Post-Award Contract & Grant Analyst II/III

PAVIR • Stanford, CA

3d • Remote

About The Position

Palo Alto Veterans Institute for Research (PAVIR) is hiring a Post-Award Contract & Grant Analyst at Level II or III, depending on the selected candidate’s experience managing grants. The role manages 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, and cross-organization initiatives, in accordance with sponsoring agency, VA, and PAVIR policies and regulations.

The Analyst provides post-award services to an assigned portfolio of PIs and maintains internal post-award processes, including accurate qualitative and financial data input and maintenance. The position suits someone who values continuous improvement and is committed to excellent service and administrative excellence. The role reports to the Director of Sponsored Research.

This is a fully remote, full-time role, with a strong preference for candidates in the Pacific time zone. Candidates local to the San Francisco Bay Area are preferably onsite in Palo Alto once a week. All employees must have an approved appointment with VAPAHCS and complete a background check before commencing work.

Requirements

• 2–5 years of experience in research administration or 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.
• Approved appointment with VAPAHCS and successful completion of a background check before starting work.

Nice To Haves

• CRA (Certified Research Administrator) certification.
• 3–6 years of experience in research administration or 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.
• Living in the Pacific time zone is strongly preferred.

Responsibilities

• Perform timely, compliant post-award administration for a complex and diverse PI portfolio.
• Review monthly PI statements, monitor spending, prepare projections and forecasts, and identify areas needing updates.
• Create budget entries in Solomon as needed.
• Review and approve requisitions, purchase orders, and personnel requests, ensuring funds are available and expenditures are appropriate under sponsor, PAVIR, and VA policies.
• Monitor effort certification for accuracy and timeliness.
• Prepare timely scientific and financial progress reports for sponsors and create or 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.
• Communicate status updates and workflow needs within and across departments.
• Meet with PIs monthly, or more often as needed, to review 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.
• Participate in department and process improvement activities.
• Contribute to and help maintain departmental and position Standard Operating Procedures.
• Work on special projects and perform other duties as assigned.

Benefits

• Comprehensive health insurance.
• Vision insurance.
• Dental insurance.
• 14 paid holidays.
• Paid vacation time.
• Sick pay.
• 401(k) with a fully vested 6% company match.
• 3% profit share.
• Wellness program.
• Commuter benefits.
• Professional development training.
• Life insurance paid by the employer.
• Short-term disability insurance paid by the employer.
• Long-term disability insurance paid by the employer.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level