Assistant to the Grants & Business Managers

1 week ago(1/8/2018 10:04 AM)
Computer Science
Financial Services and Procurement
Full-Time / Part-Time


Proposal preparation working directly with faculty and under the direction of the Grants Manager using COEUS,, Assist, Fastlane and other proposal submission portals as needed. Primary responsibilities are to assist Manager and Grants Manager on pre and post award grant and financial related duties.


Proposal preparation working directly with faculty and under the direction of the Grants Manager using COEUS,, Assist, Fastlane and other proposal submission portals as needed.

* Reviews solicitations for guidelines and restrictions or other special provisions, i.e.: cost sharing, indirect cost limits and budget limitations.
* Prepares proposal documentation, updates current and pending support for PI and co-PIs., prepares detailed line item budget, corresponding budget justification, facilities description, collect and format CV's, request letters of support (as needed) for PI's and outside collaborators, subaward commitment forms­ as needed. Collates all pending proposal materials and maintains files.
* Upload all proposal documents into government and non­government sponsor websites for submission. Fastlane, and various foundation portals.
* Communicates with ORPA, PI's, outside PI's and other institutional administrators, governmental and non-governmental administrators.

Post award responsibilities:

* Upon notice of award, documents and terms are reviewed for difference in proposed and actual award. Communicate with subcontract and collaborating institutions on award initiation.
* Prepares and submits sub award initiation forms.
* Assist with monthly grant account reconciliation for accuracy and compliance.
* Create and maintain financial records.
* Update and maintain spending plans for faculty. Will monitor and adjust plans by updating monthly and incorporating new awards, students and research staff support into individual faculty spreadsheets under direction of managers.
* Assist with all aspects of journal entries including for cost transfers, standard journals, and correction journals. Assist with internal audits.

Other Financial and Administrative Responsibilities:

* Work closely with faculty and research groups on reimbursements in Concur, conference and meeting planning and special projects as needed.
* Reconciliation of Recharge Center.  Gathers accounting information from labor accounting.
* Analyze and organize data and calculate computer facility fee based on effort, record in spreadsheet, prepare and process journal entry. Capital equipment depreciation account must  be tracked and adjusted at year end.
* Enter graduate student support into the Labor Accounting system as directed by managers.



  • Excellent analytical skills and attention to detail and accuracy
  • Excellent communication skills
  • Exceptional organizational skills
  • Ability to multi-task
  • Flexibility and ability to work in a team environment
  • Fluency in Microsoft applications
  • Discretion with confidential materials
  • Previous grants experience desirable
  • The final candidate will be required to complete a background check successfully



 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, 020

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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