Senior Sponsored Programs Administrator

Overview

The nation’s leading advocacy organization for children’s healthcare, the American Academy of Pediatrics, seeks a detailed and organized seasoned individual to join our Sponsored Programs team housed in our Department of Finance to  to manage assigned sponsored programs in liaison with program staff, as well as, assist with preparation and review of applications, budgets, budget narratives, and expenditure reports to ensure pre- and post-award compliance with legal, reporting, and sponsor requirements.

Some duties/responsibilities include:

• Ensure compliance with American Academy of Pediatrics (AAP) policies, financial procedures, GAAP, and program regulations and reporting requirements on assigned sponsored programs (eg, OMB Circulars, Uniform Guidance, FASB standards).
• Track deadlines and sponsor requirements and assist program staff with timely submissions of applications, progress and financial reports, prior approval requests, budget revisions, and other required filings.
• Conduct ongoing budget review meetings with program staff to ensure integrity of data, prioritize spending on programs with expiring funds, analyze variances, and effectively manage the financial activities of assigned programs. Monitor proper charging of salary, cost sharing, and other costs and allocations.
• Coordinate federal submissions for grants with multiple projects and program staff from different teams; provide training, establish timelines, hold kick-off meetings, interpret Notice of Funding Opportunity or Notice of Award requirements, guide program staff in applications, progress and financial reports, continuation applications, budgeting, and other compliance issues, and respond to program staff questions.
• Supervise and mentor assigned staff. Encourage a work environment that promotes inclusion and belonging of all staff. Support ongoing staff development, help set objectives, evaluate performance, and promote and enhance staff capacity in skills necessary to achieve goals. Ensure staff operate in a fiscally prudent manner, maintain confidentiality, operate with the highest ethical standards, and provide excellent customer service.
• Serve as AAP’s technical advisor for federal grants; interpret Uniform Guidance, translate technical terms into user friendly terminology, research technical or complicated issues, provide guidance on grant terms and conditions, and assist program staff using federal grant sites (e.g., grants.gov, PMS, HRSA EHB, CDC SharePoint).
• Advise staff on compliance and interpretation of sponsor regulations, policies, and procedures, as well as fiscal allowability.

Qualified candidates will possess the following:

• Bachelor’s degree in accounting or a related discipline or an equivalent combination of relevant education including accounting courses) and work experience required.
• At least four years’ related sponsored programs management experience required, including budget preparation, federal grant compliance and reporting, and using financial database systems.
• Experience collaborating with multiple stakeholders, supervising staff or serving as a team lead, and strong working knowledge of federal regulations, Uniform Guidance and reporting websites essential.
• Strong technical acumen required with proficiency in MS Office and financial systems, and the ability to learn and apply new technologies; experience with financial software (e.g., Acumatica), project or grants software, collaboration site software (e.g., SharePoint), and virtual meeting platforms (e.g., WebEx) strongly preferred.
• Must be able to maintain a high level of accuracy, secure confidential information, manage multiple priorities simultaneously, meet tight deadlines, take initiative, work both independently and as part of a team, collaborate effectively with various internal and external constituents, and promote and maintain a positive and cooperative team-oriented work environment with a commitment to equity, diversity, and inclusion.
•  Proficiency in researching and applying technical guidance and the ability to embrace change, promote innovative solutions to process improvement, and translate financial language into non-financial terminology for program staff is essential.
•  Some evening and weekend work may be required, particularly around month and year-end close.

Why work for the AAP?

• Flexible hours and a focus on work/life balance.
• State-of-the-art building equipped with standing desks, treadmill desks, cycle desks, on-site fitness center, and on-site exercise classes.
• An on-site cafeteria with food costs that are subsidized by AAP.
• Strong focus on mental health and wellness.
• Tuition reimbursement.
• Competitive PTO and sick leave.
• Excellent parental benefits, including adoption assistance.
• A full list of benefits can be found here (chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https://downloads.aap.org/DOHRAS/BenefitsAtAAP.pdf).

Hybrid work environment of 40% of work time in the office per month.

To learn more about the organization, see a full job description, and/or apply for the position, please visit https://www.aap.org/employment.

The AAP offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee-focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.

Reasonable Accommodation: Individuals with a disability in need of a reasonable accommodation regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.