Grants Account Manager

Salary Grade ---------------- Case Western Reserve University is committed to providing a transparent estimate of the salary range available for this position at the time of its posting. The salary range is from at $58,000 \- $66,672 depending on qualifications, experience, department budgets, and industry data. Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess. Job Description ------------------- POSITION OBJECTIVE Working with a high degree of independence, provide overall administrative management and coordination of a variety of business related functions, finance, budget, and grant administration for various departments within the School of Medicine. The Grants Manager will be assigned a research portfolio made up of multiple grants and contracts, including the NIDDK\-sponsored Epidemiology of Diabetes Interventions and Complications (EDIC) Study and the Pediatric Endocrinology portfolio, based in the Pediatrics clinical research department with annual expenditures between $4\.5m and $6\.5m. The assignment will change as needed based on changes in funding levels, staffing needs and other dynamics. The grants manager is expected to function as the financial and business manager across their assigned portfolio and working directly with faculty and staff as it relates to grant submissions, financial reporting, tracking of expenses, determining optimal staffing levels based on available resources, and ensuring compliance with post award management for multiple NIH institutes, other federal and state agencies, industrial and non\-profit funding agencies. The grants manager will develop and implement plans for optimizing the management of resources, exercising discretion and independent judgment to assigned departments related to managing revenues and expenses, as well as working across units within the Office of Finance and with administrators across the School of Medicine and Case Western Reserve University. The grants manager has authority to accomplish objectives within established guidelines and policies with the expectation of only referring special problems to the Executive Director. ESSENTIAL FUNCTIONS Serve as the financial and business operations director for their assigned portfolio which will range between $5m\-$7m in annual direct spending. Extract data from multiple university sources and systems and perform continuous financial modeling for implementation. Review spending patterns in order to project future trends and prepare long\-range operational forecasts and cash flow analysis. Develop monthly forecasts for each principal investigator outlining all projects in their portfolio and meet with them monthly to review trends. Develop and implement strategies to avoid over and under spending. Review and monitor spending levels and commitments. Be the main contact and primary administrator to departmental staff, faculty and chairs for all things related to funded projects. Delegate tasks to other hub employees as needed and follow up with colleagues, departmental staff and faculty to assure tasks are completed in a timely manner. Create efficiencies to improve accuracy. (20%) Financial Management: Responsible for all aspects of fiscal management, including manage of the NIDDK\- Funded EDIC Coordinating Center Administration. + Serve as the financial and business manager of all EDIC funding mechanisms (NIDDK U01, ancillary studies funded by Industry or NIH; \~6M). Develop and implement plans for optimizing the management of resources, exercising discretion and independent judgment as it relates to managing revenues and expenses. Use independent judgment and present the School of Medicine's position as it relates to compliant management of shared research endeavors with its affiliate hospitals. Liaise between clinical teammates, leaders, investigators, and central research offices. (15%) + Oversee, coordinate, and communicate on behalf of the principal investigator with all twenty\-seven (27\) EDIC sub\-award sites., including, but not limited to: Weill Medical College of Cornell University, the Mayo Clinic, Vanderbilt University Medical Center, Washington University, and Yale University. This also includes collaboration with two (2\) international sites, London Health Sciences Center Research Inc., and The Governing Council of the University of Toronto, and increasing compliance complexity. Support the principal investigator in the NIH Notice of Grant Award defined goals. (10%) + Pre\-Award: Provide multi\-institution, complex proposal development for collaborative research, industry and clinical\-trials grants and contracts. Manage contract and grant proposal preparation. Advise faculty on complex contract and grant terms that may impact the administration of a project involving multiple institutions in both the U.S. and international sites. Facilitate terms and conditions of awards, budget augmentation, and project period with principal investigators. Ensure compliance with all state and federal agency regulations, industry, non\-profit organizations, and university procedures. Meet with principal investigators to discuss/initiate corrective actions prior to proposal submissions. Serve as a resource by identifying potential funding sources, interpreting proposal guidelines, providing guidance in navigating federal web\-based submission platform, and managing the internal routing process through Sparta. (10%) + Post\-Award: Serve as a resource and a subject matter expert for fiscal management of PIs awards; produce monthly financial analysis reports for principal investigators to ensure projects are meeting their spending goals; facilitate creation of ad hoc reports, as needed; ensure that all grant expenses are allowable, allocable, and reasonable; notify principal investigator and all administrative stakeholders of any potential compliance issues. Ensure on\-time submission of annual progress reports by principal investigators by developing and maintaining departmental reporting schedule(s); prepare and review full project spend on an annual basis to ensure any international spend is accurately reported; determine the need for amendment, renewal, no\-cost extension, or award close\-out. Complete interim and final financial RECAPS to ensure to reporting to sponsor agencies; collaborate with central Sponsored Projects Accounting office to assure full compliance with Federal agencies; assure carry forward and close\-out balances are correct; resolve complex, sensitive, routine or non\-routine issues related to expense/reporting/close\-out; monitor FSRs and file records