Grants Manager #12372

Grants Manager  #12372

POSITION OBJECTIVE

Working independently and with a high degree of discretion and
proactive judgment, the Senior Research Portfolio Manager ensures
efficient financial and administrative operations for sponsored and
non-sponsored funds for principal investigators in the high-volume,
fast-paced, and dynamic environment of the department of Population
and Quantitative Health Sciences at Case Western Reserve
University, School of Medicine. This position is a central
position in the administrative structure of the department. The
manager provides life-cycle support for both single site and
complex multi-site, multi-project grants, managing a larger portion
of the department’s research portfolio. The manager is a member of
a faculty support team that provides the best possible customer
service to the principal investigators and lab members in support
of their research activities. The manager uses independent judgment
and problem-solving skills to ensure compliance with sponsor and
donor regulations, school and university policies, and department
procedures. The manager has authority to accomplish major
objectives, investigate and resolve matters on behalf of
leadership, and formulate, shape, interpret, and implement
management policies or operating practices. The manager will assist
faculty in utilizing the university’s funding proposal software
(SPARTA), as well as government submission software such as ASSIST
and Workspace. This position will create monthly financial reports
for the director of administrative operations, including, business
model development and execution, understanding and managing
regulatory compliance, managing a mixed portfolio of funding types
per faculty member, and providing faculty with information on
hidden costs, e.g., space, utilities, supplies, and technology to
perform accurate rate projection.

ESSENTIAL FUNCTIONS

1. Administer pre award grant submissions. Assemble, review, edit,
   and/or correct all grant applications and post award progress
   reports requirements for faculty, research staff, and students for
   accuracy and thoroughness prior to submission through the
   electronic signature process. Advise and direct faculty on budget
   development and justifications for proposal submissions. (30%)
2. Oversee and manage all financial, administrative, and planning
   aspects of the more complex, larger, multi-faceted research
   portfolio, including the Institute for Computational Biology
   (ICB). Project budget needs (including research staff
   retention/placement) by analyzing accepted projects on both a short
   and long-range basis. Make projections based on multiple items and
   unknown variables, analyze budget variances and recommend courses
   of action. Coordinate relationships with external customers,
   affiliated hospitals, etc. by communicating with faculty, staff,
   and management at those locations to assist in providing service
   quotes, possible service contracts through the school’s Core
   Facility, acting as the primary contact for information gathering,
   analyzing the need from an administrative perspective, and making
   sure the best process is used to get the project facilitated
   between the university and other parties. Assign staff effort
   prospectively based on analysis of projects and complete salary
   adjustments based on analysis. Prepare various analytical reports
   in written and graphical forms based on management needs.
   (20%)
3. Oversee and manage all financial and administrative functions
   for faculty and research staff members in the assigned portfolio,
   including grant administration, monitoring of all compliance
   requirements and research progress, both internally to the
   university and across institutions. Administer post awards,
   including creating fiscal forecasts and monthly monitoring/
   understanding of expenses from both federal and private sponsors.
   Approve and monitor expenditures. Work with director to prepare
   annual departmental budgets and quarterly forecasts. Analyze past
   finances and forecast out for the current fiscal year and future
   years’ business to include income and expenses to assist with
   budgeting efforts. Perform routine budget analysis on each project
   award to ascertain correct award amounts for parent and sub
   accounts as well as single projects and subcontracts. Process
   petitions and IPAS forms to assure continuous research activities.
   Monitor amount of startup packages and assist with recruitment
   goals. Supply projections through end-date with available direct
   cost balances monthly to each principal investigator along with
   other project information that facilitates the smooth running of
   each project. Conduct monthly effort/salary allocation reviews
   based on the workflow within each project. The research and
   training programs require constant monitoring and analysis to
   ensure that income and expenses are in sync and that effort is
   appropriately assigned to allow faculty and staff to confidently
   certify their bi-annual effort. (20%)
4. Facilitate contract/ affiliation negotiations and management.
   Coordinate large, complex research projects with multiple funding
   sources between multiple institutions, such as the Institute for
   Computational Biology, Cleveland Clinic Foundation, Cuyahoga County
   Board of Health, Makerere University in Uganda, University of
   Regensberg in Germany, and other local, state, national, and
   foreign institutions. Manage administration of multiple complex
   grants including center grants, training grants, industry projects
   clinical trials, etc., to include, but not limited to T32, U01,
   P01, multiple NIH, DOD, and NSF grants, as well as foundation
   awards. (20%)

