Program Manager

meharrymedicalcollege; United States; On-site; USD 85,000 - 125,000; Full time

Job summary

Meharry Medical College is seeking a Program Manager for financial grants administration in the School of Medicine. The role oversees externally funded grants and sponsored programs from proposal through closeout, ensuring fiscal integrity and compliance.

You will partner with PIs, department leadership, and Finance to monitor budgets, prepare reports, and implement corrective actions while maintaining timelines and sponsor requirements.

Qualifications

• Experience managing externally funded grants and sponsored programs.
• Strong budgeting, financial monitoring, and reporting skills.
• Familiarity with sponsor requirements and federal regulations (2 CFR Part 200).
• Ability to coordinate across multiple departments and PI leadership.

Responsibilities

• Manage a portfolio of federal, state, foundation, corporate, and other sponsored awards.
• Coordinate administrative activities for grant-funded programs.
• Prepare monthly financial reports and budget-to-actual analyses.
• Ensure compliance with sponsor requirements and institutional policies.
• Develop grant dashboards and tracking tools for performance metrics.

Skills

Grant management

Budget planning

Financial reporting

Compliance

Cross-functional coordination

Tools

Workday

Job description

The program manager for financial grants administration is responsible for the comprehensive administration, coordination, and financial oversight of externally and internally funded grants and sponsored programs in the school of medicine. The Program Manager supports faculty, principal investigators (PIs), program directors, and institutional leadership throughout the grant lifecycle, including proposal development, budget preparation, award setup, financial monitoring, compliance, reporting, and closeout.

The position serves as a key liaison among principal investigators, academic and clinical departments, Finance, Research Administration, Sponsored Programs, Human Resources, Procurement, and external funding agencies. The Program Manager ensures that grant activities are conducted in accordance with sponsor requirements, institutional policies, approved budgets, and applicable federal regulations.

Essential Functions (Principal Duties and Job Responsibilities):

• Manage a portfolio of federal, state, foundation, corporate, and other sponsored awards from pre-award through closeout.
• Coordinate administrative activities associated with grant-funded programs and projects.
• Maintain detailed grant calendars, deliverables, reporting schedules, milestones, and compliance requirements.
• Serve as the primary administrative resource for faculty, principal investigators, program directors, and departmental leadership regarding grant management.
• Coordinate activities across multiple departments and institutional units to support successful program implementation.
• Monitor program performance and assist leadership in identifying operational or financial risks that could affect grant objectives.
• Assist faculty and program leadership with identifying and reviewing funding opportunities.
• Review funding announcements and summarize sponsor requirements, deadlines, eligibility criteria, and submission requirements.
• Coordinate development and submission of grant applications.
• Develop and review grant budgets, budget justifications, staffing plans, and supporting documentation.
• Verify appropriate application of salary, fringe benefits, indirect costs, participant support, subawards, consultants, equipment, travel, and other expenses.
• Coordinate institutional approvals and ensure applications are submitted by required deadlines.
• Establish systems to monitor grant expenditures against approved budgets.
• Prepare monthly financial reports, budget-to-actual analyses, projections, and spending forecasts.
• Review grant expenses for allowability, allocability, reasonableness, and consistency with approved award terms.
• Monitor personnel expenses, salary allocations, effort commitments, purchasing, travel, consultants, subawards, and other grant expenditures.
• Identify budget variances, potential deficits, unspent balances, and financial risks and recommend corrective actions.
• Coordinate budget revisions, rebudgeting requests, carryforward requests, and no-cost extensions.
• Work closely with Finance to reconcile grant accounts and resolve discrepancies.
• Assist PIs and leadership with developing financial strategies to ensure funds are appropriately utilized during the award period.
• Monitor grant end dates and proactively develop closeout plans to minimize unallowable expenses and excessive unspent balances.
• Assist with preparation of costing allocations and payroll accounting adjustments in workday
• Ensure grant activities comply with institutional policies, sponsor requirements, and applicable federal regulations.
• Support compliance with Uniform Guidance (2 CFR Part 200) and other applicable requirements.
• Monitor effort commitments and assist with effort certification processes.
• Coordinate with appropriate offices regarding IRB, IACUC, conflict-of-interest, research compliance, and other regulatory requirements when applicable.
• Maintain documentation necessary to support internal reviews, external audits, and sponsor monitoring.
• Assist with development and implementation of corrective action plans when compliance concerns are identified.
• Maintain accurate records for all assigned grants, including award documents, budgets, amendments, contracts, reports, and correspondence.
• Develop grant dashboards and tracking tools to monitor financial performance, deadlines, deliverables, and key performance indicators.
• Prepare routine and ad hoc reports for PIs, department chairs, deans, executive leadership, and other stakeholders.
• Coordinate financial and programmatic reporting requirements with appropriate institutional offices.
• Monitor reporting deadlines and ensure required reports are submitted accurately and timely.
• Maintain grant files in accordance with institutional record-retention requirements.
• Other duties as assigned

Knowledge, Skills, Abilities Preferred:

• Demonstrated effectiveness to advancing a culture and climate of diversity, equity, belonging and anti-oppression.
• Demonstrated effectiveness as a leader of faculty and staff.
• Outstandi