Grants Administrator

The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.

As part of the Finance Team, the Grants Administrator I reports to the Associate Director, Office of Sponsored Research (OSR). This position supports all functional and technical aspects of grant management for pre- and post-award grant activities.

At the Allen Institute, we believe that science is for everyone—and should be open to everyone. We are dedicated to combating biases and reducing barriers to STEM careers more broadly. We also believe that science is better when it includes different perspectives and voices. We strive to make the Allen Institute a place where everyone feels like they belong and are empowered to do their best work in a supportive environment.

We are an equal-opportunity employer and strongly encourage people from all backgrounds to apply for our open positions

• Prepares and submits standard, less complex grant and contract proposals
• Drafts standard subaward agreements and amendments
• Works with Grants Administrators and investigators to manage the lifecycle of research administration, including: submission of grant and contract proposals, subaward management, effort tracking, and reporting oversight
• Develop and maintain systems for recording and tracking grant proposals and post-award metrics
• Establish and maintain data integrity across grant management tracking and fiscal systems
• Ensure records are auditable and are transitioned properly throughout the pre- and post-award process
• Assist with the development of training materials and workshops to educate internal teams on successful award development and administration
• Screens sub awardees and Institute vendors; escalates any findings to the Associate Director, OSR
• Responsible for internal grant website, including developing reference guides and ensuring policies and procedures are updated to align with changes in federal agency and Institute policies or guidelines
• Engage in continuous improvement initiatives at the personal, team, and Institute levels
• Routinely interact with individuals at all levels within the organization, including:
  Investigators, program managers and Institute leadership
• Remain active in professional development societies (such as SRA & NCURA) to ensure skillset is maintained and learned knowledge is shared with internal stakeholders

• Grant application kick-off meetings: prepare PowerPoint slides, timelines for proposal development, task lists to assist teams with managing deliverables
• Run grant kick-off meetings and maintain communication with internal and external stakeholders to ensure deadlines are met
• Liaise with external institutions to collect subaward or contract materials, and serve as the primary contact for questions from external parties for proposal development
• Complete and track all application forms and internal checklists and route for appropriate review and signatures
• Prepare ancillary proposal materials (e.g., facilities, biographical sketches, budget templates, other support), in coordination with Grants Administrators
• Upload all application components for each grant submission to sponsor systems ensuring that the proposal is formatted in accordance with granting agency requirements;
  Independently problem-solve system errors and elevate to managers as needed

• Owns initial and annual sub awardee screening process prior to issuing new awards and renewals
• Process subrecipient monitoring forms, interacting with subrecipient institutions to collect data, and preparing summaries of findings for management
• Own subrecipient reporting in SAM.gov
• Monitor Key Personnel effort commitments and work with investigators and Research Funding staff to ensure commitments align with sponsor regulations
• Maintain updated Other Support documents for all Key Personnel at the Institute with…