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 Pennâ™s distinctive interdisciplinary approach to scholarship and learning.
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
Director Research Administration
Job Profile Title
Job Description Summary
The Director of Pre-Award Administration position within the Perelman School of Medicine (PSOM) in the office of Research Support Services (ORSS) serves as the main PSOM point of contact for proposal development and is responsible for the general management and oversight of all proposal submissions for the school (roughly 4000/year). The Director serves as a School of Medicine expert in all phases of proposal development and, in that capacity, serves as a resource to the School and PSOM faculty and administrator community in the ongoing conduct and development of pre-award administration. The Director reports to the Executive Director of Research Support Services.
Perelman School of Medicine
Office of Research Support Services
Director, Research Support Services
The Director of Pre-Award Administration position within the Perelman School of Medicine (PSOM) in the office of Research Support Services (ORSS) serves as the main PSOM point of contact for proposal development and is responsible for the general management and oversight of all proposal submissions for the school (roughly 4000/year).Â The Director serves as a School of Medicine expert in all phases of proposal development and, in that capacity, serves as a resource to the School and PSOM faculty and administrator community in the ongoing conduct and development of pre-award administration.Â The Director reports to the Executive Director of Research Support Services.
In this role, the Director:
Has extensive latitude for the use of initiative and independent judgement in providing expert support to faculty and staff on pre-award matters and school policy and procedures.
Facilitates the application process via proposal review, approval, and submission; tracks deadlines to ensure timely submission of proposals.
Furnishes advice, guidance and oversight to ORSS pre-award specialist and departmental grant coordinators/managers.
Actively manages the entire PSOM proposal submission process and makes adjustments as necessary during heavy deadlines to accommodate workloads for pre-award specialists.
Actively monitors specialists assignments throughout the year and makes adjustments as necessary
Participates in the development of School of Medicine research administration policies and procedures around pre-award proposal development and review.Â
Represents the School of Medicine on University teams developing University-wide policies and procedures.
Remains current on changes in federal regulations; provides proactive outreach/communication to faculty and administrators on new policies/procedures and updated sponsor guidelines.
Develops and implements strategies for communicating and monitoring compliance with School, University, and extramural research administration policies and procedures for proposal development and submission.
Coordinates with the Director of Post Award, monthly ORSS research forum agendas to ensure current pre-award policies and/or procedures are a regular agenda item.
Actively participates in any Sponsored Programs training that the Perelman School of Medicine may provide that includes proposal development and submission process; At times, will be provide individual training to administrators and/or faculty.
Acts as back up during staff absences.Â At times, may be assigned specific departments, centers, and institutes if workload is unmanageable for existing pre-award staff.
As needed, perform department pre-award activities to support proposal overflow. This would include sitting with the investigator to establish proposal timelines, budget development, entry into PennERA and all components necessary for a successful grant submission.Â It may also involve overseeing a team, or personnel on retainer to handle overflow submissions.
Participates in âœon-boardingâ program for new grant coordinators/managers in the Perelman School of Medicine providing one-on-one training.Â Assist in the creation, updating, and deliver of training for grants administrative personnel.Â Serve as mentor and provide on-the-job training to selected grants administrative personnel.
Supervises staff of 4 ORSS grant specialists on pre-award matters.
Serves as senior resource to all Research Support Services staff in the external and internal rules and regulations governing sponsored program administration, and on the relevant administrative processes, to ensure accuracy and consistency in the advice and guidance provided to investigators and department administrators.Â Conduct appropriate research into complex questions, consulting, as appropriate with Executive Director of ORSS, University Research Services and other internal administrative offices as well as with external funding agencies.
Provides regular proposal metrics to Executive Director.Â Maintains proposal information and prepares scheduled and special reports, and analyses as necessary.
Oversees proposal development/submission for departments that have signing authority Â (SOâ™s) ensuring they are adhering to internal SOPâ™s as well as sponsor, school and university guidelines and procedures.Â Create community of departmental SOâ™s to share best practices and new/changed regulations/University policies.Â Assist and lead the expansion of departmental submissions with appropriate policies, procedures, oversight and training.
Reviews, approves and signs grant applications on behalf of the School of Medicine as needed.Â Reviews, approves and signs grant applications on behalf of the University on certain types of submissions and may assist Director of Post-Award Management with signatory authority on e-SNAP submissions through the NIH Commons.
Participates in maintaining the ORSS research web page to keep relevant pre-award information current and to further streamline the proposal process for faculty and grants administration staff.
As continuing assessment of departmental/school activities occur, position may at times be required to assist with post-award activities (e.g., RPPR development/submission, compliance oversight, etc.).
Assist with a fellowship/development program for new/potential grants administrative personnel to prepare them for grant administrative positions within the PSOM.
May represent the Executive Director and ORSS in various School and University settings.
Bachelorâ™s degree and a minimum of 7-10 years of experience in grants and contracts administration preferably in a university, hospital or non-profit research setting. Strong background in accounting a plus.
Experience in managing compliance with federal government grants and contracts and ability to interpret and apply university and sponsor policies and procedures.
Proficiency with proposal review and electronic proposal submissions.
Ability to analyze complex situations, identify workable solutions, and make appropriate determinations based on regulations and the relevant policies.
Effective written and verbal communication skills, excellent interpersonal skills.
Commitment to maintaining a productive and supportive research environment while providing mentoring and technical assistance to departments.
Ability to deliver presentations to the research administration community on relevant pre-award administration topics.
Experience in institutional process, policy and procedure development.
Thorough knowledge of information systems supporting research administration
Ability to manage multiple priorities in a fast-paced, deadline-driven setting.
Good leadership, judgement, and decision-making skills.
Knowledge of Post-Award grants administration activities highly desirable.
Designation of Certified Research Administrator (CRA) or Certified Pre-Award Research Administrator (CPRA) a plus.
Job Location - City, State
Department / School
Perelman School of Medicine
$72,837.00 - $138,391.00
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.
Internal Number: JR00012677
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.