Sponsored Projects Manager

Philadelphia, PA, US, 19104

Job Type: 

Req ID: 20891

Shift: Days

Employment Status: AF - Active - Regular - Full Time 

Job Summary

Manages 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.  Supervise group of Sponsored Projects Analysts and support staff.

Job Responsibilities

1.Supervise group of Sponsored Projects Analysts and support staff.

Train Conduct departmental orientation

Train staff on departmental operating procedures and systems

Encourage staff to take advantage of all available training opportunities


Provide first-hand, objective and constructive feedback

Support use of new skills

Encourage staff to persevere when face with setbacks or barriers

Share expertise, knowledge and experience about effective financial management of grants and contracts

Guide staff to appropriate resources and knowledge experts

Be accessible to staff and meet regularly

Direct staff on problem resolution and on troubleshooting difficult situations.

Mentor Sponsored Projects Analysts on large grant or contract applications and provide oversight, direction and support as needed.

Evaluate performance

Seek performance feedback from faculty, staff and other customers and communicate constructively to staff

Identify with staff areas needing development and set goals for improving

Conduct probationary, mid-year and annual performance evaluations

Lead staff in managing change

Participate actively in management team goal setting, planning and decision-making

Provide feedback and suggestions to Director of Sponsored Projects for improving operations and proactively preparing for future changes

Serve as a super-user and resource for new systems, initiatives, policies, etc.

Encourage flexibility and create a forward-looking environment

Provide oversight

Have general understanding and familiarity with the portfolios under the management of Sponsored Project Analysts

Cover portfolio for assigned Sponsored Projects Analysts during absences and position vacancies

Cover portfolio of assigned manager counterpart during absences.


Job Responsibilities (Continued)

4.Provide proactive financial advice and planning.  Ensure that Sponsored Projects Analysts are doing the same.

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


5.Maintain a strong customer-service oriented environment.  Ensure that Sponsored Projects Analysts are doing the same.

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

Emphasize customer service when coaching and guiding Sponsored Projects Analysts and other staff. 

Take lead role in maintaining and improving overall group service.



Required Education and Experience

Bachelor’s degree in business or accounting required.  Master’s degree preferred.

Five 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 required.

Supervisory experience required.

Pre-award experience is preferred.

Demonstrated track record in a front-line service-oriented position, involving extensive customer contact and relationship building.

Expert knowledge of polices and regulations governing federal funding and accompanying compliance issues

Preferred Education, Experience & Cert/Lic

Preferred Education: Master’s Degree


Preferred Experience:

  • Pre-award experience
  • Supervisory experience
  • Financial management experience

Additional Technical Requirements

  • Demonstrated track record in a front-line service-oriented position, involving extensive customer contact and relationship building.
  • The effectiveness of this position is tied directly to the incumbent’s knowledge of and ease with the varying requirements of each sponsor in proposal submission and award management, particularly professional expertise in the management of federal awards. The majority of CHOP’s external funding is federal, all of which are regulated by Office of Management and Budget Uniform Guidance, the Code of Federal Regulations, the Federal Acquisition Regulations, agency implementing regulations, and other policies.
  • Expert 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.
  • Expert knowledge of polices and regulations governing federal funding and accompanying compliance issues.
  • Ability, especially under pressure, to be professional, courteous, and tactful in dealing with investigators, administrative staff and funding agency contacts.
  • Ability to establish clear priorities and multi-task in a high-volume setting responsive to externally generated deadlines.
  • Outstanding supervisory and people management skills.
  • Exceptional ability to meet multiple deadlines in a fast-paced, academic environment.
  • Excellent computer skills, particularly Word, Excel, PowerPoint, and databases.
  • Exceptional management expertise with NIH grants and other sponsored projects funding.
  • Exceptional ability to distill complex compliance issues so it is understandable to the lay audience.
  • Strong analytical and problem-solving skills.
  • Effective verbal and written communication skills due to interaction with investigators, 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.

CHOP Careers Contact 

Talent Acquisition

2716 South Street, 6th Floor

Philadelphia, PA 19146 

Phone: 866-820-9288




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