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Senior Grants Coordinator

2 months ago

Philadelphia, United States Children's Hospital of Philadelphia Full time

SHIFT:

Day (United States of America)

Seeking Breakthrough Makers

Children's Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation.

At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care-and your career.

CHOP's Commitment to Diversity, Equity, and Inclusion

CHOP is committed to building an inclusive culture where employees feel a sense of belonging, connection, and community within their workplace. We are a team dedicated to fostering an environment that allows for all to be their authentic selves. We are focused on attracting, cultivating, and retaining diverse talent who can help us deliver on our mission to be a world leader in the advancement of healthcare for children.

We strongly encourage all candidates of diverse backgrounds and lived experiences to apply.

A Brief Overview

This position works with a team of research administrators and department managers to provide support and management of a sponsored research portfolio for faculty/scientists in the Research Institute. This position provides an opportunity to manage fiscal and administrative aspects of federal and non-federal research grants including budget development for proposals, financial reconciliation, forecasting, closeouts, and preparation of analytical reports for PIs and other stakeholders. All tasks are performed in accordance with CHOP/ federal and non-federal sponsor guidelines and policy, including the Uniform Guidance, and generally accepted accounting principles (GAAP) where applicable.

  • Works in conjunction with research business administrators (RBAs) to help manage and monitor a diverse portfolio of grant accounts of 15-20 Principal Investigators.
  • Reviews financial transactions charged to research grant accounts within assigned portfolios, ensuring compliance with cost principles as defined in the Uniform Guidance and the individual grant agreement. This includes purchase orders, check requests, travel expenses, equipment, laboratory supplies, animal care cost, and personnel payroll costing allocations.
  • Meets with investigators and RBAs to review and explain financial data at least monthly but not less than quarterly; provides ad hoc financial status updates whenever requested or required.
  • Regularly analyzes deficits and balances, alerts PIs and others as appropriate and resolves issues promptly.
  • Allocates faculty and staff salaries to research grant accounts with direction from the Principal Investigators
  • Provides timely and accurate communication of financial data to principal investigators, sponsors, and other customers in conjunction of RBAs.
  • Prepares and provides PIs with organized financial summaries, projections, and reports utilizing a spreadsheet template that is easily understood by the lay reader
  • Communicates appropriate financial information to all stakeholders (department chairs, division chiefs, senior leadership, PI's staff, practice plan/hospital division administrators)
  • Demonstrates understanding of the overall assigned portfolio by preparing projections based on a PI's total grant funding, their collaborations across CHOP, and the overall funding situation of an assigned portfolio
  • Prepares budgets for grant applications, supplemental funding, budget modifications and adjustments
  • Proactively identifies problems and works to resolve them in an efficient manner and reasonable timeframe
  • Ability to work as a part of a team and develop professional, collaborative relationships with all stakeholders
  • Provides team support for transactional tasks such as payroll costing allocations, and submitting purchase order requisitions etc.
  • Refers customers to appropriate knowledge experts when required
  • Adhere to Policies & Procedures, Costing Principles, and Uniform Guidance
  • Assists faculty with the interpretation of funder / sponsor policies, procedures, rules, and regulations, generally accepted accounting principles (GAAP) and fiscal components of the OMB Uniform Guidance.
  • Oversees the management/tracking of Time and Effort reporting.


This role facilitates, completes, documents, and reports related to grants. Researches the availability, coordinates the evaluation and monitoring of grant-funded programs and writes/submits non-scientific grant proposals.

What you will do

  • Facilitation, coordination and writing of grant submissions:
  • Read and understand grant proposal requirements and develop plan for proposal completion, including: systematically collecting components (e.g. biosketches, letters of support, facilities descriptions, personnel information); establishing timelines; creating/maintaining collaborative workspaces; and organizing meetings and conference calls.
  • Act as the point person throughout the grant proposal preparation process to communicate information to and from Principal Investigator, research team members, sponsor, sponsored projects office, and research business manager.
  • For electronic submissions, upload all documents in correct format and ensure that all required elements are accurate and complete. Work closely with sponsored projects office to see proposal through to submission. For paper submissions, compile all components and oversee sign-off, copying, collating and mailing of all required documents.
  • Write all 'non-science' grant sections, including facilities and resource descriptions, human subject's protection, project management, data security, organizational capabilities, budget justifications, draft letters of support, etc. Work with investigators to write grant-specific biosketches.
  • Complete enrollment tables, compile and format references and appendices
  • Compile above sections along with sections written by investigative team members (including sub-sites), ensure uniform document formatting, and oversee review and editing of entire document by team.
  • Drafts and reviews budget with PI based on personnel and non-personnel costs; works with Research Business Administrator to format and formalize
  • Maintains PI Other Support; ensures bio-sketches, facilities page, etc., are kept current.
  • Obtains needed documents from subcontractors; initiates agreements.
  • Other duties:
  • Identifies and/or follows up on funding opportunities on behalf of PIs or Center.
  • Assist in compiling annual grant reporting documents
  • Other duties as assigned, but not to exceed 10% of effort.

Education Qualifications

  • Bachelor's Degree Required
  • Bachelor's Degree business, public administration, or related area Preferred

Experience Qualifications

  • At least three (3) years grant related experience. Required
  • At least five (5) years of grant related experience Preferred
  • Previous experience submitting or coordinating large federal grant proposals (NIH, NSF) Preferred

Skills and Abilities

  • Intermediate knowledge of key practices in research/grants and contracts administration including established statutes, regulations, decisions, directives, and procedures.
  • Advanced proficiency with office software (Microsoft Office) including word processing, spreadsheet, presentation and database software (Word, Excel, PowerPoint, Access)
  • Excellent verbal and written communications skills
  • Excellent interpersonal skills
  • Strong critical thinking / problem-solving skills
  • Strong time management skills
  • Strong organizational skills
  • Ability to work independently with minimal supervision
  • Ability to gather, analyze and make recommendations/decisions based on data
  • Ability to convey complex or technical information in an easy to understand manner
  • Ability to collaborate with stakeholders at all levels
  • Ability to be flexible and adaptable to change


To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must be fully vaccinated against COVID-19 and receive an annual influenza vaccine. Learn more.

Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed.

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