AF - Active - Regular - Full Time
Manage the non-financial aspects of sponsored projects administration for assigned Divisions, Departments and Programs. Provide proactive guidance and support to faculty and staff in preparing and submitting all types of proposals to federal and non-profit sponsors. Manage proposal negotiation, acceptance, and post-award administrative matters. Maintain a strong customer-service oriented environment. Implement policies and standard operating procedures to ensure compliance with sponsor rules and regulations. Assist in the supervision of support staff.
1. Manage the non-financial aspects of sponsored projects administration for assigned Divisions, Departments and Programs.
- Serves as the front-line guide and support for faculty and staff regarding grants and contracts management
- Assists and advises faculty and staff on all aspects of sponsored project management
- Acts as management liaison for faculty by linking all parties involved in sponsored projects, e.g., Research Finance, Regulatory Affairs, Technology Transfer, etc.
- Presents clear and concise interpretation of policies, regulations and guidelines to faculty, staff, administrators and others
- Communicates proactively with faculty, staff and others about management issues and ensures information flow is fully transparent, open, and timely
- Disseminates information on changes in NIH and other sponsor forms, guidelines, requirements, rules, etc. and provides formal/informal training for faculty and staff
- Coaches faculty and staff about effective management of federal grants and contracts
- Develop resources to aid faculty and staff in with responding to RFP’s and performing federal contracts
- Understands the big picture of each faculty’s sponsored projects funding, their collaborations inside and outside the division, and the overall funding situation of the assigned portfolio.
- Provides integrated, holistic management services for sponsored projects from their submission, to negotiation, acceptance, conduct, and closeout
- Manages workflow for seamless support of interdisciplinary programs and to foster and strengthen scientific collaborations whenever possible
- Communicates sponsored project information to Division Chiefs, Department Chairs, senior leadership, PI’s staff and hospital administrators as necessary and appropriate
- Maintains records for proposals, incoming and outgoing subcontracts, just in time requests, and all other aspects of sponsored projects administration
- Keeps hard copy files and provides appropriate documentation to colleagues in Research Finance, Technology Transfer, etc.
- Ensures timely and accurate updating of proposal and award databases and conducts quality control checks
2. Provide proactive guidance and support to faculty and staff in preparing and submitting all types of proposals to federal and non-profit sponsors.
- Advise faculty and staff on sponsor application requirements and CHOP submission procedures and policies
- Explain and interprets sponsor guidelines
- Identify any anomalies between sponsor requirements, the proposal and CHOP policies
- Recommend compliant resolutions
- Request PI feedback and other suggestions for resolution
- Confirm PI approval of solution and implements
Job Responsibilities (Continued)
- Ensure that proposals are in compliance with sponsor guidelines and regulations and compatible with institutional policies and procedures
- Assist PI in resolving any discrepancies
- Review proposal material for regulatory compliance status and coordinate with Research Regulatory Affairs and others as appropriate.
- Obtain and proof other support as necessary
- Obtain the Internal Review Form for each proposal
- Acquire missing information, documentation, materials, etc., and verify completeness of application
- Ensure the complete production of all proposal types and timely submission to sponsors
- Coordinate the receipt of all subcontract materials on CHOP prime grants
- Assemble all proposal materials into final, complete format
- Obtain all institutional approvals and signatures required
- Prepare and send hardcopy or electronic proposal to sponsor
- Establish and maintain a system for notifying investigators and Finance group of impending deadlines for submission of proposals, progress reports and final reports and commence tracking process.
3. Manage proposal negotiation, acceptance, and post-award administrative matters.
- Ensure that all awards, subcontracts with collaborating institutions, and modifications to them reflect the institutional interest and are compatible with institutional policies and procedures
- Adjudicate issues prior to timely negotiation and acceptance
- Consult and liaison with faculty, Legal Counsel, Regulatory Affairs, Research Accounting, Technology Transfer, and others as need
- Obtain appropriate approvals
- Negotiate and establish all awards, subcontracts with collaborating institutions, and modifications to both
- Resolve discrepancies between terms and conditions and proposal, e.g., scope of work, budget amount, etc.
