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Feb 15 / BARD CEP

Post-Award Contract & Grant Analyst-Palo Alto, CA

Organization: Palo Alto Institute for Research & Education

Position Title: Post-Award Contract & Grant Analyst

Location: Palo Alto, CA

Hours & Compensation: Full time.

Application Deadline: Not listed


Job Description:

The mission of the Palo Alto Institute for Research and Education, Inc. (PAIRE) is to facilitate research and education activities conducted at the VA Palo Alto Health Care System (VAPAHCS). The range of research activities is broad and includes special emphasis on biomedical, health services, rehabilitation engineering, mental health and geriatric research endeavors. We also support various educational instruction or other learning experiences of benefit to employees and veterans.

PAIRE, a nonprofit foundation affiliated with the Veterans Affairs Palo Alto Health Care System (VAPAHCS), is seeking a Post-Award Contract & Grant Analyst to have full responsibility for the post- award management of selected sponsored research grants and contracts. The goal for the Contract & Grant Analyst is to assist PIs to spend awards within budget in accordance with sponsor guidelines. Functions of this position shall be performed in fulfillment of PAIRE’s standards of excellence, utilizing continuous improvements in processes, policies, and procedures to nurture an environment which fosters optimal productivity and service to our customers.

This is a regular, full time (40 hrs/wk), exempt position.

As a condition of employment, all PAIRE employees are required to have an approved (WOC) appointment with the Veterans Affairs Palo Alto Health Care System (VAPAHCS) before they can commence work.


  • Review monthly PI statements;
  • Set up new budgets annually in Solomon;
  • Monitor spending on an ongoing and regular basis;
  • Prepare projections and forecasts identifying any areas needing update;
  • Communicate with Accounting staff regarding corrections needed;
  • Approve requisitions/purchase orders and personnel requests assuring availability of funds, appropriateness of expenditures, and conformance with sponsor guidelines;
  • Assure timely submission of annual scientific and financial progress reports to sponsors;
  • Communicate with PIs monthly at a minimum or more frequently as needed to review PI portfolio including monthly expenses, projections, effort, and other account updates;
  • Serve as liaison between PI and sponsor or subrecipients including: Coordinate with PI to obtain needed sponsor approvals; Issue, monitor, and amend subawards as needed; Initiate, amend, and terminate Joint Personnel Agreements (JPAs);
  • Maintain PAIRE databases and project files (paper and electronic) ensuring accurate entries throughout the life of the award including closeout;
  • Manage effort certification for PIs needing to certify and oversee effort certification for staff on JPAs;
  • Assist other Contracts & Grants staff as needed including proposal submissions and pre-award budget development as needed;
  • Develop new and augment existing spreadsheets used in grants management;
  • Work with Accounting Department to develop and maintain procedures for revenue recognition. 


  • EDUCATION: Bachelor’s degree (or equivalent experience) in related field required;
  • EXPERIENCE: At least two years of experience managing complex financial accounts and funds, including cost projection and budgeting;
  • Demonstrated knowledge of sponsored project related compliance including knowledge of federal regulations such as OMB Circulars A-110, A-122, and A-133 is required;
  • Experience administering awards for a large number of diverse external funding sources;
  • Knowledge and proficiency in fund accounting concepts; and an ability to perform moderate financial analysis and reporting;
  • Federal and non-federal grants administration knowledge and an understanding of fund accounting practices for both restricted and unrestricted funds;
  • Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports;
  • Strong organizational skills and ability to handle multiple tasks and meet periodic deadlines while demonstrating attention to detail;
  • Strong initiative in resolving problems and developing and implementing solutions in an independent manner;
  • Ability to independently interpret and apply applicable policies (sponsor, VA, PAIRE, etc.);
  • Ability to communicate and work effectively and collegially in a team environment, which includes but is not limited to, Principal Investigators, administrators, sponsors, and co-workers;
  • Flexible and team oriented with ability to work collaboratively with others;
  • Demonstrated commitment to excellence in customer service and performance.

All PAIRE positions require the completion of a background check.

Environmental Conditions / Physical Demands:

  • No exposure to blood borne pathogens;
  • No exposure to radiation;
  • No exposure to toxic or caustic chemicals or reagents;
  • No exposure to a lab environment.

 How to apply:

PAIRE is pleased to be an Equal Opportunity Employer.

If you are interested in applying for employment with PAIRE and need special assistance or an accommodation to apply for a posted position, contact our Human Resources department.

To be considered for this position you must apply via thePAIRE website and include a cover letter addressed to “Hiring Manager,” your resume, and 3 professional references.

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