Grants Account Manager

https:/www.scheurer.org/careers/; Kentucky; On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Professional development opportunities

Comprehensive benefits package

Job summary

A leading educational institution in Kentucky is seeking a Grants Manager to oversee financial management and grant administration. This role involves ensuring compliance with funding agencies, managing budgets between $5m and $7m annually, and working directly with faculty on grant submissions. Candidates should possess a Bachelor's degree and at least five years of relevant experience in finance and grants management. The institution offers a collaborative work environment with opportunities for professional development.

Qualifications

• 5+ years of experience in operational finance management and grant management preferred.
• Demonstrated experience in managing strategic and organizational planning activities.
• Knowledge of university policies and procedures preferred.

Responsibilities

• Serve as the financial and business operations director for assigned portfolios.
• Manage the salary spend across the portfolio, balancing resources.
• Prepare administrative reports for funding agencies.

Skills

Financial management

Budget development

Strong communication skills

Analytical skills

Proficiency in Microsoft Office

Education

Bachelor's degree in a relevant field

Master’s degree

Tools

PeopleSoft

Oracle

Job description

POSITION OBJECTIVE

Working with a high degree of independence, provide overall administrative management and coordination of a variety of International research and business related functions; finance, budget, and grant administration for the Center for Global and Health and Department of Pathology within the School of Medicine. The grants manager will be assigned a research portfolio made up of multiple grants and contracts, some international, with annual expenditures between $4.5m and $5.5m. These assignments will change as needed based on changes in funding levels, staffing needs and other dynamics.

The grants manager is expected to function as the financial and business manager across their assigned portfolio and working directly with faculty and staff as it relates to grant submissions, financial reporting, tracking of expenses, determining optimal staffing levels based on available resources, and ensuring compliance with post award management for multiple NIH institutes, other Federal and State agencies, industrial and non-profit funding agencies. The grants manager will develop and implement plans for optimizing the management of resources, exercising discretion and independent judgment to assigned departments related to managing revenues and expenses, as well as working across units within the Office of Finance and with administrators across the SOM and University. The grants manager has authority to accomplish objectives within established guidelines and policies with the expectation of only referring special problems to the Associate Director.

ESSENTIAL FUNCTIONS

Serve as the financial and business operations director for their assigned portfolio which will range between $5m-$7m in annual direct spending. Extract data from multiple university sources and systems and perform continuous financial modeling for implementation. Review spending patterns to project future trends and prepare long‑range operational forecasts and cash flow analysis. Develop monthly forecasts for each PI outlining all projects in their portfolio and meet with them monthly to review trends. Develop and implement strategies to avoid over and under spending. Review and monitor spending levels and commitments. Be the main contact and primary administrator to departmental staff, faculty and Chairs for all things related to funded projects. Create efficiencies to improve accuracy. (30%)

Provide multi‑institution, complex proposal development for collaborative research, industry and clinical‑trials grants and contracts. Provide background research to emphasize the connection between the research needs statement and the interests of the funder. Manage contract and grant proposal preparation processes for the more demanding and reporting‑intensive sponsors with varying policies, restrictions, and deliverables. Advise faculty on complex contract and grant terms that may impact the administration of a project involving multiple institutions in both the U.S. and international sites. Facilitate terms and conditions of awards, budget augmentation, and project period with the principals. Ensure compliance with all state, federal and international agency regulations, industry, non‑profit organizations, and university procedures. Develop, and implement a system to ensure all projects closeouts are done timely. Maintain files of sponsored projects financial reports and close out packages. Meet with PIs, chairs and Administrative Director to discuss/initiate corrective actions prior to proposal submissions. Serve as a resource to assigned departments by identifying potential funding sources, interpreting proposal guidelines, providing guidance in navigating federal web based submission platform, and managing the internal routing process through Sparta. (25%)

Manage the salary spend across the portfolio by balancing the resources available to each individual faculty. Determine appropriate and affordable staffing based on grant budgets and projections of clinical trial revenues. Approve all staff hires. Initiate reorganizations and layoffs when funding resources change or are eliminated. Override the instructions of principal investigators if necessary. Complete monthly effort/salary distributions for exempt employees. Complete salary adjustments as needed while working collaboratively with human resource administrators and the associate director. Be the main resource to all faculty and staff as it relates to HR issues. (20%)