for closeout. (15%) Manage the salary spend across the portfolio by balancing the resources available to each individual faculty. Determine appropriate and affordable staffing based on grant budgets and projections of clinical trial revenues. Approve all staff hires. Initiate reorganizations and layoffs when funding resources change or are eliminated. Override the instructions of principal investigators if necessary. Complete monthly effort/salary distributions for exempt employees. Complete salary adjustments as needed while working collaboratively with human resource administrators and the hub director. Be the main resource to all faculty and staff as it relates to HR issues. (10%) Present the School of Medicine's position, utilizing independent judgement, as it relates to compliant management, billing, and payments for shared research endeavors with administrative staff at affiliate hospitals to ensure effective financial management of clinical trials. Monitor clinical trials closely to assure revenue is received, budgets are increased and payments to affiliate hospitals are done in a timely manner and in accordance with the various affiliation agreements. Working across Case Western Reserve University and with the appropriate affiliate staff representatives, monitor, review and approve various crossbills and reports with University Hospitals, the Cleveland Clinic and MetroHealth Medical Center to ensure accuracy and funding availability. (6%) Prepare administrative reports for submission to sponsoring agencies including interim and final financial reports. Interpret school and university policies and procedures pertaining to grant management and expenditures and ensure compliance by all staff. Communicate any changes to policies and procedures to appropriate staff to ensure implementation. Ensure compliance with federal regulations as outlined in \-21, A10 and A133\. Maintain a database of all sub\-recipients and note all sub\-recipients subject to the Single Audit requirements. Gain an understanding of compliance programs of sub\-recipients and communicate additional expectations to comply with the university's compliance program. Monitor receipt due date of audit reports and if reports are not received request the audit reports from sub\-recipients. Review audit reports and follow up with sub\-recipient to determine if corrective actions have been taken on findings related to the university. Monitor on a regular basis sub\-recipient activity for compliance with program and university requirements. Monitor sub\-recipient expenditures to ensure compliance with applicable regulations. Assist sub\-recipients with resolution of financial noncompliance (10%) NONESSENTIAL FUNCTIONS Serve an active role, including chairing committees, on various leadership teams in developing long and short\-term departmental strategy goals. Cross train with HR specialists and purchasing managers to ensure smooth daily management of grants and contracts and during times of absence. Cross train will all other assistant directors for changes in assignments and absences. (4%) Perform other duties as assigned. (\<1%) CONTACTS Department: Daily contact with faculty and research personnel in assigned departments and the School of Medicine Office of Finance and Planning, Grants and contracts and all administrative offices, and School of Medicine administrators to exchange information. University: Daily contact with purchasing, Accounts Payable, Human Resources central administrative departments to exchange information. External: Weekly contact with University Hospitals, MetroHealth and Cleveland Clinic physicians, administrators, research personnel and residents. Regular contact with Federal funding agencies and institutes, industrial and non\-profit funding agencies to exchange information. Students: Frequent contact with graduate students and student employees to exchange information. SUPERVISORY RESPONSIBILITY No direct responsibility. QUALIFICATIONS Education/Experience: Bachelor's degree and 5 or more years of related experience, or Associate's degree and 7 or more years of related experience. Operational finance management and grant management experience preferred. Master's degree preferred. REQUIRED SKILLS Demonstrated experience in managing strategic and organizational planning activities within a complex organization, preferably in an academic or public health setting. Experience developing or managing budgets. Knowledge of university policies and procedures preferred. Professional and effective oral and written communication skills; and good interpersonal skills with the ability to work and communicate with various individuals within and external to the university. Must demonstrate good presentation skills and the ability to articulately and accurately relay information to others in a formal and informal setting. Strong organization skills: ability to multi\-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and follow\-through. Effective management skills: ability to lead, train, work with, and elicit cooperation from team members and staff. Ability to work effectively independently and collaboratively within a team. Must be highly motivated, responsible, dependable and a self\-starter. Effective problem\-solving skills must demonstrate excellent analytical skills, sound judgment and good decision\-making. Must demonstrate innovation and the ability to develop new ideas, procedures and systems in order to enhance efficiency and effectiveness. Must demonstrate flexibility and ability to work under pressure; must be able and willing to conform to shifting priorities, demands and timeline. Proficiency in Microsoft Office, database applications, and with internet navigation. Experience with PeopleSoft and/or Oracle a plus. Must demonstrate willingness to learn new concepts, procedures, processes, and computer programs as needed. Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest. Willingness to learn and work with Artificial Intelligence (AI) tools and technologies. Ability to meet consistent attendance. * Ability to interact with colleagues, supervisors, and customers face to face. WORKING CONDITIONS General office environment. Hybrid Eligibility ---------------------- This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form. EEO Statement ----------------- Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information. Reasonable Accommodations ----------------------------- Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216\-368\-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case\-by\-case basis. .