Job Summary: 

• Comply with the Company’s contract, commercial and procurement policies and procedures and act within limits of delegated authority.
• Assist with the preparation and review of quotations and tenders for the procurement of goods and services.
• Participate and assist with the undertaking of tender evaluations, and in-depth analyses to ensure that the correct recommendation is made whilst complying with the Company’s policies and procedures.
• Assist with the preparation of requests for approval whilst complying with the Company’s policies and procedures.
• Assist with the preparation of notice of awards and conformed contracts.
• Manage the Team’s database and contractual administration activities.
• Daily affairs of the department and the time arrangement of major matters in the work schedule, such as documents, meetings, trips, etc.
• Pay attention to the project, make weekly reports, monthly business review reports, etc.
• Responsible for process management, assisting in planning management, resource management and deployment, and other related work.
• Maintain TOV agreement template library and related updates under the Team Lead's direction.
• Participates in system administration and implementation of new technical solutions to improve workflow and efficiency of the Contracts Team.

Skills on Resume: 

• Contract Compliance Management (Hard Skills)
• Quotation and Tender Preparation (Hard Skills)
• Tender Evaluation and Analysis (Hard Skills)
• Request for Approval Preparation (Hard Skills)
• Contractual Administration (Hard Skills)
• Project Reporting and Documentation (Hard Skills)
• Process and Resource Management (Hard Skills)
• Workflow Improvement and System Implementation (Hard Skills)

Job Summary: 

• Reviews grant proposals for submission to research funding agencies (sponsors) that use simplified proposal and award policies and procedures. 
• Review proposals for accuracy and adherence to Institute and agency policies and requirements.
• Accepts and processes awards, including reviewing sponsor terms, setting up award accounts, and preparing and distributing award summaries.
• Interprets and communicates sponsor and Caltech research administration policies and procedures to the campus.
• Interacts with funding agencies to resolve simple pre-award issues related to budget and award terms.
• Assists with post-award administrative issues, including monitoring for substantive changes in a project’s scope of work and/or budget, obtaining required prior approvals from sponsors, and requesting no-cost extensions.
• Assists as a backup for the Contract and Grant Assistant with JPL using the JPL/Caltech internal system (IAMS) of registering new users to IAMS, assigning the new tasks to the correct GM on campus, and performing the pre-review quality control check.
• Contacts campus investigators and campus units to obtain and submit close-out reports required under the terms and conditions of awards administered by OSR.
• Leads and coordinates the review of award/proposal files for close-out and storage. 
• Maintains storage database which includes reviewing the files for purging and sending to off-campus storage annually and reporting status to the supervisor.
• Provides general assistance by responding to telephone and email inquiries, monitoring OSR email boxes for receipt of awards and notices, and data entry of proposals, awards, modifications, and amendment information.

Skills on Resume: 

Grant Proposal Review (Hard Skills)

Policy and Requirement Adherence (Hard Skills)

Award Processing and Account Setup (Hard Skills)

Policy Interpretation and Communication (Soft Skills)

Pre-Award Issue Resolution (Soft Skills)

Post-Award Administration (Hard Skills)

System Administration (Hard Skills)

Close-Out Coordination and Storage Management (Hard Skills)

Job Summary: 

• Takes initiative and ownership of all inbound agreement requests. 
• Manage intake process, including review of intake form for sufficiency, creation of new records for each new matter, assignment of each new matter to a Contracts Team Member, maintenance and update of records, closing out records upon execution or termination, and ensuring accuracy of all records in the database. 
• Follow-up with faculty and study teams.
• Work closely with the Sr. Database Analyst harmonizing input data and correcting historic data variability, focusing on agreement records.
• Develop database report algorithms from team-supplied requirements. 
• Run periodic and ad hoc reports for team members.
• Provide acknowledgment of submission and periodic updates to internal customers regarding the progress of agreements. 
• Primary contact for faculty requiring assistance with record requests.
• Manage record closeout process, including related communications with Finance where applicable. 
• Communicate execution to required internal stakeholders and counterparties.
• Acts as subject matter expert for contract administration-related issues.
• Provide editorial/ proofing review of agreements at the finalization stage to ensure the accuracy of data captured.

Skills on Resume: 

• Inbound Agreement Management (Hard Skills)
• Intake Process Management (Hard Skills)
• Faculty and Study Team Coordination (Soft Skills)
• Data Harmonization and Correction (Hard Skills)
• Database Report Development (Hard Skills)
• Reporting and Communication (Soft Skills)
• Contract Administration Expertise (Hard Skills)
• Editorial and Proofing Review (Hard Skills)