Grants Administrator

Grants Administrator I – Allen Institute

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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.

We are an equal‑opportunity employer and strongly encourage people from all backgrounds to apply.

• 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
• Owns vendor management screening via Visual Compliance
• 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 active awards
• Set up post‑award files to ensure a complete record is transitioned from the pre‑award process
• Calendar all reporting requirements and send reminders to internal and external stakeholders
• Prepare non‑technical components of grant and contract progress reports
• Ensure that…