ARO - Grants Account Manager

Case Western Reserve University provides a transparent salary estimate for this position. The salary range is between $58,000 and $66,672, depending on qualifications, experience, department budgets, and industry data.

About the Role

Working with a high degree of independence, the Grants Manager for Funded Projects will provide overall administrative management and coordination of finance, budget, and grant administration for various departments within the School of Medicine. The grants manager will oversee a research portfolio of multiple grants and contracts across several research departments, with annual expenditures between $4.5 million and $5.5 million. Assignments may change based on funding levels, staffing needs, and other dynamics. The role involves functioning as the financial and business manager for the assigned portfolio, working directly with faculty and staff on grant submissions, financial reporting, expense tracking, staffing optimization, and compliance with post-award management for multiple funding agencies, including NIH, other federal and state agencies, industrial, and non-profit sponsors.

Responsibilities

• Serve as the financial and business operations director for an assigned portfolio ranging between $5 million and $7 million in annual direct spending. Extract data from multiple university systems to perform continuous financial modeling, review spending patterns, project future trends, and prepare long-range operational forecasts and cash flow analysis.
• Develop monthly forecasts for each principal investigator, outlining all projects in their portfolio, and meet with them monthly to review trends. Implement strategies to avoid over- and under-spending, and monitor spending levels and commitments.
• Act as the main contact and primary administrator for departmental staff, faculty, and chairs regarding all aspects of funded projects. Delegate tasks to other team members and follow up to ensure timely completion while creating efficiencies to improve accuracy. (30%)
• Provide multi-institution, complex proposal development for collaborative research, industry, and clinical-trial grants and contracts. Conduct background research to align research needs with funder interests. Manage proposal preparation processes for demanding sponsors with varying policies, restrictions, and deliverables. Advise faculty on complex contract terms impacting multi-institution projects, both domestic and international.
• Facilitate terms and conditions of awards, budget augmentations, and project periods with principal investigators. Ensure compliance with all state, federal, industry, non-profit, and university regulations. Develop and implement systems for timely project closeouts, maintain financial report files, and manage closeout packages.
• Serve as a resource to assigned departments by identifying funding sources, interpreting proposal guidelines, providing guidance on federal submission platforms, and managing the internal routing process. (25%)
• Manage salary spend across the portfolio by balancing resources available to each faculty member. Determine appropriate staffing based on grant budgets and clinical trial revenue projections. Approve all staff hires, initiate reorganizations or layoffs as funding changes, and override principal investigator instructions if necessary.
• Complete monthly effort/salary distributions for exempt employees and adjust salaries as needed in collaboration with HR administrators. Act as the primary resource for faculty and staff on HR-related issues. (20%)
• Represent the School of Medicine’s position on compliance management, billing, and payments for shared research endeavors with affiliate hospitals. Monitor clinical trials to ensure revenue receipt, budget increases, and timely payments to affiliates in accordance with affiliation agreements. Review and approve crossbills and reports with University Hospitals, Cleveland Clinic, and MetroHealth Medical Center. (10%)
• Prepare administrative reports for sponsoring agencies, including interim and final financial reports. Interpret and ensure compliance with school and university grant management policies. Communicate policy changes to staff and ensure adherence to federal regulations (e.g., -21, A10, A133). Maintain a database of sub-recipients, monitor audit reports, and address financial noncompliance. (10%)
• Nonessential Functions: Participate in leadership teams, including chairing committees to develop departmental strategy goals. Cross-train with HR specialists and purchasing managers to ensure smooth daily management of grants and contracts during absences. Cross-train with other grants managers to handle assignment changes. (5%)
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree and 5+ years of related experience, or Associate’s degree and 7+ years of related experience required. Operational finance and grant management experience preferred. Master’s degree preferred.

Skills

• Demonstrated experience in managing strategic and organizational planning activities within a complex organization, preferably in an academic or public health setting.
• Experience developing or managing budgets and knowledge of university policies and procedures.
• Professional and effective oral and written communication skills, with strong interpersonal abilities to work with diverse individuals internally and externally.
• Strong presentation skills and the ability to relay information accurately in formal and informal settings.
• Excellent organizational skills, including multitasking, prioritization, meeting deadlines, attention to detail, time management, and follow-through.
• Effective management skills, including leadership, training, teamwork, and eliciting cooperation from staff.
• Ability to work independently and collaboratively, demonstrating motivation, responsibility, dependability, and initiative.
• Strong problem-solving skills, analytical abilities, sound judgment, and innovative thinking to develop new procedures and systems.
• Flexibility to work under pressure, adapt to shifting priorities, and meet demands and timelines.
• Proficiency in Microsoft Office, database applications, and internet navigation. Experience with PeopleSoft and/or Oracle is a plus.
• Willingness to learn new concepts, procedures, processes, and computer programs as needed.
• Ability to support, educate, and advocate for all students while adhering to university policies on conflict of commitment and interest.
• Ability to meet consistent attendance requirements and interact face-to-face with colleagues, supervisors, and customers.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.

Benefits

University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Schedule

This position is eligible for a hybrid work arrangement, allowing up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon supervisor approval, successful completion of an orientation period, and signing the remote work checklist certification form.