Grant Administrator
Overview
Position Overview
Eureka Scientific Inc., a small California company, is seeking a part-time Grants Administrator to support management of awards from federal agencies, largely NASA. The successful candidate will have a deep operational knowledge of the Federal Acquisition Regulation (FAR) clauses and OMB Uniform Guidance (2 CFR Part) to review incoming awards for all requirements, establish regulatory frameworks for Principal Investigators (PIs), and ensure institutional compliance.
Work Arrangement: This position is based in California, with the option for a partial remote (hybrid) work schedule.
Essential Job Duties & Responsibilities
· Award Review & Advisory: Analyze terms and conditions for each incoming federal award. Synthesize complex sponsor guidelines and provide customized, award-specific administrative regulation briefs to PIs.
· Financial Oversight & Cost Allowability: Review monthly expense reports across all active awards. Advise PIs on the eligibility and allowability of direct charges, and audit budget reallocations against original sponsor-approved awards.
· Subaward Management: Direct the full lifecycle development, risk assessment, monitoring, and administrative execution of subawards.
· Travel Expense Auditing: Review all employee travel to ensure compliance with Eureka and federal requirements.
· Multi-State Payroll & NEXUS Tracking: Monitor out-of-state employee footprints to identify NEXUS triggers. Establish and coordinate local unemployment insurance and tax withholding accounts for out-of-state PIs.
· PI On-boarding: Manage administrative and regulatory compliance documentation during the on-boarding process for new grant-funded PI.
· Agency Liaison & Audit Support: Serve as the central point of contact post award for federal program officers. Organize documentation and provide direct operational support during external agency auditing activities.
· Risk & Insurance Administration: Oversee the administration, documentation, tracking, and compliance audits for corporate Workers’ Compensation insurance and associated claims.
Minimum Position Requirements
· Education: Bachelor’s degree in Business Administration, Accounting, Finance, Economics, or a strictly related field.
· Experience: Minimum of five (5) years of direct experience in research administration and pre- and post-award management of federal awards. Proven expertise applying FAR clauses and OMB Uniform Guidance rules.
· Interpersonal Skills: Demonstrated capability to work independently, collaborate effectively within a team structure, and professionally advise Principal Investigators on fiscal guardrails.
· Work Authorization: Must be legally authorized to work in the United States.
Fiduciary Responsibility and Data Safeguards
Because this position requires direct access to organizational bank accounts, tax filing pipelines, and sensitive human resources infrastructure, the successful candidate must pass a comprehensive background check. During partial remote work windows, the employee must perform all financial and payroll data entries via secure, company-authorized networks using multi-factor authentication (MFA).
Utilizing personal devices or public Wi-Fi to access QuickBooks, ADP, or corporate bank portals is strictly prohibited.
Equal Opportunity Employer Statement
Eureka Scientific Inc. provides equal employment opportunities to all employees and applicants for employment without regard to race, color, national origin, religion, sex, pregnancy, gender identity, age, physical or mental disability, or any other characteristic protected by federal, state, or local laws.
Our recruitment and hiring decisions are based strictly on business needs, job requirements, and individual qualifications. In alignment with federal research grant guidelines, all employment practices are conducted on a merit-based, non-preferential basis.
Resume/CV and cover letter should be submitted via e-mail to treasurer@eurekasci.com with a first review of applications on November 15, 2026.