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Contract & Grant Post-Award Trainee

Palo Alto Veterans Institute for Research (PAVIR)
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Palo Alto Veterans Institute for Research (PAVIR) supports the nation's second largest research program of the Veterans Health Administration and is looking for a Contract & Grant Post-Award Trainee. The Contracts & Grants Department supports a wide array of activities in a deadline driven, service-oriented, and mission-based environment within PAVIR. Under the supervision of the Director of Sponsored Research, the Post-Award Trainee will provide general administrative support to the Contracts & Grants Department while also assisting in the post-award management of selected sponsored research grants and contracts. The Trainee will solve basic to intermediate problems gathering information from multiple sources to determine the best option from well-defined alternatives. The goal for the Trainee is to learn and understand Post-Award processes to enable them to assist in effectively managing Principal Investigator (PI) portfolios.

Functions of this position shall be performed in fulfillment of PAVIR's standards of excellence, utilizing continuous improvements in process, policies, and procedures to nurture an environment which fosters optimal productivity and service to our customers. Much of the work conducted in the Contracts & Grants Department has significant impact on both internal and external customers, therefore, the Department relies heavily on the Trainee's proficiency with maintaining data integrity, consistent application of processes, and watchfulness for compliance.

BENEFITS

PAVIR offers generous benefits, including comprehensive health insurance, vision, dental, 14 paid holidays, paid vacation time, sick pay, a 401(k) with a fully vested 6% company match and 3% profit share, a wellness program, commuter benefits, and professional development training. Plus, we pay for life, short-term disability, and long-term disability insurance.



 

JOB RESPONSIBILITIES

Data Maintenance: 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.

Data & Records Integrity:

  • 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.

Personnel Agreements Coordination:

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

Reporting:

  • Prepare and submit FFATA report;
  • Run and download reports from databases to support Director of Sponsored Research as needed.

General Contracts and Grants Support:

  • 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.

Post-Award:

Under the close supervision of the Director of Sponsored Research, assist with timely, compliant, post-award administration:

  • 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.

Under the close supervision of the Director of Sponsored Research, assist with communication to internal and external parties:

  • 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.


 

QUALIFICATIONS

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.


 

ABOUT PALO ALTO VETERANS INSTITUTE FOR RESEARCH (PAVIR)

PAVIR facilitates research and education activities conducted at the VA Palo Alto Health Care System. At PAVIR we work with more than 160 uniquely talented medical scientists. We recruit and retain talented employees who believe in making a difference in the lives of others through innovative health research.

READY TO JOIN OUR RESEARCH TEAM?

If you feel that you would be right for this job, please fill out our initial 3-minute, mobile-friendly application. We look forward to meeting you!

PAVIR is a nonprofit foundation affiliated with the Veterans Affairs Palo Alto Health Care System (VAPAHCS). As a condition of employment, all PAVIR employees are required to have an approved appointment with VAPAHCS and complete a background check before they can commence work.

PAVIR is pleased to be an Equal Opportunity Employer. Minorities, Women, Veterans, and Individuals with a Disability are encouraged to apply. We welcome and encourage diversity in the workplace regardless of race, color, religion, age, gender, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law. If you need special assistance or an accommodation to apply for a posted position, please contact jobs@pavir.org - Human Resources department.



For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.

https://pavir.applicantpro.com/jobs/3596929-239986.html