Grant Manager A

Grant Manager A

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.

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The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

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Posted Job Title
Grant Manager A

Job Profile Title
Grants Manager A

Job Description Summary
Primary purpose of this role is to support the research activities of a specific School/Center. Under limited supervision, this position will manage the sponsored program funds from pre-award through post-award while working with Principal Investigators on proposal development, budget development and related pre-award requirements and submission for a diverse sponsor portfolio. The individual will also manage the post-award processes including monitoring and review of all charges, reconciliation of accounts, and preparation of monthly financial reports for Principal Investigators. Consults with research faculty in the preparation of sponsored project budget and proposals; review proposals for compliance with sponsor and University policies and ensure Regulatory Affairs requirements are satisfied and that Conflict of Interest statements are submitted when required. Provides full accounting services, reconciling budgets, processing payroll, financial reporting; monitors grant expenditures for compliance with sponsor regulations and guidelines.

Job Description

Given the significant growth in sponsored research within the Department of Otorhinolaryngology, we are seeking a Grants Manager A to provide research and financial management support to its investigators. Under limited supervision, the Grants Manager will be responsible for proposal development, budget development, and related pre-award activities for a diverse research portfolio. Post-award tasks include monitoring of all sponsored expenditures, financial analysis and projection, and recommending/implementing corrective actions as needed to ensure timely and accurate grant management. The Grants Manager will ensure principal investigators adhere to sponsor guidelines, OMB Uniform Guidance, and university policies through regular review and advisement issues related to their portfolios.

The Grants Manager will report to the department's Manager of Admin & Finance; will act as a liaison to the Perelman School of Medicine administration and Research Services; and will have a dotted reporting relationship to the PSOM Office of Research Support Services.

Principal Responsibilities

-Oversee post-award grants management activities on grants
  • Responsible for sponsor invoicing
  • Ensure Principle Investigators (PIs) are adhering to budgets and sponsor regulations
  • Oversee account generation, monitor expenditures and execute account closeout

- Oversee pre-award grants management activities
  • Prepare and coordinate grant proposals to various sponsors, including the NIH and with clinical trials.
  • Generate budgets for PIs based on the proposal guidelines and needs of the PI
  • Remain current in NIH guidelines and grant opportunities and educate the PIs regularly.
  • Coordinate activities between external contractors, sub-contractors and other associates to ensure agreements are executed properly.
  • Manage the submission of MTAs for the Department.

- Manage and prepare financial analyses for the following areas.
  • Sponsored Programs
  • Tech transfer
  • Endowments, Gifts, URF and SOM Designated funds
  • All other university accounts with financial review and variance analysis

- Indirectly supervise PI support staff to ensure all grants activities are completed timely and accurately.

- Oversee activities of the administrative business office including but not limited to Effort reporting and detailed study-specific reporting for clinical trials.

- Responsible for maintaining detailed salary grids for faculty members and their research Personnel and performing necessary reclassifications.

- Perform special projects for the Senior Department Leadership

- Perform additional duties as assigned

Principal Duties
  • Prepare the Proposal Development in PennERA and/or SOMERA for each grant submission (including budgeting, communication with subcontractors, data entry) while setting internal deadlines and ensuring on-time submission
  • Budget new awards within 30 days of receipt of the AIS after reconciling NOA with the submitted project budget
  • Generate/review monthly reports for each faculty and model grant spending, where appropriate, to ensure spending is occurring as expected and appropriate
  • With the PI, assist in submitting the Progress Report (includes RPPR or eSNAP) including obtaining and incorporating information from subcontracts, beginning at least 3 months before the due date.
  • When necessary, initiate/manage the subcontract process including the request, execution of documents, Purchase Order setup (with Business Office) and ensure timely submission of invoices by subcontracts through timely (monthly) reminders if needed.
  • Manage budget and project period closeouts, ensuring expenses are allowable, allocable, carry forward or No-cost extension is requested, unfreeze requests are processed and with ORS, financial reports are filed on time
  • Coordinate/communicate with other departments/schools to ensure grant information is shared appropriately and spending occurs as budgeted, in collaboration with the PI
  • Coordinating with the AFO, develop and submit the annual Sponsored Programs budget to PSOM Finance
  • Assist the AFO in the development of multi-year salary grids for Research-oriented faculty, including identifying faculty who may be at risk of funding gaps within 2 years
  • In concert with the Business Office, manage progress report due dates, end dates and account freeze dates; manage the IPA and JPA process for VA and PREF awards
  • Respond within 1 week to all grant-related requests from external departments or institutions

Bachelor's Degree with 3-5 years of related experience or equivalent combination of education and experience is required. Familiarity with university sponsored research policies and related research management systems is preferred. Excellent interpersonal, communication, and critical thinking skills are required. Must possess the ability to work independently in a deadline driven, multiple priority work environment.

Working Conditions
Office, library, computer room

Physical Effort
Typically sitting at a desk or table

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$50,684.00 - $77,716.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits
  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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