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Posted Job Title
NIH / Clinical Trials Grants Manager B - Penn Dental Medicine
Job Profile Title
Grants Manager B
Job Description Summary
The Grants Manager will provide research administrative and financial management support to investigators at Penn Dental Medicine. This person will provide both pre-and post-award support, coordination and administration to Penn Dental Medicine. Post award activities include: account setup, monitoring and reviewing sponsored projects expenditures, preparing fund projections, recommending/implementing corrective actions as needed, ensuring efficient, accurate and timely grant closeouts, monitoring and enforcing compliance with sponsor guidelines, and School and University policies. The Grants Manager will regularly meet with principal investigators to discuss and advise them on financial issues related to their portfolios.
The Grants Manager will maintain salary grids and work collaboratively with the Fiscal Operations and Business Administration team to ensure faculty and staff are paid correctly; prepare effort reports, direct and indirect cost allocation and management; participate in specific projects, including the annual budget submission, management of grant projections; manage more complicated grants including training grants and program projects with multiple sub-contracts. The Grants Manager will produce quarterly forecasts and annual budgets for sponsored-research fund groups and research-related special-purpose funds. They will assist with grant policy creation, dissemination, and enforcement in the respective grant areas.
The Grants Manager will report to the Administrative and Financial Officer and work closely with the Office of Research Support Services (ORS), Export Control and Compliance and the Office of International Student and Scholar Services.
Responsible for the overall financial management of the grant portfolio and other financial matters of the School/Center. Will manage proposal development, budget development, and related pre-award activities for diverse sponsor portfolio. Manage post award activities including account set up, monitor and review of all sponsored projects expenditures including fund projections. Monitor and enforce compliance with sponsor guidelines and meet with Principal Investigators to discuss and advice on any financial issues related to their portfolio. Will actively participate in specific projects and will be greatly involved in a more complicated grants including training grants, clinical trials, and program project with multiple sub-contracts. Supervises Grants Coordinator, assign and oversee work activities, evaluate performance, participate in decision-making related to potential hires, salary increases and terminations.
Work independently & collaboratively with various stakeholders & staff/faculty to provide pre-& post-award grant management administration & reporting; proactively work to resolve issues/problems in a positive & respectful way. Work with PIs in preparing sponsored project budgets in a timely manner; steward approval process & reporting process with accuracy. Consistently demonstrate & model competencies of accountability, adaptability, clear communication, initiative and working collaboratively.
Work with Fiscal Operations & ORS to monitor & remedy all grant-related issues in accordance with all relevant policy. Regularly meet with principal investigators to discuss & advise them on financial issues related to their portfolios. Work collaboratively with the Fiscal Operations & Business Administration team to ensure faculty & staff are paid correctly; prepare effort reports, direct & indirect cost allocation & management;
Accurately produce & distribute timely and prompt routine monthly & ad hoc reporting & analysis on current research balances, investigator productivity, space allocation & other data relevant to managing the School of Dental Medicine s research enterprise. Produce quarterly forecasts & annual budgets for sponsored research fund groups & research-related special-purpose funds. Assist and collaboratively support grant policy creation, dissemination, & enforcement in the respective grant areas
Produce quarterly forecast & annual budget for sponsored-research fund groups & research-related special-purpose funds. Take responsibility for all work activities & personal actions; follow through on commitments; implement decisions that have been agreed upon; maintain confidentiality with sensitive information; acknowledge & learn from mistakes without blaming others; recognize the impact of one's behavior on others. Consistently maintain a constructive, open dialogue with all.
Compliance Approval Information
Review compliance databases and updates applications databases.
Certifies that any pending compliance issues for sponsor have been addressed.
In response to requests from sponsors, follows up with the investigator to address appropriate compliance issues.
Notifies faculty impending approvals to submit protocols to appropriate institutional committee.
Tracking Outcome of Pending Applications
Ensures that tracking of pending application is up-to-date. Follows up with investigator regarding status of application.
Updates application database.
Ensures files are complete for awarded applications. Follows up with investigators and/or administrators regarding missing information.
Prepares monthly summary reports of applications submissions and outcomes.
Tracks and monitors all monthly revenue and expenses on grants.
Queries application database in response to specific requests and prepares customized reports.
Communicates the needs for new policies and procedures to supervisor within a reasonable time.
Meets regularly with manager/supervisor to review pending proposals and actions to be taken.
Ensures all grants are logged properly and accounts are successfully created.
Ensures all awards received match the budgeted amount.
Ensures all program are invoiced appropriately and timely.
Ensures all financial reports are prepared and submitted as required by sponsoring program.
Makes all necessary budget revisions and payroll allocation revisions for grants as necessary.
Application Resource Management
Assists in maintaining sponsor files.
Assists in ensuring that federally sponsored program files and information are up-to-date.
Assist in the development of internal policies pertaining to grants and contracts. Keeps current with sponsor policies to address responsibilities of the grants office and discusses workflow processed with the team to ensure efficient processes are in place.
Processing and Review of Grant Proposals.
Assists faculty and other Division staff in the electronic (and paper) grants submission process.
Enters data for all proposals reviewed and maintains electronic database pertaining to applications.
Reviews budgets to ensure appropriate sponsor guidelines have been addressed. This includes making sure that all budgetary items requested are in compliance with the sponsors guidelines and confirming institutional salaries. Follows up with investigators and/or administrators where necessary.
Keeps up to date on Federal policies and notifies management team of changes. This involves weekly review of the Federal Register and NIH websites.
Prepares monthly reports of application activity. Prepares customized reports as requested.
Assists faculty and administration in preparation of budgets. Discusses sponsor policies with investigators and administrators and prepares excel spreadsheets with revised budgets.
Responds in a timely manner to faculty requests for information.
Bachelors degree with a minimum ofÂ 5 years related experience or equivalent combination of education and experience.
Experience with budget preparation and expense analysis is essential.
Advanced knowledge of personal computer software such as Windows, word processing, spreadsheet, graphics, database, project management, etc.
Master in Healthcare or Business Management is preferred.
Qualified candidates must be able to effectively communicate with all levels of the organization.
Job Location - City, State
Department / School
School of Dental Medicine
$59,703.00 - $113,435.00
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.
Internal Number: JR00011410
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.