Assistant/Associate Director, Pre-Award, Proposal and Award Management

University of Pennsylvania; Cambridge; On-site; GBP 58,000 - 66,000; Full time

Benefits offered by this job

Health insurance

Tuition benefits

Retirement plans

Flexible work hours

Wellness programs

Job summary

University of Pennsylvania in Philadelphia seeks an Assistant/Associate Director, Pre-Award, Proposal and Award Management to lead Pre-Award and non-financial post-award duties for sponsored research. You will review proposals for compliance with sponsor and university policies while coordinating with departments, schools, and centers to ensure timely submissions.

The role emphasizes providing action-oriented support to Principal Investigators, managing complex operational tasks, and delivering

Qualifications

• Bachelor's degree and 3 to 5 years of experience or equivalent combination of education and experience is required.
• Ability to work independently, under the pressure of deadlines, demonstrate attention to detail and a proactive work style.
• Experience with federal/non-federal sponsors and University guidelines/policies is strongly preferred.
• Work effectively in a matrixed environment with inclusion and belonging in academia.

Responsibilities

• Review, authorize, and submit proposals on behalf of the university to sponsors, ensuring compliance and optimal funding opportunities.
• Bind the university to terms and conditions for funded grants, contracts, and subawards; advise on non-monetary agreements.
• Communicate with regulatory offices to meet requirements for sponsored activity and maintain proper documentation.
• Serve as liaison between sponsors and faculty; review and submit non-financial reports; stay current on sponsor policies.

Skills

Attention to detail

Independent work

Sponsor & policy familiarity

Education

Bachelor's degree

Job description

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

Assistant/Associate Director, Pre-Award, Proposal and Award Management

Job Profile Title

Associate Director, Research Services

Job Description Summary

The Assistant/Associate Director promotes the Office of Research Service’s mission of providing excellent customer service for research projects with an overall focus on high levels of quality of work and departmental interaction. Pre-Award services at Penn is managed via a dynamic team approach.

The Assistant/Associate Director is responsible for Pre-Award and non-financial post-award duties of sponsored research, which include the review of proposals for compliance with sponsor and university policies and guidelines; and non-financial post-award activities.

Serve as point of contact for sponsoring agencies, and work with departments, schools, and centers to ensure timely submission of non-financial reports and requests for approval of changes to projects. Provide action-oriented support to Principal Investigators (PIs) and handle specific grant agreement issues with confidentiality and integrity. Manage a wide range of complex operational and administrative matters and understand the organization and functions of academic departments, organizational research units, and other campus units involved in research administration.

Pre-Award services at Penn is managed via a dynamic team approach. The Associate Director will work with a team to ensure timely and accurate service for a range of sponsor agencies, research activities, and proposal requirements.

Job Description

Job Responsibilities

• Responsible for reviewing, authorizing, andsubmittingproposals on behalf of the university to a wide range of funding sponsors.Ensuresproposals aresubmittedin accordance withuniversity policy and in compliance with sponsor requirements tooptimizelikelihood of funding.Advisesfaculty and departmental administrative staff on funding opportunities and administrative strategies for the preparation of successful grant/contract proposals.

• Responsible for binding the university to terms and conditions for funded research grants, contracts, and ancillary agreements. Collaborates with contract administrators and provides guidance on terms and conditions for subawards and non-monetary agreements.

• Communicateswith regulatory offices, to ensure requirements are met for sponsored research activity;maintainall proper and necessary documentation.

• Serves as a liaison between funding sponsors and faculty. Reviews andsubmitsfinal non-financial reports. Maintains current working knowledge of federal andnon-profitsponsor policies to ensure the responsible conduct of research at Penn andadvisefaculty and departmental administrative staff accordingly.

• Regularly meetwith faculty and administrators to ensure service needs are met and serve as subject matterexpert. Addressesconcernsorneeds of assigned divisions and departments.

• Identifiestraining needs and develops and delivers training materials to meet those needs in a variety of formats, including individualtrainingsand group sessions. Develop, manage, and deliver university-wide instructor led andweb basedsponsored projects training course offerings. Ensure training materials and content aremaintainedand consistent with federal, state, city, and sponsor compliance requirements

• Other duties and responsibilities as assigned

Qualifications

• BachelorDegreeand3 to 5years of experience or equivalent combination of education and experienceisrequired.

• Ability to work independently, under the pressure of deadlines,demonstrateattention to detail and a proactive work style.

• Experience withfederal/non-federal sponsors and University guidelines/policies is strongly preferred.

• Work effectively in a highly matrixed and decentralized environment with the ability to navigate through ambiguity anddemonstrateappreciation and support for inclusion and belonging in a constantly evolving academic/higher education environment.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Division of Finance

Pay Range

$77,330.00 - $88,000.00 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.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin(including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protectedunder applicable federal, state or local law.

Special 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.

University Benefits

• Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefitsto 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.

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