Job Details
The Financial Grants Specialist RACE within the Research Administration Center of Excellence (RACE) works with assigned departments and their RACE Associate Director to perform/oversee post-award research activities while delivering excellent customer service. Financial Grants Specialist RACE will oversee post-award grants management within the team’s portfolio. In collaboration with the RACE leadership team, the Financial Grants Specialist RACE is responsible for training and education, developing SOP’s, and managing issues that arise within portfolios. Financial Grants Specialist RACE performs support functions for TJU Principal Investigators (PIs), ensuring that PIs have accurate and timely information to make decisions. Financial Grants Specialist RACE. Grants Administrator takes on an increasingly complex research portfolio including but not limited to programmatic grants (Cooperative Agreements, Program Project Grants, and Training Grants). Financial Grants Specialist RACE Administrator models and fosters behavior that establishes a culture that values the staff/faculty partnership and is consistent with the values, goals, and objectives of the enterprise/department to create an atmosphere of trust, cooperation, accountability, empowerment, and dedication to the research mission of the enterprise.
Job Description
PRIMARY FUNCTION:
The Grants Specialist within the Research Administration Center of Excellence (RACE) works with assigned departments as well as their RACE Team Lead to perform pre- and post-award research activities while delivering excellent customer service. The Grants Specialist performs support functions for TJU Principal Investigators (PIs), with a focus on ensuring that PIs have accurate and timely information to make decisions. The Grants Specialist takes on an increasingly complex research portfolio including but not limited to programmatic grants (Cooperative Agreements, Program Project Grants, and Training Grants). This includes assisting with submissions and training for programmatic grant proposals and programmatic grant award management.
ESSENTIAL FUNCTIONS:
% Effort
Responsibility
45%
PI Pre-Award Support
- With the input from their PIs, identifies specific funding opportunities that may be of interest to the PI
- Coordinates all proposal submissions for PIs within their assigned portfolio, including meeting with the PI to discuss proposed resources (labor and non-labor), drafting all administrative components of the proposal (including the budget) and coordinating submission to the sponsor with RACE Team Lead or ORA (depending on type of proposal)
- Maintains proposal submission records for all PIs within their assigned portfolio
- Meets with PIs at least monthly to discuss upcoming proposal submissions
- Coordinates with the RACE Copy Editor to ensure PIs receive editing services in advance of proposal submission (as applicable)
- Acts as liaison between PI and ORA to communicate and resolve any issues that arise concerning proposal submission
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45%
PI Post-Award Support
- Examines awards for suitability of terms and conditions and reviews budgets with PI; coordinates establishment of project accounts for the grant and sub-awards (as applicable)
- Works with the RACE Team Lead, administers grant by monitoring award and sub-awards for compliance, analyzes monthly financial reports, communicates with PI regarding financial progress and coordinates activities at the end of the budget period
- Maintains accounting records for all awards within their assigned portfolio
- Reconciles all assigned accounts against the General Ledger on a monthly basis
- Coordinates personnel and purchasing activities with the PI and applicable TJU offices; reviews and acts as signatory (if designated by the PI) for budget summaries, budget adjustment forms, JVs, Travel Authorizations and Reimbursements, Invoices, Check Requests, Expense Reimbursements and Purchase Requisitions as necessary
- Ensures payroll distribution is correct for faculty, graduate students, fellows and support staff on a bi-weekly basis and processes changes as needed
- Meets with PIs at least monthly to provide updates on the financial status of their accounts
- Acts as a liaison between PIs and ORA/SPA to communicate and resolve any issues that arise concerning expenditures
- Assists PIs with effort reports to ensure accuracy and timely submission
- Assists PIs with budget development for progress reports
- Assists with submission of progress reports, program reviews and other activities related to the grant
- Works with ORA as appropriate, assists with providing just in time information or other agency requests such as budget revisions, compliance issues, etc.
10%
Other Responsibilities
- Serves as a resource to department staff and faculty to ensure compliance with policy
- Attends regular meetings, training sessions and professional development workshops/seminars to keep current on policies and procedures relevant to position responsibilities, as requested and approved by the RACE Team Lead (supervisor) or RACE Director
OTHER FUNCTIONS AND COMPETENCIES:
- Experience working with research administration software applications in both pre- and post-award.
- General knowledge of the administrative components of a proposal including: understanding of standard proposal requirements, terms, and conditions; budget development and resource requirements; bio-sketches; facilities pages; and sub-awards.
- General knowledge of applicable federal, state and other sponsor regulations related to sponsored projects, including OMB Circular A-21 and A-110.
- Analytical and problem-solving skills, including experience researching and analyzing complex data to develop accurate reports, identify valid solutions, forecast consequences of proposed action and implement a course of action.
- Ability to work independently in a team environment, takes ownership of the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks and consistently meet deadlines.
- Ability to establish and maintain effective working relationships with faculty, administrative staff and students in a higher education environment.
- Capability to work with either basic research or clinical research.
EDUCATIONAL/TRAINING REQUIREMENTS:
High school degree/GED required. Bachelor’s degree preferred
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EXPERIENCE REQUIREMENTS:
Minimum of 3 years’ experience in research administration related work.
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ADDITIONAL INFORMATION:
- Computer skills in a PC/Windows environment including MS Word and MS Excel as demonstrated by application materials and previous experience.
- Skill in verbal and written communication and attention to detail as demonstrated by application materials.
Work Shift
Workday Day (United States of America)
Worker Sub Type
Regular
Employee Entity
Thomas Jefferson University
Primary Location Address
1025 Walnut Street, Philadelphia, Pennsylvania, United States of America
Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.
Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.
Benefits
Jefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts. Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service. All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps), have access to medical (including prescription) insurance.
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