Assistant Grants Manager

Job description

Requisition # 2018-8661
Department Mechanical & Aerospace Eng
Category Grants and Contracts
Full-Time / Part-Time Full-Time
Application Deadline


Under the supervision of the Business Manager and a member of the Business Center, the Assistant Grants Manager's primary responsibilities will be pre- and post-award activities related to both sponsored and non-sponsored research activities for the Department of Mechanical and Aerospace Engineering's faculty, students and researchers.

The individual is responsible for maintaining a comprehensive knowledge of the faculty member's research portfolio and providing thoughtful and effective guidance to principal investigators on how to best utilize their research resources. This position will provide guidance on University and Sponsor policies and procedures regarding grant management and financial activity. The Assistant Grants Manager assists the Business Manager with implementing departmental processes, workflow, policy or procedure changes as necessary.


Pre-award responsibilities include regular communication with faculty members, facilitating proposal preparation and submission procedures in accordance with the solicitation and coordinating submission with the Office of Research and Project Administration (ORPA) as well as Corporate Engagement and Foundation Relations (CEFR). Fundamental understanding of the University, Sponsor and Uniform Guidance policies is required. The Assistant Grants Manager will prepare budgets, budget justifications, current and pending documents, as well as assemble any required documents for each submission, which may vary by sponsor. In additional to submitting proposal via the sponsor portal, must be able to timely route all documents via the internal proposal system, COEUS. The candidate must be capable of managing multiple proposals at once, meeting hard deadlines and able to work with other departments as necessary on collaborative submissions. Depending on the research focus, coordination of approvals and protocol requests will be required through the University Research Board (URB), Institutional Review Board (IRB), Institutional Biosafety Committee (IBC) and the Research Integrity and Assurance Systems (RIA).

Post-award responsibilities include regular monitoring of expenditures on active projects, communicating with faculty via monthly forecasting and expenditure reports. The Assistant Grants Manager will ensure spending aligns with awarded budgets and will assist with obtaining necessary approvals on all purchases. Additional tasks will include entering and adjusting salary allocations in Labor Accounting, timely approval of travel and expense reimbursements via CONCUR - the University travel and expense system, process expense adjustments via journals, as well as provide faculty summer-salary projections. This position maintains regular communication with ORPA and Sponsored Research Accounting, performing no-cost extensions, pre-award spending requests, incremental funding requests, fabrication account tracking, capital equipment purchase coordination and approvals, award closeout, subaward setup and modifications. Other tasks may be required as needed in support of the faculty research requests.

In addition, this position will assist in maintaining a grants database in Access as well as contributing to other tasks as part of the Business Center. The Assistant Grants Manager will need to attend regular offered University trainings to maintain a current working knowledge of continually evolving policies and procedures.


  • A bachelor's degree is required
  • Proficient in Microsoft Office suite of products, especially Excel and Word
  • Working understanding of accounting basics and principles
  • Firm understanding of University, funding agency and departmental policy
  • Service and detailed approach to grants and funds management
  • Ability to work both independently and as contributing team member of the Business Center
  • Capable of managing frequent changes and evolving systems and tool
  • Excellent computational, written and oral communication skills
  • Demonstrated ability to manage budgets

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Salary Grade

ADM, 030

Standard Weekly Hours


Eligible for Overtime


Benefits Eligible


Essential Services Personnel (see policy for detail)


Physical Capacity Exam Required


Valid Driver's License Required


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Job No:
Posted: 4/13/2018
Application Due: 5/19/2018
Work Type: