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Grants Manager, CGIR

University of Pennsylvania
Pennsylvania, United States
Salary Not specified
Date posted
Feb 23, 2024

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Position Type
Faculty Positions, Business & Management, Accounting & Finance
Employment Level
Employment Type
Full Time

Grants Manager, CGIR

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
Grants Manager, CGIR

Job Profile Title
Grants Manager A

Job Description Summary
The Center for Guaranteed Income Research (CGIR) is seeking a Grants Coordinator (GC) to support CGIR's Director, Award Development & Finance (AD&F) and Senior Management. CGIR has a rapidly growing $20M research portfolio of more than 20 awards and gifts. This position will report directly to our CGIR's Director, Award Development & Finance and collaborate with CGIR's Financial Support and Engagement Coordinator and Grants & Finance Administration team within the School of Social Policy and Practice (SP2).

The Grants Coordinator will work directly with CGIR's research staff to support a range of research activities within the Center, both pre and post award. Such activities include supporting CGIR research teams during award setup and facilitating research partnerships with Co-PIs to support CGIR projects. This position also works in close collaboration with subcontractors and will partner with them to ensure smooth operations, information sharing, and overall compliance with School and University policies. In addition, the GC will provide critical financial and regulatory information to support CGIR research studies and staff throughout the study duration to inform project projections, workflow, and staffing allocations. The GC will produce and distribute specialized monthly grant management related reports for each award and gift. Finally, the GC will provide support for research activities, including but not limited to overseeing and supporting the human subject payments process for all Guaranteed Income (GI) pilots in 30 plus cities with the Financial Support and Engagement Coordinator and Research Coordinators. This position will report to the Director, Award Development & Finance within the Center for Guaranteed Income Research, housed within Penn's School of Social Policy and Practice (SP2).

All SP2 staff are required to participate in convocation and graduation ceremonies as needed.

Contingent upon continued funding.

Targeted Pay Range: $51,824 - $91,232 annually

This Targeted Pay Range is only applicable to this job posting. All salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Job Description
Job Responsibilities

Post-award Duties:
  • Set up awards and manage for financial, regulatory, meeting regularly with CGIR senior management and investigators for expense reporting and projects.
  • Included but not limited to budget development, award setup (budget entry), subcontract setup and monitoring, maintaining financial, regulatory, and IRB compliance for each award, financial transaction processing, monthly expense reporting, projections, and closeouts.
  • Manages, processes, monitors, and analyzes revenue and expense transactions.
  • Creating and correcting journal entries; budget journal entries; review and approve purchase requisitions in accordance with funding source and policy considerations; and run/review PI monthly financial reports.
  • Notifying CGIR Director AD&F and ED if budget adjustments to research deliverables need to occur as grants close.
Payroll Duties:
  • Working directly with CGIR'S Director, AD&F and senior management to ensure the center salary grids are accurate and updated accordingly. Maintain salary spreadsheets and payroll files.
  • Entering costing allocations, payroll reallocations and effort reporting when applicable.
  • Research problems, reallocating funds as needed. Run monthly payroll reports using BEN Financials and Business Objects to verify that faculty, staff, and part-time workers were paid correctly. Maintain and track faculty and staff salary distribution payroll and all payroll activities.
  • These activities will be supported using online University applications including (Workday, Business Objects, Payroll Reallocations, etc.).
Finacial Management Duties
  • Manage and track subcontracts and follow up through after execution, generate PO, track, and maintain expenses, review/validate incoming invoices; enter receipts; reconcile to ensure consistent spending.
  • Review expenditures to ensure compliance with grant and SOW requirements; challenge inappropriate expenses; obtain documentation for budget deviations for audit purposes.
  • Transactional responsibilities related to sponsored research expenses, including procurement (BEN Financials), reimbursement (Concur), payroll (Workday), payment requests (Penn Marketplace), and cost transfers.
  • Track outstanding accounts receivable and process for payment in a timely fashion.
  • Oversee, track, and reconcile human subject payments in accordance with IRB approved protocols.

Pre-Award Duties:
  • Assist Director, AD&F in all tasks related to budget and contractual preparation and revision.
  • Support CGIR research teams during award setup and facilitate research partnerships with Co-PIs to support CGIR projects, including project meetings with external stakeholders and external Director AD&F to ensure the operationalization of research activities matches grant, gift, and contract stipulations.
  • Support other Pre-Award functions as needed, reviewing AIS for accuracy along with any corrections, and meeting regularly with external stakeholders when the Director, AD&F and ED are seeking new funding.
  • Update and maintain organized filing system for department accounts, research projects and financial files.
  • Print and distribute monthly fund summary reports to Director, AD&F.
  • Must be able to handle confidential and sensitive information.
SP2 Finance & Administration Team Collaboration:
  • Under the direction of CGIR's Directors, attend regular meetings with SP2's Grants, Finance and Development management team.
  • Provide liaison across Penn's central ORS, Procurement and Development offices.
  • Work closely with CGIR and SP2's grant and finance team to monitor and review all sponsored projects expenditures including fund projections.
  • Ensure shared processes for non-confidential finance information, sharing current year forecasts and multi-year budgets for inclusion in the school's budget plans, and identifying overhead-related revenues and costs. This position will work closely with the Office of Research Services post award team and the SP2 Finance and Management team to ensure the use of shared electronic finance systems and consistency among centralized finance processes to adhere to university guidelines.

Perform additional duties as assigned, including participation in SP2's convocation and graduation ceremonies as needed.


AA Bachelor's degree and 2-3 years of experience in research grants and finance in an academic research center, or equivalent combination of education and experience, are required; 3-5 years of experience preferred. A successful candidate should have a considerable knowledge of university financial and sponsored policies and procedures, and compliance related guidelines and processing for federal and non-federal grant awards. Working knowledge in a research center in using University systems including, but not limited to, BEN Financials, Workday, PennERA, Grant Financial Management System (GFM), Business Objects, Penn Marketplace, journals, and purchasing cards; Penn's Concur and grant reports. Exceptional interpersonal skills and attention to detail required. CITI human subjects experience is preferred, but CITI/IRB training can be provided if necessary.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Social Policy and Practice

Pay Range
$51,824.00 - $70,000.00 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, as well as internal and market factors and grade profile.

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check 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 benefits to 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.

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