prepares and submits grant, contract, sub-award and fellowship applications and awards. Stewards administrative proposal process including timeline creation, formatting requirements, submission processes, and deadlines. Works with External Relations and Grants Development administrators, faculty and staff on the preparation of administrative portions of applications, including budget materials. Prepares and compiles components for each submission, ensuring that the proposal is formatted, packaged, and submitted in accordance with agency requirements. Advises and/or assists as appropriate in the design, formatting and preparation of grant documentation.
  • Works with External Relations and Grants Development to create timelines for proposal preparation and review, including internal documents, final budget and budget justification to ensure accuracy and conformance with agency and Institute requirements. Reviews final proposal for accuracy, completeness and format compliance with sponsor guidelines. Ensures advance processing of documents through appropriate departments to meet deadlines.
  • Provides independent secondary compliance review of applications prior to submission.
  • Develops and disseminates written materials including proposal information, research reports, articles, and web content.
  • Assists with the preparation of proposal revisions by reviewing feedback provided by funding source, preparing revised proposal or written response in collaboration with the research staff, and submitting the revised proposal/response to funding source; if necessary, identify alternative funding sources.
  • Stays abreast of potential sources of funding, deadlines, and application guidelines to ensure institutional compliance. Researches funding organizations using databases, web sources and other media, and personal contacts, to identify prospective funding opportunities.
  • Participates with External Relations and Grants Development staff members to set timelines, define priorities, and set goals. Provides regular assessment of work, measures strengths and weaknesses, and suggest steps for consideration.

 (15%) Leadership and Communication

  • Assists with the development, implementation, and maintenance of departmental policies and standard operating procedures to execute best practices. Assists with developing and implementing Institute-wide policies and procedures to maintain compliance with funding agency regulations. Establishes and maintains a positive and cooperative working relationship with faculty, staff and management.
  • Works with department staff to effectively solve problems and proactively identify areas of improvement, process reengineering and system implementation. Automates manual processes to take advantage of available technology and resources whenever possible.
  • Projects a strong service support role in meeting internal and external customer needs. Effectively communicates orally, in writing and electronically.
  • Maintains an acceptable attendance record, is punctual and meets established deadlines.
  • Works on special projects as assigned.



  •  Minimum five years non-profit grants management experience in proposal development, grant financial management or grant-related process improvement, or equivalent combination of post bachelor's education and experience.
  • Knowledge and experience with grant and contract policies, program reviewer guidelines, and extramural funding requirements. Proven ability to analyze and interpret which policies and procedures apply to a given situation; proven ability to perform internal review of procedures to ensure compliance with the Office of Management and Budget's (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards2 CFR 200 (commonly called "Uniform Guidance").
  • In-depth knowledge and current demonstrated experience in grant and contract proposal formats, preparation, submission and administration, as well as federal, state and private granting agency regulations.
  • Experience in projecting salary, benefit and indirect costs with knowledge of payroll and personnel regulations including impact of salaries, merit increases, range adjustments and benefit costs.
  • Experience in planning, researching, prospect searching, analyzing, implementing, and evaluating programs, and preparing grant and contract proposals, with the ability to develop reports and oral presentations.
  • Excellent writing and analytical skills along with editing experience for various styles and lengths and for various audiences on an unusually broad range of subjects under tight deadlines (highly proficient in proofreading, editing, content style, flow and tone of written materials, proper grammar, spelling, punctuation, sentence construction, and formatting).
  • Excellent organizational skills; demonstrated ability to work on projects with competing deadlines and to establish goals and workload priorities to meet established and variable deadlines; flexibility in dealing with a variety of people and competing demands. Demonstrate skill in classifying, categorizing, and updating information on a systematic basis. Ability to set up and accurately maintain files for rapid and accurate access to information.
  • Ability to enter, edit, retrieve information, recognize errors, and initiate corrections while using standard software applications, such as Word, Excel, Adobe, PowerPoint, FileMaker Pro, and e-mail programs.
  • Experience with proposalCENTRAL and/or other on-line proposal submission systems commonly used by foundations and other philanthropic sponsors, such as FLUXX and grantrequest. Knowledge of national and international trends in research.


  • Experience with sub-awards and contracts
  • Experience with Cayuse SP and 424
  • Experience with, NSF FastLane, CDMRP eReceipt Systems
  • Experience with Salesforce
  • Minimum five years non-profit grants management experience in proposal development, grant financial management or grant-related process improvement, or equivalent combination of post bachelor's education and experience
  • Special consideration given to candidates with background in biological research



  •  Bachelor's degree in business or related field or equivalent years of experience.


  •  Certified Research Administrator certification



  •  Superior interpersonal and communication skills to effectively work in a collaborative spirit with a diverse population encompassing multi-disciplinary research. Demonstrated ability to maintain a professional attitude during interaction with a wide variety of personalities in demanding situations and maintain cooperative working relationships with staff and faculty. Work effectively as part of a team, collaborating with colleagues. Service-oriented in attitude and actions.
  • Exercise discretion and independent judgment to solve problems. Proven ability to locate and investigate new sources of information to evaluate and implement solutions to problems.
  • Strong concentration skills and demonstrated ability to focus on priorities and maintain follow-through.
  • Ability to maintain strict confidentiality and to appropriately handle highly sensitive situations and issues.


  •  Must be willing to work in an animal-related research environment.
  • Satisfactory completion of the Institute's background investigation.
  • Must be willing to sign confidentiality agreement.
  • Work schedule may vary based on workload and grant submission deadlines; standard schedule is Monday - Friday, 8:30 a.m. - 5:00 p. m.
  • Must be willing to periodically work additional hours, including evenings and weekends as needed.


This position will be constantly adjusting focus, hearing, keying, seeing, sitting, talking, analyzing, communicating, reading, reasoning, writing and working inside. 


Application Details

Apply Here:


 Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities


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