Grants Coordinator III

Grants Coordinator III – Finance (Office of Sponsored Research)

The Allen Institute accelerates science for a healthier world through large-scale research designed to answer some of the most complex questions in biology. Our multi-disciplinary teams generate foundational knowledge, tools, and data to understand how our brain, cells, and immune system work. We share our work openly so others can build on it, move faster, and ask bigger questions. We drive discovery forward and create new possibilities for improving human health.

The mission of the Administration team is to enable the people and science of the Allen Institute. We connect teams, steward resources, and build strong systems that give our accelerators the stability and flexibility to pursue ambitious questions, collaborate across disciplines, and share their work openly.

The mission of the Allen Institute Finance team is to provide support and structure to the scientific divisions. The Grants Coordinator III is a subject matter expert in research administration who supports pre and post-award activities in consultation with the Associate Director of the Office of Sponsored Research (OSR). This individual will partner with OSR grants administrators, Research Funding analysts, investigators, and project managers to compile grant applications, oversee effort tracking, as well as technical reporting to external sponsors.

At the Allen Institute, we believe that science is for everyone – and should be open to everyone. We are dedicated to combating biases and reducing barriers to STEM careers more broadly.

We also believe that science is better when it includes different perspectives and voices. We strive to make the Allen Institute a place where everyone feels like they belong and are empowered to do their best work in a supportive environment.

We are an equal-opportunity employer and strongly encourage people from all backgrounds to apply for our open positions.

Essential Functions

• Host grant application kick-off meetings, prepare timelines for proposal development, generate task lists for managing deliverables, and maintain communication with internal and external stakeholders to ensure deadlines are met
• Liaise with internal and external collaborators to develop and compile grant application materials
• Compile, disseminate, and track information for limited applicant proposals
• Serve as the primary contact for questions from external parties for proposal development
• Upload components of each grant submission to external sponsor systems ensuring that the proposal is formatted, packaged, and submitted in accordance with granting agency requirements
• Serve as the primary contact for questions from internal and external parties related to grant applications and post-award reporting
• Monitor Key Personnel effort commitments and work with investigators, OSR grants administrators, and Research Funding staff to ensure commitments align with sponsor regulations
• Maintain updated Other Support documents for all Key Personnel at the Institute with active awards
• In partnership with investigators and project managers, ensure that technical reports are submitted to sponsor agencies on time and that budgeting, policies, procedures, and agency requirements are met
• Support administration of outgoing subawards, including drafting standard agreements, routing for stakeholder review, and coordinating negotiation and signature with external parties
• Screen sub awardees for OSR grants administrators prior to issuing new awards and renewals; process subrecipient monitoring forms, interacting with subrecipient institutions to collect data, and preparing summaries of findings for management
• Assist with Federal Funding Accountability and Transparency Act (FFATA) reporting
• Establish and maintain data integrity across grant management tracking systems, ensuring records are auditable and are transitioned properly throughout the pre- and post-award process
• Assist with the development of training materials and workshops to educate internal teams on successful award development and administration
• Maintain internal grant website, including developing reference guides and ensuring policies and procedures are updated to align with changes in federal agency, external sponsor, and Institute policies or guidelines
• Support the award close-out process: Collecting materials from internal and external stakeholders, obtaining invention reports from the Legal team, and uploading documents to sponsor system
• Independently problem-solve system errors and escalate to managers as needed

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 or equivalent experience and 3 years of experience in research administration or grant and contract accounting
• Demonstrated understanding of Uniform Guidance and NIH policies as they apply to non-profit institutions
• Experience submitting grants through federal sponsor systems such as ASSIST and Research.gov or Fastlane

Preferred Education and Experience

• Intermediate experience with Microsoft Office products and Smartsheet
• Experience with electronic research administration systems
• Must have excellent organizational and time management skills with an aptitude to prioritize tasks to meet conflicting deadlines
• Strong attention to detail
• Ability to communicate effectively internally and externally, both orally and in writing
• Ability to work independently and within collaborative environments
• Ability to problem solve in a collaborative manner

Physical Demands

• Fine motor movements in fingers/hands to operate computers and other office equipment

Position Type/Expected Hours of Work

• This role is currently able to work in a hybrid work environment. We are a Washington State employer, and any remote work must be performed in Washington State.
• Occasional evening and weekend hours required

Annualized Salary Range

• $63,050 - $77,150 *

* Final salary depends on the required education for the role, experience, level of skills relevant to the role, and work location, where applicable.

Benefits

• Employees (and their families) are eligible to enroll in benefits per eligibility rules outlined in the Allen Institute’s Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute’s 401k plan. Paid time off is also available as outlined in the Allen Institutes Benefits Guide. Details on the Allen Institute’s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits.

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