• Palo Alto, CA, USA
  • Full Time

The Contract and Grant Assistant at Palo Alto Veterans Institute for Research (PAVIR) is the perfect position for anyone interested in learning more about the field of Research Administration.  This position offers many opportunities for on-the-job learning with a proven record of job advancement within PAVIR. The ideal candidate will demonstrate an intellectual curiosity, focused attention to detail, process-orientation, a strong work ethic, and excellent customer-service skills. The hiring manager encourages job applicants to submit a cover letter when they apply for this position.

About This Role

The Contract & Grant Department supports a wide array of research administration activities in a deadline driven, service-oriented, and mission-based environment within the VA Palo Alto Health Care System. The Contract & Grant Assistant will provide general administrative support by performing a variety of administrative duties that require independent decision making. The Assistant will solve basic to complex problems gathering information from multiple sources to determine the best option from well-defined alternatives.  Much of the work conducted in the Contract & Grant Department has significant impact on both internal and external customers.  Therefore, the Department relies heavily on the Assistant's proficiency with maintaining data integrity, consistent application of process, and watchfulness for compliance.


PAVIR, located on the premises of the VA Palo Alto Health Care System, is a mid-size nonprofit foundation, closely connected with the VA and Stanford University. We are a nimble organization, offering ongoing training, opportunities for growth, generous benefits, great work-life balance, as well as a friendly, close-knit, and supportive environment. We work with more than 160 uniquely talented medical scientists across a broad spectrum of research areas. We recruit talented employees who believe in making a difference in the lives of others through innovative research.

This is a full time (40 hours/week), non-exempt (hourly-paid) position. Location: Palo Alto, CA. Benefits:

  • Medical Insurance
  • Vision Insurance
  • Dental Insurance
  • Vacation
  • Sick Pay
  • 13 paid Holidays
  • Life Insurance - paid by PAVIR
  • Long-term Disability Insurance - paid by PAVIR
  • Short-term Disability Insurance - paid by PAVIR
  • Flexible Spending Account
  • 401(k) Retirement Plan with Company Match and Profit Share
  • Wellness Program
  • Commuter Benefits

PAVIR is 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.

Primary Responsibilities

Set up accounts:

  • Review agreement for terms and conditions and compare against proposal and program announcement to determine account type, enter pertinent billing information, and create basic budget entries during account setup;
  • Inform CGAs of unusual circumstances based on above. Review and work with CGAs to determine next course of action;
  • Create electronic and hard copy files. Coordinate with pre-award staff to identify and move appropriate files into official PAVIR directories. Review data prior to data input for accuracy and verify error free data input.

Process agreements:

  • Work with CGAs to issue subaward and personnel agreements to external organizations;
  • Receive executed agreements and appropriately update paper and electronic files and internal information systems;
  • Initiate budget entries in accounting system as appropriate.

Close out accounts:

  • Review and prepare accounts for closeout;
  • Update electronic and hard copy files correspondingly.

Provide general Contracts and Grants department support:

  • Receive and process personnel account changes, including new employee setup and effort worksheet updates;
  • Review, reconcile, and organize databases and files ensuring accuracy of pertinent information;
  • Archive and purge files on a regular basis;
  • Utilize and improve existing tracking methods to ensure timely renewal of agreements;
  • Distribute invoices requiring approvals daily;
  • Maintain internal processes, including accurate qualitative and financial data input and data maintenance;
  • Participate in department activities and process improvement activities as appropriate;
  • Contribute and help maintain Standard Operating Procedures for department and position.
  • Maintain internal processes, including accurate qualitative and financial data input and data maintenance, participate in department activities and process improvement activities as appropriate;
  • Contribute and help maintain Standard Operating Procedures for department and position.

Desired Qualifications

  • Bachelor's degree (or equivalent experience) in business, public health, biological sciences, mental health, Research Administration, or in a related field is required.
  • Interest and/or Certified Research Administrator certification desired.
  • Experience in an office setting working effectively with individuals at all levels in a customer service role; previous experience tracking detailed information and following through to completion;
  • Knowledge of Federal and non-federal grant administration is highly desired;
  • Meticulous attention to detail;
  • Ability to understand and apply complex rules and guidelines from various sponsors and funding agencies;
  • Ability to effectively provide customer service while ensuring regulatory compliance;
  • Strong interpersonal, verbal, and written communication skills; Ability to communicate and work effectively and collegially in a team environment;
  • Excellent organizational skills with an ability to manage multiple and shifting priorities in a deadline-driven environment;
  • Strong initiative, proactive, and flexible especially when dealing with barriers or missing / ambiguous information;
  • Strong MS Office experience: Word, Excel, Adobe Acrobat, with strong ability to edit / format documents to meet various sponsor guidelines.

Physical Demands: Sitting in front of a computer for long periods of time, repetitive movement, etc.

Environmental Conditions: Office environment.

PAVIR engages in nonprofit medical research and works with sponsors and the Veterans Affairs Palo Alto Health Care System (VAPAHCS) in administering funds for conducting research to find new and improved ways to combat human disease and help people with disabilities. Please refer to our website for additional information: 

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 - Human Resources department.  

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