Program Manager, Grants & Project Operations
SambaNova Systems
Salary undisclosed
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Description
SambaNova is a leader in next-generation AI infrastructure, delivering a full-stack inference platform for customers worldwide. At the core of SambaNova's technology is the RDU (Reconfigurable Dataflow Unit) — a chip built on a dataflow architecture rather than the traditional GPU model. Its decode performance is especially strong for agentic workloads like multi-turn agents, code generation, and long-running applications. RDUs are packaged into SambaRack, rack-scale hardware that lets customers deploy state-of-the-art models with better performance, greater energy efficiency, and faster time to value.
The Program Manager, Grants & Project Operations supports the successful execution of government-funded R&D projects and strategic initiatives at SambaNova Systems Japan GK.
This role serves as a key coordination point among technical teams, management, headquarters, research partners, customers, and funding agencies. The position focuses on project operations, grant administration, documentation, reporting, and stakeholder coordination to support efficient and compliant project execution throughout the project lifecycle.
Key Responsibilities
- Government-Funded Programs
- Coordinate and support government-funded R&D projects, including NEDO, MEXT, and other public funding programs
- Coordinate project reporting schedules, submission requirements, and administrative deliverables
- Coordinate preparation and submission of project-related documentation and supporting evidence
- Maintain project records and ensure audit readiness
- Support project reviews, inspections, and compliance activities
- Support funding claims and related documentation activities
- Project Operations
- Coordinate project schedules, reporting deadlines, deliverables, and follow-up actions
- Drive timely completion of reporting and administrative requirements across project teams
- Consolidate information from project schedules, meeting records, technical updates, and stakeholder inputs
- Support monitoring of project reporting schedules and communicate administrative issues as appropriate
- Support project activities throughout the lifecycle, from project setup through reporting and closeout
- Documentation & Technical Communication Support
- Support preparation, review, and quality assurance of project proposals, technical reports, progress reports, presentation materials, and external communications
- Organize and structure information provided by technical teams for project documentation and funding submissions
- Support preparation and maintenance of bilingual (Japanese/English) project documentation where required
- Maintain document repositories, version control, and project records
- Ensure consistency, completeness, and overall quality of project documentation
- Stakeholder Coordination
- Facilitate communication among technical teams, management, research partners, customers, subcontractors, and funding agencies
- Support communication and reporting activities with headquarters and global stakeholders as required
- Organize project meetings, workshops, reviews, governance activities, and management updates
- Prepare meeting materials, minutes, action-item logs, and follow-up documentation
- Support coordination among technical, legal, finance, and administrative functions
- Contract & Financial Administration Support
- Support expenditure tracking and funding-related reporting activities in coordination with Finance and management
- Assist with collection and organization of supporting evidence, expense records, and project documentation
- Support contract documentation, contract administration, and maintenance of related records
- Coordinate with Finance, Legal, Procurement, and external service providers as required
- Support reimbursement, invoicing, and funding-related documentation processes
- Process & Documentation Management
- Support maintenance and continuous improvement of project documentation and operational processes
- Maintain documentation procedures, templates, and records management practices
- Contribute to efficient and compliant execution of project activities across Japan operations
Required Qualifications
- Bachelor's degree or equivalent experience
- Experience supporting government-funded R&D projects, technology development programs, or strategic projects
- Strong project coordination, documentation, and organizational skills
- Experience working with multiple stakeholders across organizations
- Excellent Japanese communication skills (business level or above)
- Ability to communicate effectively in English in a professional environment
- Proficiency with Microsoft Office applications
Preferred Qualifications
- Experience with NEDO, MEXT, or other Japanese public funding programs
- Experience in semiconductor, AI, quantum technology, deep-tech, or related industries
- Experience supporting project proposals, technical documentation, reporting, and compliance activities
- Experience preparing or reviewing bilingual (Japanese/English) project documentation
- Experience working with international and cross-functional teams
- Familiarity with project governance, grant administration, contract documentation, and audit support activities
Base Salary Range:
Submission Guidelines
Please note that in order to be considered an applicant for any position at SambaNova Systems, you must submit an application form for each position for which you believe you are qualified.
EEO Policy
SambaNova Systems is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard basis of age (40 and over), color, disability, gender identity, genetic information, marital status, military or veteran status, national origin/ancestry, race, religion, creed, sex (including pregnancy, childbirth, breastfeeding), sexual orientation, and any other applicable status protected by federal, state, or local laws.
Benefits Summary for US-Based, Full-Time Employment Positions
SambaNova offers a competitive total rewards package, including the base salary, plus equity and benefits. We cover 95% premium coverage for employee medical insurance, and 77% premium coverage for dependents and offer a Health Savings Account (HSA) with employer contribution. We also offer Dental, Vision, Short/Long term Disability, Basic Life, Voluntary Life, and AD&D insurance plans in addition to Flexible Spending Account (FSA) options like Health Care, Limited Purpose, and Dependent Care. Our library of well-being benefits available to you and your dependents includes a full subscription to Headspace, Gympass+ membership with access to physical gyms, One Medical membership, counseling services with an Employee Assistance Program, and much more.
Benefits
- health insurance
- stock options
About this role
SambaNova Systems is building next-generation AI infrastructure, and this role supports the operational backbone of their Japan operations—specifically the government-funded R&D projects that drive the company's innovation pipeline. You'd manage the full lifecycle of projects funded through NEDO, MEXT, and similar Japanese public programs, acting as the central coordinator between technical teams, management, funding agencies, and international headquarters. The work spans grant administration, project scheduling, compliance documentation, stakeholder communication, and financial reporting—essentially ensuring that complex, multi-party initiatives stay on track and meet all regulatory and funder requirements.
The position demands strong organizational skills and fluent Japanese at business level, paired with solid English proficiency and Microsoft Office competency. You'll need prior experience supporting government-funded R&D or strategic projects, comfort working across multiple organizations and functions, and the ability to synthesize technical information into clear documentation. Experience with Japanese funding programs, deep-tech sectors, bilingual documentation, or international team coordination would be valuable, though the core requirement is demonstrable capability in project coordination and grant administration.
This is a contract role based in Tokyo, offering a salary range of ¥15,000,000 to ¥20,000,000 annually. It suits someone who thrives in structured, detail-oriented environments and finds satisfaction in enabling technical teams and complex projects to operate smoothly within regulatory frameworks.
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