Grants Manager

Pennsylvania, United States
05 Jan 2021
End of advertisement period
05 Mar 2021
Contract Type
Full Time

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.

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.

Job Description Summary

The key responsibility of this role is to provide financial and administrative support for the research activities of the School of Social Policy & Practice. Under limited supervision, this position will manage all research funds, including sponsored programs, internal awards, etc. from pre-award through post-award.

The Grants Manager will work in collaboration with Principal Investigators on areas including, but not limited to, proposal development; budget guidance and monitoring; compliance with sponsor and University guidelines; progress reporting and forecasting; close-out reports; effort reporting. This role will also handle award related accounting, payroll, purchasing, and other financial processes as well as manage all general ledger research related balances.

As a key member of the School's Finance & Administration team, the Grants Manager will perform analysis on sponsored project activity to understand fund flows, including the timing and impact on fiscal years; ensure appropriate indirect cost recovery rates; and participate in the budgeting, forecasting, variance analysis, and year-end closing processes as they relate to the position responsibilities.

Job Description

  • Pre-award: Manage the proposal development process, including providing financial & administrative support to PI s & other personnel; assisting researchers in accurate and compliant budget development; ensuring indirect cost recovery is appropriate; developing and maintaining guides/checklists to aid PI's in proposal development; ensuring that all submissions are in compliance with sponsor and University guidelines; and other pre-award responsibilities as deemed necessary.
  • Post-award: Set-up new budgets in BEN; manage grant accounting, including journal entries, payroll, purchasing, etc.; produce reports (including fund projections) and ensure all charges are compliant and accurate; meet with PI's to review fund status, progress reporting, budget management, closeouts, etc.; request no cost extensions; manage the subcontract process and electronic system updates (i.e., Penn-ERS (Effort Reporting), etc.); and perform other post-award processes as needed.
  • For employees paid on research awards, enter distributions in the payroll system, plan annual distributions, and advise PI's of summer salary. Manage the effort reporting process, including preauthorization and follow-up with staff members and PI's to ensure that reports are accurate and timely. Maintain salary grids and work with other F&A staff members to ensure faculty and staff are correctly paid.
  • Manage all general ledger research related balances, including not only sponsored program funds, but also Penn awards (i.e., URF, etc.), SP2 funded research awards (i.e., IRA s, Dean funding, etc.), and others to ensure that balances are not in deficit, amounts are accurate, charges are hitting the correct funds, faculty and others are informed of and in agreement with the available balances, and so on.
  • Perform analysis on sponsored project activity to understand fund flows, including the timing and impact on fiscal years. Periodically review total indirect cost recovery as a percentage of total award funding to ensure the School is not inadvertently subsidizing the grants activity due to lower than sufficient rates.
  • Assist with the year-end closing process, periodic variance analysis and reporting, annual budgeting, and routine forecasting as deemed necessary.
  • Serve as primary liaison with the Office of Research Services on pre-award and post-award issues.
  • Maintain professional knowledge through university sponsored training as well as information from federal agencies and professional research administration
  • groups. Monitor and enforce compliance with sponsor guidelines and OMB Uniform Guidance.
  • Other duties and responsibilities as assigned.


Bachelor's Degree with 5-7 years of related experience or equivalent combination of education and experience is required

Working Conditions

Office, library, computer room

Physical Effort

Typically sitting at a desk or table

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Social Policy and Practice

Pay Range

$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.

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