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
- 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%) - 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%) - 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%) - 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
- 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%) - 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%) - Serve as backup for financial management for the department.
(<1%) - Serve as backup for all pre-award submissions for the
department. (<1%) - 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
- Thorough and current understanding of the web-based application
processes for proposal submissions and transmissions
preferred. - Thorough understanding of federal guidelines and university
policies regarding grant proposals. - 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. - Demonstrated ability to interpret and apply NIH guidelines and
to guide others in learning and managing complex projects. - Ability to understand the goals of the projects and funding and
to develop the necessary operational systems to implement
them. - Strong organizational skills; ability to multi-task, prioritize
and meet deadlines. Must demonstrate attention to detail and
accuracy, time management skills and follow-through. - Demonstrated ability and experience in taking initiative and
working with others in a collaborative environment. - Effective problem-solving skills; must demonstrate excellent
analytical skills, sound judgement and good decision-making. - Excellent computer skills experience; ability to use financial
spreadsheets, NIH application software, PeopleSoft and Oracle
financial system applications. - Effective management skills; ability to lead, work with, elicit
cooperation from, and read communication styles of team members and
staff. - Ability to work effectively independently with limited
supervision and collaboratively within a team. - Ability to learn and apply new ideas, processes, policies,
functions, etc. Must be highly motivated and a self-starter. - 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. - Proficiency with Microsoft Office Suite, eCommons, Fastlane,
Grants.gov, etc. Ability to learn and apply software programs and
applications as needed. - PeopleSoft experience is a plus.
- Ability to interact with colleagues, supervisors, and customers
face to face and through telephone calls. - Ability to meet consistent attendance.
WORKING CONDITIONS
General office working environment. This position is eligible
for the staff hybrid work program.