Post-Award Contract & Grant Analyst II/III

Pavir • Palo Alto, CA

2d • 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 grant-management experience. The role manages post-award activities for a large, diverse portfolio of complex federal, non-federal, and industry-sponsored research projects, including outgoing subawards, Principal Investigators, and cross-organization initiatives. Work must comply with sponsor, VA, and PAVIR policies and regulations. The Analyst provides post-award services to assigned PIs and maintains internal processes and accurate qualitative and financial data.

This is a full-time, fully remote position, with a strong preference for candidates in the Pacific time zone. For candidates local to the San Francisco Bay Area, onsite work in Palo Alto once a week is preferred. The Analyst reports to the Director of Sponsored Research. As a condition of employment, employees must obtain 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 awards.
• 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 while maintaining regulatory compliance.
• Bachelor’s degree or equivalent experience.

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.

Responsibilities

• Administer post-award activities for a complex and diverse portfolio of PI research projects in a timely and compliant manner.
• 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, verifying available funds and appropriate expenditures under sponsor, PAVIR, and VA policies.
• Monitor effort certification for accuracy and timeliness.
• Prepare scientific and financial progress reports for sponsors and create or update Other Support for JIT responses and progress reports.
• Review award files handed off from pre-award, interpret sponsor requirements, and communicate when sponsor prior approvals are needed.
• Implement internal and VA compliance requirements.
• Maintain accounts, including budget and data entries, files, and account closeout.
• Communicate status updates and workflow needs within and across departments.
• Meet with PIs monthly or as needed to review expenses, projections, effort, and reporting requirements.
• Liaise between PIs and sponsors or subrecipients to obtain required approvals.
• Issue, monitor, and amend subagreements and personnel agreements.
• Participate in department and process-improvement activities.
• Contribute to and 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.
• Company-paid life insurance.
• Company-paid short-term disability insurance.
• Company-paid long-term disability insurance.

What This Job Offers

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