Grants Coordinator

Pennsylvania United States
11 Oct 2018
End of advertisement period
11 Dec 2018
Contract Type
Full Time

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.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

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.

Consistently ranked among the country’s top design schools, PennDesign enrolls more than 700 students in 25 degree programs, including architecture, landscape architecture, city planning, historic preservation, and the fine arts.

The School of Design is seeking an experienced Grants Coordinator to join our Manager of Grants and Contracts in launching our Research Support Center (RSC) which will support all pre and post award funded grant/contract activities of the faculty, research centers, and PennPraxis, a separate 501c3 that serves as the applied research arm of the School.


Assist the Manager of Grants and Contracts as needed with proposal development, including, but not limited to, reviewing solicitations, loading proposals into PennERA, tracking proposal approvals and the status of executed contracts, and other related pre-award issues for a diverse sponsor/client portfolio funded externally or internally within the University. Apply knowledge of OMB Uniform, Office of Research Services, and PennPraxis guidelines.


Under general supervision of the Manager of Grants and Contracts, provide direct post-award financial support by reviewing, processing, and approving all funded research payroll, procurement, and reimbursement activities including, but not limited to, payroll, purchase orders, non-purchase orders, wires, credit cards, individual/entity invoices, journals, and travel and non-travel reimbursements according to University financial and sponsored policies and procedures using PennWorks, BEN Financials, BEN Deposits, Concur, Penn Marketplace Enhancement System, and the corporate credit cards.

Act as the Research Support Center’s (RSC) official liaison on best procurement and reimbursement practices, including the required documentation necessary to successfully complete all types of funded research transactions; provide excellent customer service by responding to and following-up on all faculty, sponsor, client, and vendor requests in a timely manner; produce, send, and follow-up on invoices for PennPraxis’ clients; deposit checks; and run reports in Business Objects to verify budget balances available.

Report directly to the Manager of Grants and Contracts and assist where needed.

An Associate’s Degree and 2 years to 3 years of experience or equivalent combination of education and experience is required. A successful candidate should have a considerable knowledge of University financial and sponsored policies and procedures, experience in using University systems including, but not limited to, BEN Financials, PennWorks, PennERA, Business Objects, Penn Marketplace, journals, and purchasing cards. We are seeking a candidate possessing a pro-active work style with strong follow-up skills and the ability to add value to the sponsored research process. This position requires the ability to work well under pressure. Must have the ability to work independently, multi-task, organize, prioritize, communicate effectively, and interact in a professional manner with a diverse faculty, staff, students, and vendors.

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.

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