Grants Manager - Annenberg School for Communication

  • University of Pennsylvania
  • Philadelphia, PA, USA
  • Aug 25, 2023
Full time Grants, Sponsored Programs, Research

Job Description


Grants Manager - Annenberg School for Communication

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 - Annenberg School for Communication

Job Profile Title
Grants Manager B

Job Description Summary
The Annenberg School for Communication is a unique place at Penn. Our students receive an education that encourages them to redefine what communication studies can do, and what media expertise entails in the real world. In addition, our faculty, scholars, and students produce rigorous multidisciplinary research that changes the understanding of media institutions and their effects. Our staff support this work as part of an intimate work environment, wherein faculty, students, staff, and scholars are one interactive community. As the smallest of Penn's 12 schools, Annenberg staff enjoy a small-school environment along with the benefits of working for the larger institution that is the University of Pennsylvania. We think this makes us a truly distinctive employer at Penn.

The Grants Manager is responsible for the overall financial management of an assigned grant portfolio and other financial matters of the school/center. Manages proposal development, budget development and related pre-award activities for diverse sponsor portfolio. Manage post-award activities including account set up, monitor and review of all sponsored projects expenditures including fund projections. Monitor and enforce compliance with sponsor guidelines and meet with principal investigators to discuss and advice on any financial issues related to their portfolio. Actively participates in specific projects and will be greatly involved in a more complicated grants including training grants and program project with multiple sub-contracts.

Job Description

Responsibilities include:

  • Provide premier customer service by serving as the initial point of contact for the grants team within the Business Office of ASC while displaying a positive attitude and high level of willingness and good nature while doing so; field inquiries from and serve as the financial policy and process resource for all school constituents; escalate inquiries to Director of Finance when appropriate.
  • Pre-award grant administration: Assist ASC faculty and others with the preparation of proposals for sponsored research to external and internal sponsors (federal, non-federal, corporate, foundation, intra-university) in accordance with funder, school, and university policies and procedures; review proposals for administrative requirements; provide guidance; assist with the preparation of standard to complex budgets and budget justifications; gather required documents for submission according to sponsor guidelines; prepare PennERA record for submission to the sponsor, review application for completeness, track proposal through the signature process to ensure deadlines are met.
  • Post-award administration: Review AIS information and award notices for accuracy and submit corrections for inaccuracies, budget awards internally and in BEN Financials, prepare and monitor ICR budgets, prepare and enter journals and cost transfers, prepare monthly account reconciliations; ensure regulatory and administrative compliance with sponsor, school, and university policies and procedures; exercise overall management and operational responsibility for issues of finance and reporting, compliance, and procurement services (approve and receipt grant invoices for payment, process and reconcile purchase orders, payments to vendors, ProCard receipts, and revenue deposits); work proactively with vendors and appropriate central university offices to investigate and/or correct issues as necessary; develop and distribute comprehensive monthly financial reports to investigators; work closely with school's payroll coordinator to ensure accurate salary distribution and other payroll related issues; meet with PIs regularly and participate in all other activities required to support sponsored research projects; prepare and process travel reimbursements related to grant travel activity; plan reporting schedules and ensure compliance with same, providing reports or templates as needed; manage grants through close-out including overseeing the finally close PO process for sponsored research purchase orders.
  • Liaise with funding agencies, subcontractors, university sponsored project offices, and others.
  • Assist the Director of Finance by preparing ad-hoc grant projections, working with school's business administrator as appropriate, for the school's multi-year budget submission and periodic budget forecasts. May also support the Director by providing and/or analyzing ad-hoc data for dean or other senior management for long-range decision-making as needed.
  • Continually monitor risks associated with research administration to ensure full compliance with all regulations and applicable standards; provide recommendations for improved control and/or operation procedures.
  • Work on special projects as needed.
  • Perform other duties as assigned.

Position is contingent upon continued grant funding. A resume AND cover letter must be submitted to be considered for candidacy.


  • A Bachelor's Degree and 3 to 5 years of experience or equivalent combination of education and experience in pre- and post-award research administration is required. Strong grantsmanship, compliance, and administrative experience essential. Exceptional knowledge and experience with spreadsheets, Excel, and MS Office suite of products required. Experience enforcing compliance, funding policies, procedures, and regulations essential. Experience in university financial and research administration accounting systems required. Experience in UPenn research and financial systems preferred (PennERA, Penn GFM Research Portal/Cayuse, Research Other Support App, ERS, HS-ERA, RIS, PHS-FITS, BEN Financials, Markview/BEN, Business Objects/Data Warehouse, Concur, Penn + Box, Secure Share, Workday@Penn, etc.). Must exhibit the ability and desire to troubleshoot issues, have excellent written and verbal communication skills and outstanding customer service skills, demonstrate exemplary organizational and critical thinking skills, be timely and responsive to deadlines and adept at juggling multiple tasks simultaneously, know how to work independently and as part of a team, and must have a great attitude.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Annenberg School for Communication

Pay Range
$61,046.00 - $83,000.00 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.

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