Pre-Award Contract & Grant Administrator (ADM1404.14)
PAIRE, Inc. - Palo Alto, CA

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The mission of the Palo Alto Institute for Research and Education, Inc. (PAIRE) is to facilitate research and education activities conducted at the VA Palo Alto Health Care System (VAPAHCS). The range of research activities is broad and includes special emphasis on biomedical, health services, rehabilitation engineering, mental health and geriatric research endeavors. We also support various educational instruction or other learning experiences of benefit to employees and veterans.

PAIRE, a nonprofit foundation affiliated with the Veterans Affairs Palo Alto Health Care System (VAPAHCS), is seeking a Pre-Award Contract & Grant Administrator who will be responsible for the pre-award management of contracts, grants, and other PAIRE accounts for an assigned set of Principal Investigators (PIs) under the supervision of the Director of Sponsored Research. Functions of this position shall be performed in fulfillment of PAIRE’s standards of excellence, utilizing continuous improvements in processes, policies, and procedures to nurture an environment which fosters optimal productivity and service to our customers.

This is a regular, full time (40 hrs/wk), exempt position.

As a condition of employment, all PAIRE employees are required to have an approved (WOC) appointment with the Veterans Affairs Palo Alto Health Care System (VAPAHCS) before they can commence work.

  • Responsible for all aspects of proposal submissions including but not limited to:
    • Ensure timely, compliant, and accurate submissions;
    • Interpret sponsor requirements and incorporate with understanding of VA and PAIRE policies;
    • Provide strategic advice for grantsmanship and budget development;
    • Develop budgets;
    • Provide general assistance to PIs throughout proposal process;
    • Ensure PI has initiated appropriate human/animal subject protocols for IRB/IACUC approval;
    • Respond timely to sponsor pre-award requests such as those for “Just in Time” information.
  • Responsible for maintenance of PAIRE internal pre-award processes including:
    • Complete grant checklist for each application;
    • RDIS maintenance: initiate Minis, update system with unfunded proposal information, update Minis for funded proposals to full-draft mode, monitor project approval status to ensure on-time approval;
    • Set up and maintain pre-award folders (paper and electronic).
    • Collect and disseminate funding opportunities information to PIs;
    • Provide input on improvements to PAIRE services, systems, policies and procedures;
    • Create and maintain Standard Operating Procedures for position.
  • EDUCATION: Bachelor’s degree (or equivalent experience) in business, accounting, or a related field required;
  • EXPERIENCE: 2+ years related experience required;
  • Demonstrated commitment to excellence in customer service and performance;
  • Demonstrated knowledge of sponsored project related compliance including knowledge of federal regulations such as OMB Circulars A-110, A-122, and A-133 is required;
  • Federal and non-federal grants administration knowledge and an understanding of fund accounting practices for both restricted and unrestricted funds;
  • Experience administering awards for a large number of diverse external funding sources;
  • Demonstrated ability to interpret and effectively communicate policies and guidelines;
  • Ability to analyze complex and/or ambiguous situation, identify workable solutions and their potential outcomes, and make appropriate determinations based on regulations and policies;
  • Ability to effectively balance customer service with regulatory compliance;
  • Strong verbal and written communication skills; excellent interpersonal and organizational skills;
  • Ability to manage multiple and shifting priorities and ability to self-prioritize in a deadline-driven environment;
  • Must be proactive and flexible and must have good judgment and decision-making skills;
  • Demonstrated competence in the use of 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 independently interpret and apply applicable policies (sponsor, VA, PAIRE, etc.);
  • Ability to communicate and work effectively and collegially in a team environment, which includes but is not limited to, Principal Investigators, administrators, sponsors, and co-workers;
  • Demonstrated commitment to excellence in customer service and performance.
All PAIRE positions require the completion of a background check.

Environmental Conditions / Physical Demands:
  • No exposure to blood borne pathogens;
  • No exposure to radiation;
  • No exposure to toxic or caustic chemicals or reagents;
  • No exposure to a lab environment.
PAIRE is pleased to be an Equal Opportunity Employer.

If you are interested in applying for employment with PAIRE and need special assistance or an accommodation to apply for a posted position, contact our Human Resources department.