Job: Senior Grants Administrator

Department: DPB – Plant Biology

Salary: TBD

Location: Stanford, CA

The Carnegie Institution for Science is a U.S.-based non-profit, private institution headquartered in Washington, D.C. Founded in 1902 as an organization for scientific discovery to serve as a home to exceptional individuals—men and women—with imagination and extraordinary dedication capable of working at the cutting edge of their fields. Today, Carnegie scientists work in five scientific departments on the West and East Coasts. Carnegie investigators are leaders in the fields of plant biology, developmental biology, Earth and planetary sciences, astronomy, and global ecology.

Carnegie Science provides flexible work schedule options along with a small, collegial research atmosphere in a collaborative organization. This is an exciting new opportunity to support a brand new division of environmental and life sciences.


The Senior Grants Administrator will manage the proposal preparation and full grants lifecycle of post award activities from budget execution to closeout of federal and non-federal grants, contracts, internal research projects and all related activities for the campus.  This position will reside at and serve as the primary point of contact for the Life Sciences’ Department of Global Ecology and Department of Plant Biology, reporting to the Assistant Director of Sponsored Programs in Washington, DC while also working closely with and accountable to department leadership, business manager, and research staff. 

Responsible for ensuring that all awards follow appropriate stewardship and regulatory compliance, the SGA must navigate and execute Carnegie Science policies, in addition to an at times complex network of sponsor and governmental regulations, while guiding and supporting department Principal Investigators (PIs) through these policies and procedures to remove barriers, keep stakeholders informed and execute time sensitive actions. This position is expected to execute best in class service to a group of world-renowned researchers and be a strong facilitator and communicator across work streams, while meeting competing priorities and executing continuous process improvement.  

All Carnegie Science locations are currently operating under a COVID phased return plan and operating remotely with limited on-site essential activities. 


  • Lead principal investigators in the preparation of the administrative components of proposals within parameters of institutional, research, and proposal specific guidelines.
  • Oversee and communicate submission process, both paper and electronic, review documents for completeness and compliance. 
  • Coordinate with business office in preparing project budgets and provide budget justifications as required.
  • Responsible for tracking status of awards and deliverables. 
  • Follow changing submission requirements as introduced by funding agencies.
  • Serve as liaison and active partner between PIs, HQ, and research groups; respond to HQ and sponsor inquiries.
  • Review and approve correct charging of expenditures by working with business office and Financial Analyst, and oversee compliance related to fund and revenue.
  • Working with business manager, manage contract closeout process; submit final reports and work with HQ on the financial closeout.  
  • Serve as resource and overall technical resource for compliance and sponsored programs to PIs and other staff.
  • Participate in and contribute to the management of process improvements.  
  • Serve as a mentor and provide cross-training as needed.
  • Ensures costs are allowable, appropriate rates are applied, cost share issues are resolved and there is budget and budget justification prior to submission to the sponsor.
  • Performs award set up and modification set up, to include reviewing Notices of Award and ensuring compliance with IRB, IACUC, lab safety, conflict of interest, and other sponsor and university requirements, policies, and procedures.
  • Assists with sponsor prior approvals, budgeting, and other post award actions.
  • Other duties may also be assigned.


  • Bachelor’s degree and/or three years of job-related experience, or combination of education and relevant experience.


  • Certification in Grants Management desired.

Knowledge, Skills and Abilities:

  • Ability to understand, interpret, and communicate policies and procedures.
  • Ability to collaborate with others on projects
  • Excellent oral, written and communication skills.
  • Extreme attention to detail.
  • Ability to work well independently, but also to seek or help when needed.
  • Ability to review a proposal or manage a project with understanding of the overall scope and goal of each sponsored project.
  • Excellent time management and organizational skills.

The successful candidate should have knowledge of pre-and-post award research administration processes and fluency of governmental regulations (e.g., Uniform Guidance, FAR, CAS).  The Senior Grants Administrator must be able to work in a dynamic environment as part of a team and serve as liaison and active partner between sponsors, PIs, HQ-OSP, research groups and others.

To apply for this position please click “Apply Now” below and submit a cover letter and resume. Only applications with both cover letters and resumes will be considered. No phone or email inquiries please.

Carnegie Institution for Science is an equal opportunity employer. We highly encourage candidates from underrepresented gender and ethnic groups to apply. All applicants will receive consideration of employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, veteran status, or any other characteristics protected by law.