Grants Manager, Autism Institute

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Job no: 494630
Work type: Full-Time
Location: University City
Categories: A.J. Drexel Autism Institute, Drexel University, Professional Staff

Job Summary

The A.J. Drexel Autism Institute is a university-level research institute. Our faculty are constantly seeking funding for research from federal agencies and foundations that support autism science. Our volume of grant submissions is very high (approx. 50 grants submitted in Fiscal Year 2019), and we currently have post-award management of over 30 funded studies.

Essential Functions 

  • The Grants Manager for the A.J. Drexel Autism Institute is responsible for all pre-award functions within the Institute, including the preparation and submission of grants, contracts, and service agreements, as well as post-award functions related to management of such sponsored projects. The Grants Manager will work directly with Principal Investigators (PIs) and must be excellent at communicating and developing relationships. This position will be part of small project-focused teams and, at the same time, should be motivated and willing to work independently developing complex budgets, preparing involved grant applications, and generating financial reports. Funding agencies include the National Institutes of Health (NIH), Centers for Disease Control and Prevention (CDC), State of Pennsylvania, and various public and private foundations. 
  • The Grants Manager will report to the Director of Finance and Administration but will be expected to support all faculty and senior staff in the Institute.  The Grants Manager must be a detail-oriented, highly organized individual with a strong understanding of accounting and finance. The Grants Manager will prepare a range of large and small research proposals, early career awards, from federal agencies as well as public and private foundations.

Pre-Award Duties

  • Prepare complex, multiple-year budgets for federal, state, and private sponsors for grants, fellowships, and service contracts
  • Prepare salary budgets utilizing employee compensation rates, appropriate fringe benefit rates, and approved escalation rates
  • Advise PIs of budget restrictions and applicable indirect cost rates for various types of proposals
  • Advise investigators on sponsor's instructions regarding the application, grant budget, allowable costs, and applicable indirect cost rates
  • Interact with PI's on the preparation of both sponsor and institutional forms to ensure all submission documents are completed properly
  • Route grants and service contracts for signatures as per established deadlines
  • Maintain current files on all grant applications
  • Develop and maintain a comprehensive calendar that includes a schedule for developing grant applications to meet all Drexel University and sponsor deadlines

Post-Award Duties

  • Review notice of grant award with PI making note of any special restrictions
  • Request creation of new fund numbers appropriate to funding source and activity
  • Confirm that budget information is set up according to approved budget
  • Review rate and application of F&A costs for total budget and subcontracts as per sponsor's instructions
  • Manage all financial activity for the duration of the grant Subcontract Administration:
  • Track routing of subcontracts from initiation to fully executed
  • Facilitate the submission and payment of invoices in a timely manner
  • Work directly with Subcontractor, PI and Post-Award Office to resolve issues
  • Meet with PIs on a regular basis for a review of revenues, expenditures, available balances, and encumbrances on their sponsored projects

Payroll and Funding Duties

  • Work with PIs to establish correct funding and effort of personnel for each sponsored project
  • Review funding sources for all employees on monthly basis; run payroll reports to confirm correct funding sources and labor distribution; investigate and resolve errors
  • Update funding changes each month per payroll deadlines and route proper paperwork
  • Maintain history of funding sources and labor distributions for all employees
  • Prepare retroactive salary reallocations and labor distributions

Other Duties

  • Present quarterly reports to Principal Investigators which provide a detailed financial status of all active grants, inactive grants with outstanding issues, and expiring grants over next fiscal period
  • Participate on committees pertaining to process improvement, strategic planning and organizational development as requested
  • Prepare ad hoc financial reports on grant award data for the Director of the Autism Institute and the Director of Finance and Administration
  • Establish policies and procedures for grant submission within the Institute as needed
  • Other duties as assigned

 Required Qualifications 

  • Bachelor’s Degree 
  • Minimum 3 - 4 years of experience in an accounting or financial management position within an academic environment or grant funded organization

Preferred Qualifications 

  • A concentration in finance or accounting, Master's degree in Business Administration or related field preferred
  • Familiarity with NIH funding mechanisms is required and familiarity with CDC, HRSA and other federal, state and local mechanisms for funding public health and/or medical research is highly desirable. Experience preparing complex multiple year budgets is required. Grant application experience is required, NIH experience preferred. Knowledge of COEUS grants management software is desirable. Familiarity with Drexel financial management tools including Banner and Hyperion is a plus

Physical Demands 

  • Typically sitting at a desk/table


University City

Additional Information 

This position is classified as exempt with a salary grade of M. For more information regarding Drexel’s Professional Staff salary structure, 

Special Instructions to the Applicant 

Please make sure you upload your CV/resume and cover letter when submitting your application. 

Review of applicants will continue until a suitable candidate pool is identified. 

Contact Information

Drexel University



3020 Market Street
suite 560
Philadelphia, PA 19104


Background Information

4-Year Degree

  • College/University
  • Non-Profit
  • Administrator or Administrative
  • Finance, Operations
  • Grants and Contracts
  • Sponsored Projects/Programs


Target Job Information

  • Full Time