Grants Manager A

Department: Perelman School of Medicine | Location: Philadelphia, Pennsylvania | Reports to: ACC Finance & Administration (direct), PSOM Office of Research Support Services (dotted line)

About the role

The Grants Manager A provides comprehensive financial management of cancer research programs, with an emphasis on industry-funded therapeutic clinical trials and other complex research agreements for a large and diverse portfolio. This role oversees all aspects of pre-award and post-award activities ensuring compliance with institutional and sponsor requirements. The position requires advanced knowledge of research administration, budgeting for multi-component projects, and managing intricate contractual obligations.

Responsibilities

Pre-award:

• Review study protocols and partner with investigators, operations teams, and billing compliance to prepare and submit proposals.
• Develop detailed budgets and negotiate terms for multi-location, multi-year trials, requiring proficiency in Excel.
• Coordinate with legal affairs to finalize contracts and amendments.

Post-award:

• Set up accounts, monitor expenditures, and ensure compliance with sponsor terms.
• Track invoicing schedules and payment terms for complex agreements.
• Design and maintain an invoicing system to ensure all billable items are requested and collected, including establishing safeguards to protect the integrity of the process.
• Identify incorrect transactions and take corrective action.
• Reconcile and close-out study accounts at study completion.
• Prepare financial reports and reconcile accounts for multi-million-dollar projects.
• Manage effort reporting and salary allocations for grant-funded personnel.

Compliance/Reporting:

• Ensure adherence to federal regulations, institutional policies, and contract requirements.
• Regularly review clinical trials to ensure all potential costs are accurately reflected in budgets, including a detailed comparison of actual UPHS expenses against contract language; amend existing budgets, if needed.
• Maintain documentation for audits and internal reviews.
• Stay current on clinical trial regulations and industry standards.

Communication:

• Serve as a main contact and key liaison between investigators, operations teams, sponsors, and clinical trials offices, including the University's Office of Research Services (ORS) and School of Medicine's Office of Research Support Services (ORSS).
• Recommend and, upon approval, implement policies and procedures to ensure consistency in reporting and compliance with University, School, and sponsor requirements.
• Provide guidance to faculty and non-financial staff on financial issues related to their portfolios.
• Provide training to junior grants coordinators and managers.

Other duties and responsibilities as assigned.

Qualifications

• Bachelor of Science and 3 to 5 years of experience or equivalent combination of education and experience is required.

Requirements

• Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Pay

$65,628.00 - $74,000.00 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, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Benefits

• Health, Life, and Flexible Spending Accounts: Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits; flexible spending accounts for eligible health care and dependent care expenses with pre-tax dollars.
• Tuition: Tuition assistance for employee, spouse, and dependent children at Penn; dependent children also eligible for tuition assistance at other institutions.
• Retirement: Generous retirement plans (Basic, Matching, and Supplemental) with pre-tax or Roth options; wide variety of investment options through TIAA and Vanguard.
• Time Away from Work: Substantial paid time off for vacation, personal affairs, illness, injury, and family needs.
• Long-Term Care Insurance: In partnership with Genworth Financial, coverage for employee and eligible family members for home, community, or nursing facility care;