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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 role will manage the non-financial aspects of sponsoredprojects administration for assigned Divisions, Departments and Programs.

This role will also provide guidance and support to faculty and staff in preparing and submitting all types of proposals to federal and nonprofit 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. Manage large and complex portfolio.

What you will do

• Manage the nonfinancial aspects of sponsored projects administration for assigned Divisions, Departments, and Programs.
• Manage such items as Just in Time information, biographical sketches, and progress reports.
• Lead on internal application process.
• Liaise with business operations in establishing Commons IDs, links to organization, profiles, systems access, etc.
• Train investigators and staff on use of internal pre-award system(s).
• Serves as the frontline guide and support for faculty and staff regarding grants and contracts management:
• Assists and advises faculty and staff on all aspects of sponsored projects management
• Acts as a management liaison for faculty by linking all parties involved in sponsored projects
• Communicates proactively with faculty, staff and others about management issues and ensures information flow is fully transparent, open, and timely. 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 with responding to RFPs 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.
• Maintains records for proposals, just in time requests, and all other aspects of sponsored projects.
• Ensures timely and accurate updating of proposal and award databases and conducts quality control checks.
• Provides guidance and support to faculty and staff in preparing and submitting all types of proposals to federal and nonprofit sponsors.
• Advise faculty and staff on sponsor applications requirements and CHOP submission procedures and policies.
• Identify any anomalies between sponsor requirements, the proposal, and CHOP policies.
• Ensure that proposals are in compliance with sponsor guidelines and regulations and compatible with institutional policies and procedures.
• Assist PI in resolving any discrepancies in awards or portfolios.
• Review proposal material for regulatory compliance status and coordinate with Research Regulatory Affairs and others as appropriate.
• Manage proposal negotiation, acceptance, and post-award administrative matters.
• Ensure that all awards 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 liaise with faculty, legal counsel, regulatory affairs, research accounting, OCCRC, Tech Transfer, and others as needed.
• Negotiate and establish all awards.
• Resolve discrepancies between terms and conditions and proposals, e.g., scope of work, budget amount, etc.
• Request sponsor authorization as necessary on changes in principal investigator, scope of work, key personnel, key personnel effort, performance site, or proposed funding period; carry forward funds; unobligated balances; no cost extensions, budget reallocations, etc.
• Implement policies and procedures to ensure compliance with sponsor rules and regulations and generally accepted accounting procedures.
• Other duties as assigned.

Education Qualifications

• Bachelor's Degree Required
• Bachelor's Degree accounting, finance, business administration, or related field Preferred

Experience Qualifications

• At least three (3) years business, finance, project or related experience Required
• At least five (5) years of business, finance, project or related experience Preferred
• At least three (3) years of experience in financial management of grants Preferred
• At least three (3) years of experience managing NIH grants and other sponsored projects funding Preferred

Skills and Abilities

• Intermediate knowledge of principles of grantsmanship/contract management and sponsor proposal and award policies and procedures (particularly those of the NIH)
• Intermediate proficiency using pre-award databases
• Intermediate proficiency using grant management systems
• Advanced proficiency with office software (Microsoft Office) including word processing and spreadsheet software (Word, Excel)
• Strong analytical and problem solving skills essential
• Strong verbal and written communication skills for 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
• 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 multitask in a high volume setting responsive to externally generated deadlines
• Ability to work with limited direction and guidance within a service team environment
• Ability to meet multiple deadlines in a fast paced academic environment
• Ability to distilling complex compliance issues so that they are understandable to the lay audience

Licenses and Certifications

• Certified Research Administrator (CRA) - Research Administrators Certification Council (RACC) - upon hire - Preferred

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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