NONESSENTIAL FUNCTIONS

1. Work with faculty, core directors, and school leadership to
   create new policies and procedures for core facilities, including
   the Data Analytics Core. Continuously monitor for break downs in
   the process and re-work the process flow as needed to ensure smooth
   operations. Disseminate policies and procedures to faculty, staff,
   and students working in the core. Act as primary contact to school
   leadership regarding core facility matters from an administrative
   operations stand point. Represent the department cores at monthly
   meetings under the Data Analytics Core in the SOM. (5%)
2. Train and supervise staff in departmental proposal submission,
   award management and core/ iLab policy and procedures. Function as
   the senior technical resource and advisor on financial and
   regulatory issues to faculty and staff. Provide leadership, advice,
   and guidance regarding financial and administrative policies and
   procedures. May mentor other research portfolio managers. (5%)
3. Serve as backup for financial management for the department.
   (<1%)
4. Serve as backup for all pre-award submissions for the
   department. (<1%)
5. Perform other duties as assigned. (<1%)

CONTACTS

Department: Daily and frequent contact with faculty and staff of
Population and Quantitative Health Sciences Department and
Institute of Computational Biology.

University: Daily contact with the School of Medicine Research
Office; Data Analytics Core partners; Grants and Contracts Office;
and collaborating Departments’ administrative staff.

External: Regular contact with all departments (VA/UHC)
affiliated with SOM. Contact with federal funding agencies,
industrial and nonprofit funding agencies. Contact with
collaborators and their administrative operations staff at other
institutions, including CCF and industries.

Students: May work with occasional student employee

SUPERVISORY RESPONSIBILITY

Supervise the work of the department assistant 2. Mentor other
research portfolio managers.

QUALIFICATIONS

Education/Experience: Bachelor’s degree in related business
field and 5 or more years of experience in financial management
including operational finance management, or Associate’s degree in
related business field and 7 or more years of experience in
financial management including operational finance management.
Grant management experience preferred. Master’s degree
preferred.

 REQUIRED SKILLS

1. Thorough and current understanding of the web-based application
   processes for proposal submissions and transmissions
   preferred.
2. Thorough understanding of federal guidelines and university
   policies regarding grant proposals.
3. Excellent oral and written communication skills and
   interpersonal skills. Professional and effective verbal and written
   communication skills; ability to present and articulate ideas,
   plans, etc.
4. Demonstrated ability to interpret and apply NIH guidelines and
   to guide others in learning and managing complex projects.
5. Ability to understand the goals of the projects and funding and
   to develop the necessary operational systems to implement
   them.
6. Strong organizational skills; ability to multi-task, prioritize
   and meet deadlines. Must demonstrate attention to detail and
   accuracy, time management skills and follow-through.
7. Demonstrated ability and experience in taking initiative and
   working with others in a collaborative environment.
8. Effective problem-solving skills; must demonstrate excellent
   analytical skills, sound judgement and good decision-making.
9. Excellent computer skills experience; ability to use financial
   spreadsheets, NIH application software, PeopleSoft and Oracle
   financial system applications.
10. Effective management skills; ability to lead, work with, elicit
    cooperation from, and read communication styles of team members and
    staff.
11. Ability to work effectively independently with limited
    supervision and collaboratively within a team.
12. Ability to learn and apply new ideas, processes, policies,
    functions, etc. Must be highly motivated and a self-starter.
13. Ability to conform to shifting priorities, demands, and
    timeline. Must be flexible in order to respond to project
    adjustments and alterations promptly and efficiently. Must be able
    to adapt to varying workloads and respond appropriately to
    stressful situations.
14. Proficiency with Microsoft Office Suite, eCommons, Fastlane,
    Grants.gov, etc. Ability to learn and apply software programs and
    applications as needed.
15. PeopleSoft experience is a plus.
16. Ability to interact with colleagues, supervisors, and customers
    face to face and through telephone calls.
17. Ability to meet consistent attendance.

 WORKING CONDITIONS

General office working environment. This position is eligible
for the staff hybrid work program.