Grant Manager-Pediatrics

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1.Bachelor'sdegree in Business, Accounting, or related field.

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1. Two years of directly related experience in grants administration and grant writing.

CORE DUTIES AND RESPONSIBILITIES:The statements described here are intended to describe the general nature of work being performed by people assigned to this position.They are not intended to be constructed as an exhaustive list of all responsibilities and duties.Other duties may be assigned.

1. Manages all aspects of departmental grant application pre- and post-award process by developing strategies to meet and improve the organizations goals. Initiates the application process with the PI, drafts letter of intent to submit to the grant agency, prepares all data for the official agency application form(s), completes all internal application forms (includes assembling the final package being sent to the grant agency), and processes and creates a working budget for the application. Collaborate with the PI to collect, write, and edit all data and organize files according to the sponsor's instructions in preparation for submission to the agency.

2. Works with the PI through the entire submission process. Responsible for setting up a timeline from the onset to ensure that the application is submitted to all School of Medicine and Office of Sponsored Program approving agents well in advance of the submission due date to the agency. Responsible for making certain that the timeline created is adhered to by all parties to ensure the agency receives the application in time for consideration.

3. Provides administrative and budgetary support for allfacultywithin the department. Monitors and maintains knowledge of all current agency funding opportunities and advises PI's on searching for and selecting appropriate grant opportunities that fit their research interests. Supervises and completes all internal and external grant applications including, but not limited to: pre-award, competing and non-competing renewals, post-award financial and other reports and updates (ieprogress reports, budget modification requests, no cost extensions, grant close out reports,etc).

4. Develops the budget for all awards and ensures that the budgets are accurate and balanced prior to submission to the approving agents.

5. Stays up to date on current granting laws, regulations, policies, and procedures to ensure that institutional and sponsoring agency policies are followed (ieNIH, DOD, AHA, NSF, USDA,etc). Maintains and uses this knowledge to serve as an advisor to the faculty by creating an effective application process which proves successful for submitting high quality applications.

6. Verifies all salaries on grants are properly reflected and accounted for in accordance with the level specified in the grant award.

7. Learns, interprets, and educates PI's on the institutional and agency policies and procedures to ensure compliance is met when awards are granted. Assists the PI with grant closeouts through preparing final agency data reports.

8. Assists PI with setting up training or completing necessary protocol application forms for projects requiring the use of animals, human subjects, or biohazards.

9. Attends meetings, trainings, and seminars on behalf of the faculty to keep current of the vastly changing grant application process. Maintains current knowledge of the primary on-line granting tools such as ERA Commons, Proposal Central, Grants.gov, and internal systems such as the KC CAS system for grant routing. Provides training to PI's as needed on how to utilize these tools for completing award updates or reports.

10. Responsible for coordination of the annual departmental education conference for faculty and staff.

11. Tracks and completes annual visual inventory of research related equipment for reporting and costing. Maintains these records.

12. Tracks department grant applications, funded and non-funded applications, dollar amount of funding, and provides data to chair and administration as requested for annual reporting.

13. Collects and maintains current faculty information and biographical sketches for collaborating purposes, and to update publication and official "other support" grant documents. Assists faculty with updating these forms to proper format, edits and makes sure comply with application guidelines.

14. Tracks grant expenditures, createsreports, and works with the PI to make sure that all grant expenditures are properly tracked and accounted for within the award period. Submits Labor Distribution Adjustments for salary on grants in accordance with the award, submits salary lines for funded faculty and staff. This requires use of the Oracle (MAP) system for tracking salary and expenditures.

15. Verifies effort reporting accurately reflects PI and faculty effort on grants. Provides detailed reports to PI and ensures all spending is within the spending guidelines of a particular award. Collects and maintains current faculty information and biographical sketches for collaborating purposes, and to update publication and official "other support" grant documents. Assists faculty with updating these forms to proper format, edits and makes sure comply with application guidelines.

16. Tracks grant expenditures, createsreports, and works with the PI to make sure that all grant expenditures are properly tracked and accounted for within the award period.

17. Submits Labor Distribution Adjustments for salary on grants in accordance with the award, submits salary lines for funded faculty and staff. This requires use of the Oracle (MAP) system for tracking salary and expenditures.

18. Verifies all salaries on grants are properly reflected and accounted for in accordance with the level specified in the grant award.

19. Verifies effort reporting accurately reflects PI and faculty effort on grants. Provides detailed reports to PI and ensures all spending is within the spending guidelines of a particular award.

20. Tracks RVU for all facultymemberand provides reports on goals, current levels, and requirements for eligibility for incentives. Coordinates FARA elections and tracks completion of goals toward incentives

21. Responsible for annual reports of activity on gifts to the department in the form of Foundation gifts to specific groups for research and outreach.

22. Responsible for WVUH and UHA payroll submission via KRONOS system for all department employees. Acts as back-up for State payroll and leave system. Attends training to keep current in this knowledge as it is offered or needed.

23. Responsible for Departmental invoicing of all reimbursable expenses between entities for WVU, UHA, WVURC via the Lawson and Oracle (MAP) systems. Completes monthly invoicing for all reimbursement to the department and follows up on aging to ensure timely collection of revenues.

24. Prepares sub-contract agreements for the lease of time of employees to the grant.

25. Assists the Department Chairman when needed. Provides data, reporting, information, and updates on all grant related projects. Keeps the Chairman informed of upcoming deadlines, issues, reports, awards, and requirements.

26. Responsible for Role-based requests for the department to provide all employees of the department with access to systems appropriate for their position and job title.

PHYSICAL REQUIREMENTS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORKING ENVIRONMENT:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Operate in a fast paced environment with little structure.This position requires an extremely high level of analytical skill.This position will be responsible for examining complex fiscal and administrative issues/problems and recommending appropriate solutions.Provide input to Chairman and Department Administrator on appropriate action in meeting various requests or projects with multiple policy structure.

SKILLS AND ABILITIES:

1. Ability to analyze data and provide useful information to the granting agency, Office of Sponsored Programs, SOM Business and Administration Office, and to the PI's in the department.

2. Ability to manage internal and external funding through utilizing WVU's MAP Reporting system.

3. Ability to prepare,manage, and maintain budgets and financial reports and provide reconciliation reports among clustered accounts. Must possess knowledge of related accounting processes.

4. Knowledge of WVU policies and procedures pertaining to budgetary, internal, and external funding.

5. Knowledge of PC based software and related applications, including Word, Excel, PowerPoint, and Adobe.

6. Ability to learn and use new reporting systems as added by the university for the purpose of effectively maintaining awards, funding, applications, and reporting. Includes, MAP, Lawson, Role-based, Payroll systems, Ultimate, KRONOS, KC, EBS, and any other systems as upgraded and brought online. Updates training periodically and as needed.

7. Knowledge of various grant proposal application processes (online and hard-copy submissions). Must be skilled in working with grants and contracts in a higher educational environment.

8. Strong verbal and communication skills and a professional demeanor in interactions.

9. Must have excellent organizational skills and the ability to multi-task and prioritize all work needing accomplished.

10. Must possess the ability to work independently and use excellent judgment in decision making.

11. Mentors other university employees within the university system to assist with collaborative projects between multiple departments

Additional Job Description:

On-site Position

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.