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Grants Administrator II – Subawards

Department: Finance

Grants Administrator II – Subawards; Finance

The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.

The mission of the Allen Institute administration team is to provide support and structure to the scientific divisions. Coinciding with the team science approach, administration helps facilitate team learning and the overall mission of the institute.

The Grants Administrator has day-to-day administrative responsibility for the Institute’s growing portfolio of complex grants and federal contracts. The Grants Administrator is the subject matter expert in funding agency regulations and policies, and provides guidance to stakeholders to ensure compliance with award requirements. As a member of the Office of Sponsored Research Team (OSR), the Grants Administrator – Subawards will report to the Associate Director of OSR. The Grants Administrator will also work closely with the OSR and Research Funding Teams.

The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences and backgrounds. High-quality science can only be produced when it includes different perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.

Essential Functions

  • Serve as the Allen Institute’s primary contact for subawards on sponsored research awards
  • Lead subrecipient monitoring efforts; principal screener for subrecipient risk mitigation
  • Review subaward budgets, including re-budget requests due to budget adjustments prior to award
  • Establish purchase orders for subawards
  • Receive and review subaward invoices; preparation for AP to processing
  • Monitor subaward invoicing activity and follow up for yearly final invoicing
  • Conduct annual contract review with Research Funding; confirm estimated funding amounts
  • Monthly Subcontract Reporting to PI/PMs
  • Develop processes to improve subaward management in coordination with the Research Funding Team, Principal Investigators and Project Managers
  • Possess and maintain an in-depth knowledge of the Code of Federal Regulations, Title 2, Subtitle A, Chapter II, Part 200 (“Uniform Guidance”)
  • Serve as an additional Signing Official (SO) for the Institute and first-level reviewer (competitive applications, non-competitive renewals, subaward agreements, etc.) during heavy deadlines
  • Research, interpret, communicate, and apply funding agency requirements and regulations related to subaward administration
  • Review and interpret funding opportunities and solicitations, and communicate submission requirements and timelines to stakeholders
  • May conduct internal training courses that promote Institute compliance with federally-funded proposals and award
  • May act as primary contact with funding agencies; obtain agency approvals when required
  • Other duties as assigned

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.

Required Education and Experience

  • Bachelor’s Degree in Business, Finance, or related field, or equivalent combination of education and experience
  • 1 year of grant and federal contract management/administration experience, preferably in a research setting

Preferred Education and Experience

  • 1-4 years of grant and federal contract management/administration experience, preferably in a research setting; or equivalent
  • Minimum 3 years of NIH experience
  • Knowledge of fiscal and administrative guidelines governing Federally-sponsored research
  • Strong writing and editing skills; ability to analyze complex information and problem solve independently
  • Ability to work collaboratively to achieve results in high-stress, deadline-driven situations
  • Excellent time management and organizational skills
  • Experience with the Federal Demonstration Partnership
  • Expertise in milestone-driven projects
  • Knowledge of Materials Transfer Agreements and Data Transfer Agreements

Position Type/Expected Hours of Work

  • This role is currently able to work both remotely and onsite in a hybrid work environment. We are a Washington State employer, and the primary work location for all Allen Institute employees is 615 Westlake Ave N.; any remote work must be performed in Washington State.

Additional Eligibility Qualifications

  • In keeping with our focus on employee safety, all employees must be up to date with vaccinations against COVID-19 as a condition of employment unless a medical or religious accommodation is approved. All employees will be required to keep their vaccination status up to date according to CDC guidance.

Additional Comments

  • **Please note, this opportunity does not sponsor work visas and has no relocation assistance**


It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities





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