Shared Grants Manager

Princeton University; Princeton (NJ); On-site; USD 90,000 - 100,000; Full time

Job summary

Princeton University seeks a Shared Services Grants Manager in ORPA to support faculty and departments lacking dedicated grants staff. The role covers pre-award and post-award administration across multiple units, ensuring compliance and continuity of service.

The position emphasizes temporary coverage for vacancies or workload surges, with collaboration across offices such as SRA, RIA, RDO, and central administration. Strong analytical skills and Excel proficiency are essential.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• At least five years of grants management or research administration experience.
• Knowledge of federal and non-federal sponsors and applicable research administration principles.
• Familiarity with Uniform Guidance, cost principles, and compliance responsibilities.
• Experience with electronic proposal and research administration systems.

Responsibilities

• Provide end-to-end pre-award proposal development and submission support.
• Review sponsor guidelines and advise faculty on requirements.
• Prepare budgets, budgets justifications, subawards, and approvals.
• Oversee post-award administration including financial forecasting and budgeting.
• Monitor expenditures, encumbrances, cost sharing, and subawards.
• Identify risks and coordinate corrective actions.
• Provide training and guidance to departmental staff.

Skills

Analytical skills

Communication

Time management

Attention to detail

Independent work

Education

Bachelor's degree or equivalent

Tools

Excel

Microsoft Word

Adobe Acrobat Pro

Princeton ERA

PeopleSoft Financials

Concur

Job description

Overview

Princeton University seeks a highly motivated, customer-focused, and results-oriented individual to serve as a Shared Services Grants Manager within the Sponsored Research Shared Services unit in the Office of Research and Project Administration (ORPA). The position supports faculty, researchers, and departmental staff who do not have dedicated grants management resources within their academic units and provides comprehensive pre-award and post-award research administration services across a portfolio of Division I and II departments and units.

This position places a significant emphasis on providing expanded grants management support services across Division I-IV academic and administrative units. As part of ORPA's growing Sponsored Research Shared Services program, the role delivers short-term pre-award and post-award grants management support to departments experiencing vacancies, leaves, workload surges, or other operational challenges, ensuring continuity of service and minimizing disruption to faculty and research activities

The Shared Services Grants Manager serves as a trusted research administration partner, coordinating with faculty, department administrators, the Office of Research & Project Administration (ORPA), Sponsored Research Accounting (SRA), Procurement, Research Integrity and Assurance (RIA), the Research Development Office (RDO), the Office of the Dean for Research (DFR), sponsors, and collaborating institutions to ensure effective and compliant management of sponsored research activities. The position requires strong independent judgment, initiative, accountability, and the ability to manage competing priorities in a fast-paced environment.

Responsibilities

Pre-Award Administration

• Serve as the primary research administration contact for assigned departments and provide end-to-end proposal development and submission support.
• Interpret sponsor guidelines and funding opportunity announcements and advise faculty and researchers on proposal requirements.
• Prepare budgets, budget justifications, subaward documentation, internal approvals, and other administrative proposal components.
• Review proposal packages for completeness, accuracy, and compliance with sponsor and University requirements.
• Assist with preparation and review of biosketches, current and pending support, facilities statements, and other sponsor-required materials.
• Identify and mitigate compliance, administrative, and business risks and coordinate required cost-sharing approvals.
• Facilitate ancillary reviews and coordinate with IRB, IACUC, IBC, URB, export controls, and other compliance offices as needed.
• Prepare and route proposals through Princeton and sponsor systems, coordinate with the assigned GCA, and shepherd submissions through required approvals.
• Route RAs, DUAs and other research-related agreements to the appropriate University office with necessary contextual information.
• Monitor proposals from development through submission and award negotiation and communicate status to faculty and departmental stakeholders.

