Grants Coordinator A/B - University of Pennsylvania

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 Large Employers in 2023.




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.








Posted Job Title

Grants Coordinator A/B





Job Profile Title

Grants Coordinator A





Job Description Summary

This role assists with the preparation, review and submission of sponsored program programs through the internal review process for submission to the sponsor, assuring compliance with the department, school and university guidelines. Activities include, preparing pre-award budget/justifications, provide guidance on policies and procedures related to sponsored programs and resolution of related issues with the investigators. The individual will also act as a liaison between the faculty, administrative staff and various internal and external contacts. Prepare reports for review by the grants management team and monitor grant expenditures for allowability with funding policies.

This position reports to the Director of Division Administration within the department and has a dotted reporting line to the PSOM Office of Research Support Services.





Job Description


Job ResponsibilitiesGrants Coordinator A



+ Pre-award grant support to senior team with the preparation of research proposals to sponsors. Assist with the preparation of budgets and budget justifications. Gather required documents for submission according to funding sponsor guidelines. Review application for completeness


+ Create, manage and track subcontracts. Reconcile subcontracts to ensure consistent spending and notify subcontract recipients of important due dates. Track outstanding accounts receivable and process for payment in a timely fashion


+ Maintain an organized filing system for departmental accounts, research projects and HR files. Print and distribute monthly fund summary reports to faculty and managers.


+ Post-award grant support to senior team.


+ This position reports directly to the Associate Director of Administration and Finance of the Division of Infectious Disease.


+ Other duties and responsibilities as assigned





Grants Coordinator B:


The qualified applicant will assume responsibility for daily financial transactions on university systems for the research administration including POs, invoices, grant monthly reporting; ensure smooth workflow of day to day activities including sponsored project proposals, requests for payment, etc.; assist PIs as needed in day to day research financial activities. Under general direction of the Associate Director of Administration and Finance (AD), this position is responsible to enter all agreements for the Research Inventory System (RIS) for the Grants Managers approval.




Work with the GMs and AD to set up new awarded projects with revised budgets. Update yearly budgets in financial systems with set up of all new budget journals, reallocation journals, and budget reduction journals. Work with the GMs, AD and PI’s for accurate budget forecasting for all proposals; review all expenses on grant and identify waywards. Support post award staff and administrator with financial reporting and closeout. Participate in the annual budget process and monthly financial analysis for sponsored programs, gifts, endowments, chair commitments and other university accounts. Reconcile and correct fiscal year activity such as suspense, anticipated resources, dependent tuition, residual balance transfers of clinical trials. This position reports directly to the Associate Director of Administration and Finance of the Division of Infectious Disease. Other duties as assigned.




POSITION CONTINGENT UPON FUNDING




Qualifications


Grants Coordinator A: Associate of Science and 2 to 3 years of experience or equivalent combination of education and experience is required.Grants Coordinator B: BA/BS degree with 2 to 3 years of experience or equivalent experience required.




Both positions prefer background knowledge on NIH grant proposals.




Successful candidate must be highly motivated, attentive to details, ability to work in a team setting, multi-task with a strong work ethic. Excellent interpersonal and communications skills. Ability to work independently, under pressure of deadlines, be flexible and contribute positively to a dynamic business environment.




Prefer a candidate with awareness of grant submission coordination either with pre award or post award within a research setting.




Skills preferred are strong computer skills, with working knowledge of computer software such as Excel or Access, familiar with Ben Financial, and Business Objects or similar financial software.






Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Perelman School of Medicine





Pay Range

$37,220.00 - $77,315.00 Annual Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.










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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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay



The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.