Post-Award Contract & Grant Analyst II/III

Palo Alto Veterans Institute for Research (PAVIR) supports the nation's second largest health research program conducted among the VA Hospitals and is looking for an experienced Post-Award Contract & Grant Analyst.

Join our mission-driven organization - we work with more than 100 uniquely talented medical scientists, most of whom are affiliated with Stanford University. You will be joining a tight-knit team: our employees have long tenures and supportive leadership. You will report to the Director of Sponsored Research, who has been with PAVIR for 15 years and is a great people leader! Learn more here: https://www.pavir.org/about-us/leadership-team/

This is a fully remote role with a strong preference for candidates who live in the Pacific time zone. We are open to hiring at Level II or III, depending on the selected candidate's experience managing grants.

ABOUT THE ROLE:

The Post-Award Contract & Grant Analyst will manage post-award activities for a large volume and diverse set of complex federal, non-federal, and industry-sponsored research projects, including outgoing subawards, Principal Investigators (PIs), and cross-organization initiatives, in accordance with sponsoring agency, VA, and PAVIR policies and regulations.

The Analyst will provide post-award services to an assigned portfolio of PIs and maintain internal post-award processes, including accurate qualitative and financial data input and maintenance. This role is a great fit for someone who values continuous improvement and is passionate about delivering excellent service while upholding administrative excellence.

This is a full-time position. For candidates local to the SF Bay area, working onsite in Palo Alto once a week is preferred.

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.

WHAT YOU WILL DO:

Post-Award Administration

• Perform timely, compliant post-award administration for a complex and diverse PI portfolio;
• Review monthly PI statements, monitor spending, and prepare projections and forecasts, identifying areas needing updates;
• Create budget entries in Solomon as needed;
• Review and approve requisitions, purchase orders, and personnel requests, ensuring availability of funds and appropriateness of expenditures in accordance with sponsor, PAVIR, and VA policies;
• Monitor effort certification for accuracy and timeliness;
• Prepare timely scientific and financial progress reports for sponsors, and create and update Other Support for JIT responses and progress reports;
• Review award files after hand-off from pre-award, interpret sponsor requirements, and communicate the need for sponsor prior approvals;
• Implement internal and VA compliance requirements;
• Perform account maintenance, including budget and data entries, file maintenance, and account closeout.

Communication & Collaboration

• Communicate status updates and workflow needs within and across departments;
• Meet with PIs monthly, or more often as needed, to review monthly expenses, projections, effort, and reporting requirements;
• Liaise between PIs and sponsors or subrecipients to obtain needed approvals;
• Issue, monitor, and amend subagreements and personnel agreements.

Process Improvement

• Participate in department and process improvement activities;
• Contribute to and help maintain Standard Operating Procedures for the department and position;
• Work on special projects and other duties as assigned.

QUALIFICATIONS:

Required:

• 2–5 years of experience in research administration/grants management in an academic, academic medical center, or research office setting, including 2–4 years of directly related departmental or central post-award experience;
• Experience with complex federal awards such as NIH and DoD;
• Working knowledge of sponsored research compliance and regulations, including OMB Circulars (UG), FAR Clauses, and the NIH Grants Policy Statement;
• Knowledge of progress, technical, and financial reports, and of account setup and closeout;
• Ability to create, review, analyze, and interpret financial reports and data, using spreadsheet functions such as formulas, pivot tables, and VLOOKUP;
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment;
• Strong written and verbal communication, organizational, and interpersonal skills;
• Demonstrated commitment to excellent customer service, balanced with regulatory compliance.
• Bachelor's degree or equivalent experience.

Desired:

• CRA (Certified Research Administrator) certification;
• 3–6 years of experience in research administration/grants management;
• Comprehensive knowledge of federal and non-federal post-award research administration;
• Working knowledge of federal reports, including FSRs, RPPRs, and Other Support;
• Ability to analyze complex or ambiguous situations, identify workable solutions, and implement them;
• Ability to synthesize and communicate information effectively to team members and PIs.

READY TO JOIN OUR 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.