- Ensure terms and conditions are appropriate for sponsor type and reflect sponsor requirements, recipient obligations, and CHOP policies
- Generate as necessary special terms and conditions, flow down documents, etc. from pre awards
- Represent CHOP to sponsors and collaborating institutions and diplomatically convey CHOP’s position on issues
- Use templates for subcontracts, propose changes to existing templates as sponsor and institutional policies change, and develop new compliant and responsive language to accommodate requested changes in proposed subcontracts
- Oversee production of the final documents for all types of subcontracts and award acceptances
- Obtain signature of the Authorized Institutional Official and oversee transmittal to subcontractors and sponsor
- Assist faculty in communicating with sponsors, collaborators and others about the conduct of sponsored projects
- Prepare just-in-time documentation or other information required for sponsor grant application processing, award issuance, and
- Request sponsor authorization as necessary on changes in principal investigator, scope or work, key personnel, key personnel effort, performance site, or proposed funding period; carry forward funds; unobligated balances; no-cost extensions, budget reallocations; etc.
Job Responsibilities (Continued)
4. Maintain a strong customer-service oriented environment
- Works as a team with colleagues in the Finance group, Research Accounting, etc. to provide seamless service to faculty
- Develops professional relationships with PIs, technical staff, research administration, division admin, HR, research accounting, etc.
- Implements coverage plan when absent
- Responds to customers in a timely fashion, understands their needs and provides for them
- Refers customers to knowledge experts in other departments when appropriate
- Learns continuously
- Juggles multiple deadlines
- Expedites work without sacrificing quality
5. Implement policies and procedures to ensure compliance with sponsor rules and regulations and generally accepted accounting procedures
Explains importance of compliance to CHOP as a whole and consequences for the hospital for non-compliance by individual faculty or staff.
Provides institutional oversight on grant applications, award and subcontract acceptance, subcontracts issuance, etc.
Implements CHOP policies such as Time and Effort, Conflict of Interest, Program Income, Investigator Status, Cost Sharing, Indirect Cost Waiver, etc.
Guides faculty and staff on what is compliant, what is acceptable and appropriate (Philadelphia Inquirer test), and what most fully supports the scientific program.
6. Assist in the supervision of support staff
7. Other duties as assigned
Required Licenses, Certifications, Registrations
Required Education and Experience
Three or more years’ prior experience in providing sponsored project management services on NIH and other federally funded grants or contracts directly for faculty and physicians in an academic research/hospital environment is required.
Demonstrated track record in a front-line service-oriented position, involving extensive customer contact and relationship building.
Broad knowledge of polices and regulations governing federal funding and accompanying compliance issues.
Preferred Education, Experience & Cert/Lic
Bachelor’s degree in business or related field preferred.
Financial management experience preferred.
Additional Technical Requirements
Knowledge of principles of grantsmanship/contract management and sponsor proposal and award policies and procedures (particularly those of the National Institutes of Health) required.
Ability, especially under pressure, to be professional, courteous, and tactful in dealing with faculty, administrative staff and funding agency contacts.
Ability to establish clear priorities and multi-task in a high-volume setting responsive to externally generated deadlines.
Ability to work with minimum direction and guidance within a service-team environment.
Exceptional ability to meet multiple deadlines in a fast-paced, academic environment.
Excellent computer skills, particularly Microsoft Word and Excel, and experience using pre-award databases.
Exceptional management expertise with NIH grants and other sponsored projects funding
Strong skills in distilling complex compliance issues so that they are understandable to the lay audience
Analytical and problem-solving skills essential
Effective verbal and written communication skills due to interaction with faculty, Department Heads, and regulatory agencies.
Strong customer-service skills with ability to find and implement creative, compliant solutions to satisfy customer needs
All CHOP employees who work in a patient building or who provide patient care are required to receive an annual influenza vaccine unless they are granted a medical or religious exemption.
Children's Hospital of Philadelphia is committed to providing a safe and healthy environment for its patients, family members, visitors and employees. In an effort to achieve this goal, employment at Children's Hospital of Philadelphia, other than for positions with regularly scheduled hours in New Jersey, is contingent upon an attestation that the job applicant does not use tobacco products or nicotine in any form and a negative nicotine screen (the latter occurs after a job offer).
Children's Hospital of Philadelphia is an equal opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, age, religion, national or ethnic origin, disability or protected veteran status.
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