Sponsored Projects Analyst II

Philadelphia, PA, US, 19146

Job Type: 

LOC_ROBERTS-Roberts Ctr Pediatric Research Req ID: 33681

Shift: Days

Employment Status: Regular - Full Time 

Job Summary

Manage the finances of the sponsored projects for assigned Divisions, Departments and Programs. Communicate accurate and timely financial data to principal investigators, sponsors and others. Provide proactive financial advice and planning. Maintain a strong customer-service oriented environment. Implement policies and standard operating procedures to ensure compliance with sponsor rules and regulations and generally accepted accounting procedures.  Work with minimum direction and guidance within a service-team environment.

Job Responsibilities

1. Manages the finances of the sponsored projects for assigned divisions, departments and programs.
• Reviews and approves all charges to grants, including purchase orders, check requests, travel expenses, personnel allocations and all other charges.
- Assures accuracy and timely processing
- Oversees resolution of payment issues
• Monitors account activity regularly, analyzes deficits and balances, alerts PIs and others as appropriate, and resolves activity issues promptly.
- Reconciles financial spreadsheets with data in the Lawson financial system.
- Investigates any anomalies and provides timely resolution
- Reallocates budgets
- Initiates costs transfers with supporting PI approval
• Works with investigators on the financial aspects of CHOP personnel allocated to sponsored projects.
- Determines affordability.
- Prepares and approves requisitions, EPFs, terminations and other related paperwork.
- Manages the annual merit evaluation process and implementation of salary increases.
• Allocates faculty salaries to sponsored projects at direction of Principal Investigators
- Determines affordability.
- Prepares annual fiscal year Research Notice of Funding and sends to appropriate hospital administrator for compilation into hospital budgets.
- Approves sponsored project funding on faculty’s F1.
- Responds to questions about funding of faculty salaries.
- Initiates mid-fiscal year changes to F1 to reflect changes in sponsored projects funding.
• Liaisons with employees, Human Resources, Compensation, Research Education, Research Administration, Research Finance, Division Chiefs, hospital administrators and others as necessary on the financial aspects of personnel issues.
- Refers employees and faculty to appropriate resources in HR
- Responds to questions regarding funding distributions, affordability, etc.
- Maintains accurate and up-to-date records of all personnel allocations and transactions on sponsored projects

2. Communicates accurate and timely financial data to principal investigators, sponsors, and others
• Provides PIs with financial summaries and reports in a spreadsheet format that is easily understood by the lay reader, and that agree to the Lawson Financial System
• Interprets and translates financial data so it is understandable for the non-specialist
- Modifies spreadsheet report format to meet PI’s program needs
- Includes data necessary for PI decision-making
• Meets with each investigator to review and explain financial data
- Presents concerns and issues needing PI attention: time sensitive matters, PI decision needed, PI approval required, etc.
- Requests information from PI as needed.
- Develops dialogue about all aspects of sponsored project finances
• Provides ad hoc financial status updates whenever requested or necessary
• Explains the standardized Business Objects reports to investigators
• Closes sponsored project accounts with Research Accounting
- Resolves deficits
- Determines carryforward
- Approves final closeout
• Communicates financial information to Division Chiefs, Department Chairs, senior leadership, PI’s staff and hospital administrators as necessary and appropriate
• Coaches faculty and staff about effective financial management of grants and contracts
• Disseminates information on financial changes in NIH and other sponsor forms, guidelines, requirements, rules, etc., and provides formal and informal training for faculty and staff.

Job Responsibilities (Continued)

3. Provide proactive financial advice and planning
• Understands the big picture of each PI’s sponsored projects funding, their collaborations inside and outside the division, and the overall funding situation of the assigned portfolio.
- Manage finances to foster and strengthen collaborations whenever possible
- Maximize shared financial resources
- Arrange fund accounting structure for complex awards (program projects, SCORs, etc.) to support the scientific program
• Identifies and solve problems proactively
- Present PIs with the options for solving and remaining compliant with sponsor guidelines, federal regulations and CHOP policies
- Recommend a course of action and state reasoning
- Request PI feedback and other suggestions for resolution
- Confirm PI approval of solution
- Implement solution and report back to PI
• Prepares budgets for grant applications
- Plan coverage for gaps in personnel funding and accompanying operating support, e.g. animal colony, supplies, etc.
- Use realistic assumptions for base salaries, spend rates, inflation factors, staff promotions, one-time expenses, etc.
- Conform to sponsor guidelines and to CHOP’s institutional policies and procedures
• Plans with PI to sustain financial stability over the long term
- Identify and balance the restrictions attached to different funding sources.
- Synchronize planning for each funding source into an integrated, holistic strategy for entire portfolio.
- Propose plans for resolving funding shortfalls or excessive balances


4. Maintain a strong customer-service oriented environment
• Works as a team with colleagues in the Management group and Research Accounting
• 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
• Oversees implementation of Time and Effort reporting
- Meet with PIs to review reports
- Resolves any discrepancies
• Implements CHOP policies such as Program Income, Investigator Status, Cost Sharing, Indirect Cost Waiver, etc.
• Guide faculty and staff on what is compliant, what is acceptable and appropriate (Philadelphia Inquirer test), and what at the same times helps stretch every dollar to its fullest in support of the scientific program

6. Other duties as assigned.

Job Responsibilities (Continued)
Required Licenses, Certifications, Registrations
Required Education and Experience
  • Three or more years’ prior experience in providing financial 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.
  • Advanced knowledge of polices and regulations governing federal funding and accompanying compliance issues
Preferred Education, Experience & Cert/Lic
  • Bachelor’s degree in business or accounting preferred.
  • Pre-award 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) is 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 Excel, Business Objects and Lawson.
  • Exceptional financial management expertise with NIH grants and other sponsored projects funding
  • Strong ability to distill complex financial data so it is understandable to the lay audience
  • Strong analytical and problem-solving skills
  • Effective verbal and written communication skills, especially in interacting 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.

VEVRAA Federal Contractor/Seeking priority referrals for protected veterans.  Please contact our hiring official with any referrals or questions.

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Philadelphia, PA 19146 

Phone: 866-820-9288 





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