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Sr Grants & Contracts Specialist

Philadelphia, PA, US, 19146

Job Type: 

Req ID: 25723

Shift: Days

Employment Status: AF - Active - Regular - Full Time 

Job Summary

Responsible for institutional oversight of various incoming and outgoing agreements under sponsored projects. Ensure that all types of agreements (sub-award, PSA, etc.) and modifications to and from organization under various funding agencies reflect the institutional interest and are compatible with institutional policies and procedures at CHOP. Issue,negotiate, and accept various agreements and modifications. Maintain a strong customer- service oriented environment. Implement policies and standard operating procedures to ensure compliance with sponsor rules and regulations as it relates to sub-awards. Provide formal/informal training to departmental employees, investigators, and staff on internal and external systems, operations and processes.

Job Responsibilities

1. Responsible for institutional oversight of various incoming and outgoing agreements (sub-award, PSA, etc.) under sponsored projects for assigned Divisions, Departments and Programs.

  •  Advise investigators and staff on the administrative aspects of sub-awards under sponsored projects
  •  Liaise with Development, Regulatory Affairs, Technology Transfer, Office of General
  • Counsel, Government Affairs, Research Education, Research Finance, other Research Institute departments, Division Chiefs, Department Chairs, division and hospital administrators and others as necessary on the administrative aspects of sub-awards
  •  Understand the landscape of each investigator’s sponsored projects funding, their collaborations inside and outside CHOP, and the overall funding situation of the assigned portfolio
  •  Maintain records for proposals, incoming and outgoing sub-awards, just in time requests, and all other aspects of sub-award administration

2. Ensure that all types of agreements and modifications to and from organization under various funding agencies reflect the institutional interest and are compatible with institutional policies and procedures at CHOP.

  •  Adjudicate issues prior to timely negotiation and acceptance
  •  Advise investigators and staff on sub-award requirements and CHOP procedures and policies related to them
  •  Ensure that sub-awards are in compliance with sponsor guidelines and regulations and compatible with institutional policies and procedures
  •  Acquire missing information, documentation, materials, etc., and verify completeness of sub-award
  •  Maintain up to date information in eSPA including entering sub-award data, transitioning through various states, and setting deadlines for proposals, progress reports, and final reports

3. Issue, negotiate, and accept various agreements and modifications.

  •  Prepare, issue, and process sub-awards, psa’s, research agreements, etc.
  •  Negotiate all sub-awards and modifications
  •  Assist investigators and Research Institute departments in communicating with prime or sub organization, collaborators and others about the conduct of sub-awards

Job Responsibilities (Continued)

4. Maintain a strong customer-service oriented environment.

  •  Work as a team with colleagues in SPRBM, Research Finance, etc. to provide seamless service to investigators
  •  Develop professional relationships with PIs, technical staff, research administration, division administrators, HR, research finance, etc.
  •  Implement coverage plan when absent
  •  Respond to customers in a timely fashion, understand their needs, and provide for them
  •  Refer customers to knowledge experts in other departments when appropriate
  •  Learn continuously and take advantage of professional development opportunities
  •  Juggle multiple deadlines
  •  Expedite work without sacrificing quality

5. Implement policies and standard operating procedures to ensure compliance with sponsor rules and regulations as it relates to sub-awards.

  •  Explain importance of compliance to CHOP as a whole and consequences for the hospital for non-compliance by individual investigators or staff 
  •  Provide institutional oversight on subcontract acceptance, subcontract issuance, etc.
  • Implement CHOP policies such as Subrecipient Monitoring, Conflict of Interest, Principal Investigator Eligibility, Cost Sharing, Indirect Cost Waiver, Program Income, etc.
  •  Guide investigators and staff on what is compliant, what is acceptable and appropriate, while at the same time supports the scientific program to its fullest extent
  •  Contribute to the development of policies and procedures, educational and training programs, enhancement of eSPA, etc.
  • Participate in institutional initiatives related to process improvement

6. Provide formal/informal training to departmental employees, investigators, and staff on internal and external systems, operations and processes

7. Other duties as assigned Occasionally will be required to work beyond regular daily business hours to meet deadline requirements.

Job Responsibilities (Continued)

Required Licenses, Certifications, Registrations

None

Required Education and Experience

Required Education: High school diploma/GED

Required Experience: At least three (3) years’ prior experience in providing sponsored project management services on NIH and other federally funded grants or contracts directly for investigators and physicians in an academic research/hospital environment.

Preferred Education, Experience & Cert/Lic

Preferred Education: Bachelor’s degree in business, political science, or related field.

Preferred Experience: Financial management experience

Additional Technical Requirements

  •  Demonstrated track record in a front-line service-oriented position, involving extensive customer contact and relationship building.
  •  Broad knowledge of policies and regulations governing federal funding and accompanying compliance issues.
  •  Knowledge of principles of grantsmanship/contract management and sponsor proposal and award policies and procedures (particularly those of the National Institutes of Health).
  •  Ability, especially under pressure, to be professional, courteous, and tactful in dealing with investigators, administrative staff, funding agency contacts, prime and sub-awardee organizational representatives.
  •  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 Microsoft Word and Excel, and experience using pre-award databases.
  •  Exceptional management expertise with NIH grants and other sponsored projects funding
  •  Strong skills in distilling complex compliance issues so they are understandable to the lay audience
  • Analytical and problem-solving skills essential.
  •  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 

Email:TalentAcquisition@email.chop.edu

 

 

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