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Job Details

Office Manager/Grants Administrator - (2016-44)

This details all the information about the job posting.
Job Title
Office Manager/Grants Administrator
Shift Type
Some College Coursework Completed
Prevention Research Center - Oakland, CA 94612 US (Primary)
Career Level
Administrative / Clerical
Job Type
PIRE has a significant national presence in the area of applied science, with funded research projects at its centers on prevention, treatment, and policy research. PIRE scientists and practitioners continually focus on the design and implementation of complex program evaluation strategies and the conduct of research related to health and social issues, and criminal justice. PIRE practitioners and scientists provide training and technical assistance in many health-related areas to states and communities that are attempting to improve public health. For more information about PIRE go to

Position Summary

The Prevention Research Center (PRC) is searching for a full-time Office Manager/Grants Administrator in our Oakland office to provide administrative support and manage all office operations to ensure that the Center is in compliance with PIRE and funding agency procedures and policies.  The right candidate will be responsible for grant proposal preparation; preparing documents, manuscripts, and graphics; facility management; contract management; accounts payable; government compliance; HR activities; and budgetary oversight and preparation for projects and Overhead and grant proposals. Please submit a cover letter with your application. 

Job Requirements
  • College Degree preferred; however, in lieu of college degree we will consider years of experience plus education and demonstrated skills for this position
  • Strong attention to detail
  • Ten years of administrative and/or management experience.  Administrative/management experience in federal, state, and local grants and contracts highly desirable, including familiarity with NIH grants policies, working knowledge of A-133 audit requirements, knowledge of account principals, budgetary practices, and various kinds of contractual arrangements (e.g., cost reimbursable, time and materials, fixed fee, etc.)
  • Supervisory experience

Budgeting Experience

  • Familiarity with human resources processes
  • Facilities management skills
  • Knowledge of specifications for NIH grant applications and experience assembling NIH grant application packages highly desirable
  • Experience working with MS Office Suite, including Excel, Outlook, PowerPoint, and Word
  • Advanced word processing skills
  • Knowledge of EndNote or other bibliographic software a plus
  • Excellent verbal and written communication skills
  • Ability to work independently with minimal supervision, as well as part of a team
  • Ability to multi-task and prioritize effectively
  • Excellent punctuation, spelling, and grammar skills
  • Ability to maintain confidentiality
Some Primary Duties and Responsibilities
  • Oversee the planning, scheduling, and implementation of day-to-day Center administrative activities and procedures, ensuring efficient workflow.
  • Responsible for facilities maintenance; maintain relationships with outside vendors, building management, and others
  • Assemble grant application packages; prepare required forms and assist with development of budget documents
  • Process accounts receivable and accounts payable
  • Maintain grant and administrative files
  • May edit manuscripts, letters, PowerPoint presentations and other documents
  • Provide word processing support to research staff
  • Set up/maintain sub recipient tracking spreadsheets
  • Monitor Center timesheets
  • Assist with recruiting, processing new hires, preparing forms for hiring and separating staff.  Act as liaison between staff and HR
Exemption Type

PIRE is an EEO/Affirmative Action Employer
PIRE is a diverse community devoted to the promotion and acceptance of all people regardless of race, color, national origin, religion, sexual orientation, gender identity, age, gender or physical ability or veteran status. PIRE is committed to employ, and advance in employment, individuals with disabilities and protected veterans, and to treat qualified individuals without discrimination on the basis of their physical or mental disability or veteran status.

PIRE's EEO/Affirmative Action Policy

Americans with Disabilities Act (ADA)
PIRE will provide reasonable accommodations with the application process upon your request as required to comply with applicable laws. If you have a disability and require assistance in this application process, please contact Human Resources by email at

Pay Transparency Policy

EEO is the Law