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University of Pennsylvania Grants Manager A (Center for Sleep) in Philadelphia, Pennsylvania

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Grants Manager A (Center for Sleep)

Job Profile Title

Grants Manager A

Job Description Summary

With limited supervision, manage department's sponsored research pre-award and post award activities for a large, diverse, and highly complex portfolio of grants, contracts, cooperative agreements, and sponsored research agreements.

Prepare administrative sections of the grant applications including budgets, submit proposals to granting agencies utilizing Penn & NIH systems. Monitor grant expenditures for compliance; perform general ledger reconciliations; produce routine and ad-hoc financial/grant status reports and quarterly forecasts.

Develops, negotiates, routes, and maintains subcontracts with multiple institutions funded and foreign subcontractors. Prepare subcontract POs, manage tracking system to ensure receipt, payment, and closing of POs.

This position requires frequent interaction with the School of Medicine's Office of Research Support Services and the University's Office of Research Services, as well as outside sponsoring agencies. Maintain working knowledge of finance, research, and compliance policies.

Job Description

Job Responsibilities

Pre-Award Grants Management

  • Work with Principal Investigators to prepare budgets for grant applications and clinical studies; ensure they meet budgetary requirements of Sponsor, Department, School of Medicine & University with regard to salaries requested, fringe benefit rates, overhead, etc.

  • Assist faculty with grant proposal preparation, creating grant templates and other related documents including submission of grants via ASSIST, PennERA & other grant submission platforms.

  • Coordinate annual progress report submission for PI’s grant.

  • Maintain information database for the Sleep Division’s training grants to facilitate the five year renewal of these grants.

  • Review granting agency regulations, inform investigators of regulatory requirements and ensure compliance.

  • Prepare & maintain confidential correspondences/documents to include salary, budget & proposal information.

  • Serve as liaison with ORSS and ORS.

  • Thorough knowledge of University, School and sponsor’s grants policies and procedures.

​ Post Award Grants Management

  • Process training grant-related forms for appointment, reappointment and termination of postdoctoral and predoctoral trainees using NIH systems & Penn postdoctoral systems.

  • Responsible for subcontracts on federal grants; establish subaward agreements; issue subcontract PO’s and approve invoices.

  • Review notice of awards, enter grant budgets in BEN using approved grant budgets.

  • Monitor grant budgets and reallocate funds as necessary.

  • Identify & correct BEN wayward transactions as needed.

  • Process Payroll reallocations, journal entries as required.

  • Monitor grant expenses to ensure compliance with granting agency requirements.

  • Prepare & distribute monthly grant reports to all Research Investigators/meet with PI’s as needed.

  • Assist with close-out of grants.

  • Assist Director & Sr. Grants Manager with collection of relevant data for the annual budget.

  • Review Concur expense reports.


  • Maintain and Organize related files.

  • Participate in School of Medicine’s training programs and attend School of Medicine’s monthly Business Administrator’s meetings.

  • Keep abreast of new and existing policies and procedures.

  • Serve as a resource for Faculty and Staff.

  • Adhere to established University policies and procedures for above functions.

  • Report known or suspected irregularities to Division Administrator.

  • Communicate/work collaboratively with Sr. Grants Manager & Director regarding status of assignments; handle and resolve issues effectively & efficiently.

  • Exercise discretion when working with confidential materials, including salaries and budgets.

  • Perform other similar and related duties as required.


  • Bachelor of Science and 3 to 5 years of experience or equivalent combination of education and experience is required.

  • Experience with NIH and other federal granting agencies is required.

  • Proficiency with Microsoft Excel, Adobe, and Business Objects.

  • Excellent critical thinking, analytical, verbal and written communication is required.

  • Ability to apply solid organizational and time management skills to a deadline.

  • Familiarity with UPENN sponsored research policies and related financial system is preferred.

  • Ability to work independently, collaboratively & excellent interpersonal skills

    Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$51,824.00 - $72,000.00 Annual Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Affirmative Action Statement Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

  • Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

  • Tuition : Take advantage of Penn's exceptional tuition benefits . You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

  • Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

  • Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

    To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

    The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.