Present the SOM’s position, utilizing independent judgement, as it relates to compliant management, billing, and payments for shared research endeavors with administrative staff at affiliate hospitals to ensure effective financial management of clinical trials. Working across CWRU and with the appropriate affiliate staff representatives, monitor, review and approve various crossbills and reports with University Hospitals, the Cleveland Clinic and MetroHealth Medical Center to ensure accuracy and funding availability. (10%)

Prepare administrative reports for submission to sponsoring agencies including interim and final financial reports. Interpret school and university policies and procedures pertaining to grant management and expenditures and ensure compliance by all staff. Communicate any changes to policies and procedures to appropriate staff to ensure implementation. Ensure compliance with federal regulations as outlined in -21, A10 and A133. Maintain a database of all sub‑recipients and note all sub‑recipients subject to the Single Audit requirements. Gain an understanding of compliance programs of sub‑recipients and communicate additional expectations to comply with the university's compliance program. Monitor receipt due date of audit reports and if reports are not received request the audit reports from sub‑recipients. Review audit reports and follow up with sub‑recipient to determine if corrective actions have been taken on findings related to the university. Monitor on a regular basis sub‑recipient activities for compliance with program and university requirements. Monitor sub‑recipient expenditures to ensure compliance with applicable regulations. Assist sub‑recipients with resolution of financial non‑compliance. (10%)

Serve an active role, including chairing committees, on various leadership teams in developing long and short‑term departmental strategy goals. Cross train with HR specialists and purchasing managers to ensure smooth daily management of grants and contracts and during times of absence. Cross train will all other Assistant Directors for changes in assignments and absences. (5%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (<1%)

CONTACTS

Department: Daily continuous contact with scientific/academic director as well as administrative director and associate director, in addition to other faculty, administrative and scientific staff, to investigate and resolve problems, communicate requirements, interpret regulations/policies, and provide information.

University: Regular contact with Marketing, School of Medicine Development office, University Community Affairs office to provide information pieces for publication. Contact with School of Medicine’s Dean’s office for department chair/scientific director activities, schedule and requested information pertaining to academic activities. Regular weekly or as needed with General Accounting and Controller’s office for journals, queries, responding to requests and providing information. Frequent contact with Purchasing, Accounts Payable, Bookstore, etc.

External: Moderate periodic contact with community hospitals and organizations with international health interests. Weekly contact with University Hospitals, MetroHealth and Cleveland Clinic physicians, administrators, research personal and residents. Regular contact with Federal funding agencies and institutes, industrial and non‑profit funding agencies.

Students: Contact with graduate students and student employees.

SUPERVISORY RESPONSIBILITY

May supervise temporary and student employees.

QUALIFICATIONS

Education/Experience: Bachelor's degree and 5 or more years of related experience, or Associate’s degree and 7 or more years of related experience. Operational finance management and grant management experience preferred. Master’s degree preferred.

WORKING CONDITIONS

General office environment.

REQUIRED 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.
• Knowledge of university policies and procedures preferred.
• Professional and effective oral and written communication skills; and good interpersonal skills with the ability to work and communicate with various individuals within and external to the university. Must demonstrate good presentation skills and the ability to relay information articulately and accurately to others in a formal and informal setting.
• Strong organization skills; ability to multi‑task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and follow‑through.
• Effective management skills; ability to lead, train, work with, and elicit cooperation from team members and staff.
• Ability to work effectively independently and collaboratively within a team. Must be highly motivated, responsible, dependable and a self‑starter.
• Effective problem‑solving skills; must demonstrate excellent analytical skills, sound judgment and good decision‑making.
• Must demonstrate innovation and the ability to develop new ideas, procedures and systems in order to enhance efficiency and effectiveness.
• Must demonstrate flexibility and ability to work under pressure; must be able and willing to conform to shifting priorities, demands and timeline.
• Proficiency in Microsoft Office, database applications, and with internet navigation. Experience with PeopleSoft and/or Oracle a plus.
• Must demonstrate willingness to learn new concepts, procedures, processes, and computer programs as needed.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.

Apply online at: jobs.case.edu search for job #14341