Grants Manager A (Center for Sleep)

Job Description Summary

With limited supervision, manage department's sponsored research pre-award and post award activities for a large, diverse, and highly complex portfolio of grants, contracts, cooperative agreements, and sponsored research agreements.

Prepare administrative sections of the grant applications including budgets, submit proposals to granting agencies utilizing Penn & NIH systems. Monitor grant expenditures for compliance; perform general ledger reconciliations; produce routine and ad-hoc financial/grant status reports and quarterly forecasts.

Develops, negotiates, routes, and maintains subcontracts with multiple institutions funded and foreign subcontractors. Prepare subcontract POs, manage tracking system to ensure receipt, payment, and closing of POs.

This position requires frequent interaction with the School of Medicine's Office of Research Support Services and the University's Office of Research Services, as well as outside sponsoring agencies. Maintain working knowledge of finance, research, and compliance policies.

Job Responsibilities

Pre-Award Grants Management

• Work with Principal Investigators to prepare budgets for grant applications and clinical studies; ensure they meet budgetary requirements of Sponsor, Department, School of Medicine & University with regard to salaries requested, fringe benefit rates, overhead, etc.
• Assist faculty with grant proposal preparation, creating grant templates and other related documents including submission of grants via ASSIST, PennERA & other grant submission platforms.
• Coordinate annual progress report submission for PI's grant.
• Maintain information database for the Sleep Division's training grants to facilitate the five year renewal of these grants.
• Review granting agency regulations, inform investigators of regulatory requirements and ensure compliance.
• Prepare & maintain confidential correspondences/documents to include salary, budget & proposal information.
• Serve as liaison with ORSS and ORS.
• Thorough knowledge of University, School and sponsor's grants policies and procedures.

Post Award Grants Management

• Process training grant-related forms for appointment, reappointment and termination of postdoctoral and predoctoral trainees using NIH systems & Penn postdoctoral systems.
• Responsible for subcontracts on federal grants; establish subaward agreements; issue subcontract PO's and approve invoices.
• Review notice of awards, enter grant budgets in BEN using approved grant budgets.
• Monitor grant budgets and reallocate funds as necessary.
• Identify & correct BEN wayward transactions as needed.
• Process Payroll reallocations, journal entries as required.
• Monitor grant expenses to ensure compliance with granting agency requirements.
• Prepare & distribute monthly grant reports to all Research Investigators/meet with PI's as needed.
• Assist with close-out of grants.
• Assist Director & Sr. Grants Manager with collection of relevant data for the annual budget.
• Review Concur expense reports.

Other

• Maintain and Organize related files.
• Participate in School of Medicine's training programs and attend School of Medicine's monthly Business Administrator's meetings.
• Keep abreast of new and existing policies and procedures.
• Serve as a resource for Faculty and Staff.
• Adhere to established University policies and procedures for above functions.
• Report known or suspected irregularities to Division Administrator.
• Communicate/work collaboratively with Sr. Grants Manager & Director regarding status of assignments; handle and resolve issues effectively & efficiently.
• Exercise discretion when working with confidential materials, including salaries and budgets.
• Perform other similar and related duties as required.

Qualifications

• Bachelor of Science and 3 to 5 years of experience or equivalent combination of education and experience is required.
• Experience with NIH and other federal granting agencies is required.
• Proficiency with Microsoft Excel, Adobe, and Business Objects.
• Excellent critical thinking, analytical, verbal and written communication is required.
• Ability to apply solid organizational and time management skills to a deadline.
• Familiarity with UPENN sponsored research policies and related financial system is preferred.
• Ability to work independently, collaboratively & excellent interpersonal skills