NIH Grants Manager

5 days ago

Philadelphia, Pennsylvania, United States US Tech Solutions Full time
Job Summary

We are seeking a highly skilled NIH Grants Administrator to join our team at US Tech Solutions. As a key member of our research administration team, you will be responsible for providing support and management of a sponsored research portfolio for faculty/scientists in the Research Institute.

Key Responsibilities
  • Manage fiscal and administrative aspects of federal and non-federal research grants, including budget development, financial reconciliation, forecasting, closeouts, and preparation of analytical reports for PIs and other stakeholders.
  • Work with a team of research administrators to provide support and management of a sponsored research portfolio.
  • Ensure compliance with Client/federal and non-federal sponsor guidelines and policy, including Uniform Guidance, and generally accepted accounting principles (GAAP) where applicable.
  • Provide excellent customer service and work well within a team.
Requirements
  • Advanced proficiency with spreadsheet software (Excel).
  • Advanced proficiency with enterprise resource planning, financial and human capital management software (Workday).
  • At least three (3) years related experience in research administration and portfolio management.
  • Certified Research Administrator (CRA)/Research Administrators Certification Council (RACC) Preferred.
Essential Functions
  • Fiscal Responsibility of Research Grants Management.
  • Reviews and approves all financial transactions up to $50,000 charged to research grant accounts, to ensure compliance with cost principles as defined in the Uniform Guidance and the individual grant agreement.
  • Assist PI and administrators with management and oversight of fiscal and administrative matters related to projects from inception of award to project close-outs.
  • Manages and monitors a diverse portfolio of grant accounts of varied mechanisms with an average criteria weight of 668 based grant complexity, sponsor award type, expenditure dollars of 20-25 Principal Investigators.
  • Regularly analyzes deficits and balances, alerts PIs and others as appropriate, and resolves activity issues promptly.
  • Allocates faculty and staff salaries to research grant accounts with direction from the Principal Investigators.
  • Communicate and coordinate with other RBAs to resolve questionable allocations related to their assigned grant.
  • Experience in managing federal and non-federal contracts, clinical trials, program grants, subcontracts etc.
  • Gain an understanding of the projects and note relevant terms and conditions and related deliverables and deadlines for compliance.
  • Prepare, review for appropriateness, labor and non-labor cost-transfers for timely processing.
  • Complete timely project close-outs, communicating overages and/or refunds to investigators where applicable.
  • Ensure compliance and timeliness of all project reporting and financial deliverables; track and seek PI cooperation to remedy late progress reports hindering invoice payments.
  • Effective & Timely Communication.
  • Provides timely and accurate communication of financial data to principal investigators, sponsors, and other customers.
  • Prepares and provides PIs with financial summaries and reports utilizing an excel spreadsheet template that is easily understood by the Client reader, and reconciles with the Institutional Financial System.
  • Meets with investigators to review and explain financial data at least monthly but not less than quarterly; provides ad hoc financial status updates whenever requested or required.
  • Closes out research grant accounts with the Research Specialized Accounting Unit.
  • Communicates appropriate financial information to all stakeholders (department chairs, division chiefs, senior leadership, PI's staff, and practice plan/hospital division administrators).
  • Coach stakeholders on the concept or effective financial management of grants and contracts.
  • Disseminates information on financial changes in NIH and other sponsor forms, guidelines, requirements, rules, etc.
  • Provide appropriate guidance to staff, faculty, practice plan/division administrators, center administrative directors and other customers on policy changes, and updated to the Uniform Guidance.
  • Proactive Financial Advice and Planning.
  • Demonstrates understanding of the overall portfolio by preparing payroll costing allocations and projections based on a PI's total grant funding, their collaborations across client, and the overall funding situation of the 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.
  • Plans with PI to sustain financial stability over the long term.
Excellent Customer Service
  • Ability to work as a part of a team and develop professional, collaborative relationships with all stakeholders.
  • Provide team support for coverage plan as needed when team members are absent.
  • Responds to customers within 24 - 48 hours and works to understand / meet their needs.
  • Refers customers to appropriate knowledge experts when required.
  • Triages or turns around requests with accurate information within an identified timeframe.
  • Liaises with cleint SMEs on the financial aspects of portfolio management and/or personnel issues.
  • Generate creative approaches to addressing problem and opportunities.
  • Establish and maintain effective working relationships with coworkers and other stakeholders to ensure all services are provided proactively and excellent customer service.
  • Adhere to Policies & Procedures, Cost Principles, and Uniform Guidance.
  • Provide guidance on policies and procedures to ensure compliance with sponsor rules and regulations, generally accepted accounting principles (GAAP), and fiscal components of the OMB Uniform Guidance.
  • Oversees management/tracking of Time and Effort reporting.
  • Maintain a high level of productivity and self-direction upon adequate training and instruction. Seek opportunities to increase knowledge of job duties by reading internal manuals, policies, and procedures; researching industry related topic; attending workshops and/or conferences; joining a related professional organization, or through other mediums.
Education
  • Bachelor's degree.

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