Post-Award Administration

• Provide ongoing oversight of faculty sponsored research portfolios and advise on the financial and administrative implications of award activity.
• Develop multi-year projections and financial forecasts and monitor expenditures, commitments, encumbrances, cost sharing, subawards, and available balances.
• Prepare revised budgets, rebudget requests, no-cost extensions, carryforward requests, prior approvals, cost transfers, and other financial adjustments.
• Assist with award setup, award modifications, supplemental funding, continuations, reporting requirements, closeout preparation, audit responses, and sponsor requests.
• Manage grant-supported personnel expenses, labor distributions, salary reallocations, effort certification, and cost-shared effort.
• Review travel, purchasing, procurement, and reimbursement transactions for compliance with sponsor and University requirements.
• Monitor subrecipient activity and invoices and coordinate with faculty, departments, ORPA, and SRA to resolve complex post-award issues.
• Identify potential financial or compliance risks and proactively recommend corrective actions.

Expanded Shared Services & Operational Support

• Provide temporary, ad hoc, and short-term pre and/or post award grants administration coverage for departments outside the assigned portfolio during vacancies, leaves, workload surges, or other operational needs.
• Quickly assess departmental needs, establish priorities, and assume responsibility for time-sensitive pre-award and post-award activities with minimal disruption to faculty and researchers.
• Support a broad range of departments and disciplines, adapting services to varied sponsor requirements, award portfolios, and local administrative practices.
• Maintain documentation of portfolio coverage assignments, including open items, key deadlines, financial issues, and required follow-up to ensure smooth transitions and continuity of service.
• Monitor portfolio activity, workload trends, proposal volume, deadlines, and emerging service needs; identify and communicate risks, resource concerns, and opportunities for service expansion to the Operations Manager.
• Participate in working groups, committees, special projects, process improvement initiatives, and the implementation of research administration tools, procedures, and best practices.
• Promote consistent grants management practices, responsive customer service, and effective collaboration across academic departments and central administrative offices.
• Develop and administer forms, surveys, templates, and other resources to assess campus needs, support service delivery, and enhance grants management operations.
• Provide training, mentorship, and grants management guidance to departmental research administrators; develop and deliver educational resources and workshops, including Excel and other research administration topics, in collaboration with ORPA's Training Program Director
• Coordinate and facilitate Grant Manager Support Group meetings and contribute to community-building and professional development initiatives for the campus research administration community.

Qualifications

Required Qualifications

• Bachelor's degree or an equivalent combination of education and experience.
• At least five years of grants management or research administration experience.
• Knowledge of federal and non-federal sponsors, including industry, foundations, and foreign sponsors, and applicable research administration principles and best practices.
• Knowledge of Uniform Guidance, policies, cost principles, and compliance responsibilities, including conflict of interest, IACUC, and IRB processes.
• Experience with electronic proposal and research administration systems and an interest in using technology to improve efficiency and service.
• Strong analytical, accounting, financial, and grants management skills, including multi-year projections and cost-accounting principles.
• Ability to analyze complex situations, develop workable solutions, and balance customer service with regulatory compliance.
• Excellent oral and written communication skills, sound professional judgment, and the ability to provide timely, high-quality service.
• Strong work ethic and demonstrated personal accountability for completing assignments accurately and on time.
• Self-motivated and independently driven, with the initiative and follow-through to manage tasks and resolve issues with minimal supervision while consulting appropriate parties as needed.
• High degree of integrity, discretion, flexibility, attention to detail, and commitment to collaborative teamwork.
• Intermediate to advanced Excel skills and proficiency with Microsoft Word and Adobe Acrobat Pro.

Preferred Qualifications

• Experience supporting both pre-award and post-award research administration functions in an academic environment.
• Experience providing grants management services across multiple departments or disciplines, including interim or coverage-based assignments.
• Knowledge of Princeton ERA, Huron or another major university pre-award system, PeopleSoft Financial Systems, Concur, and Labor Accounting.
• Understanding of Princeton University objectives, policies, organization, and procedures.
• Experience administering sponsored programs at a Research I university.
• Ability to prioritize competing demands, adapt quickly to changing coverage assignments, and maintain momentum across multiple portfolios and deadlines.

Princeton University is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.

The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are pro-rated accordingly.

If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.

The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Probationary Period

180 days

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

Valid Driver's License Required

No

Experience Level

Mid-Senior Level#LI-ZY1

Salary Range

$90,000 to $100,000