Grant Program Manager Pre-Award

The primary purpose of the Grant Program Manager is to serve as an advisor to optimize planning for grant submissions, monitoring and reporting of grant expenses.  Ensures that strategic and tactical plans for ongoing research activities are developed and executed effectively and efficiently.  Manages all grant funded administrative activities.  Coordinates research planning, monitoring and reporting activities.  Forecasts and monitors all financial and budgetary matters.  Coordinates human resources planning and activities for non-faculty grant-funded personnel.  Develops, implements, and manages effective administrative policies and procedures.  Manages physical resources dedicated to grant funded activity, including, inventory control and property maintenance.  Completes special projects and reports.

Key Functions

Administration of grants management system (15%)

* Maintains departmental grants database utilizing the grants management system to verify accuracy with institutional funded research data (ClickGrants), OBIEE and PeopleSoft  ResourceOne and generates monthly reports for the Department Administrator.
* Responsible for training faculty and staff on the use of ResourceOne grants management systems.
* Responsible for the setup of all new grant budgets and account maintenance.
* Responsible for post-award setup, reconciling, and progress reports.
* Works with Financial Analyst to closeout awards.
* Maintains a copy of all departmental grants for the administrative grants file to include pending, new, and existing grants and/or proposals.
* Attends monthly financial meetings to answer questions related to account balances and salary projections for the PI respective grant funds.

Manages department effort certification and reporting program (15%)

* Serves as the primary effort coordinator for the department within the institutional Effort Reporting System (ECRT) to ensure all effort cards are certified and processed appropriately and in a timely manner.
* Reviews and prepares effort cards quarterly and works with faculty and Grants & Contracts Accounting to resolve any issues or discrepancies.
* Meets with faculty to review effort cards prior to certification to verify accuracy and to capture any discrepancies.
* Completes effort tasks that may arise from the certification in ECRT, such as preparing sponsor letters, internal memos to Grants & Contracts Accounting, retroactive payroll distribution forms, and cost transfers.
* Attaches appropriate backup documentation and notes to each effort card when needed.
* Distributes cost shared amount when required.
* Works with Program Manager to have ePAFs submitted for source of fund changes and personnel actions related to grants.

Organizes/coordinates department pre-award and post-award grants & contracts program (25%)

* Responsible for the completion, review, approval, contract negotiation, activation, regulation, tracking, reporting and submission of grant applications and annual reports, according to institutional and external requirements.
* Guides faculty members in the preparation of the budgets and contractual agreements prior to submission to the Office of Sponsored Programs for institutional approval.
* Maintains familiarity with NIH forms and reporting requirements. Serves as the expert resource to faculty and staff in regard to the application, submission, and electronic reporting process.
* Maintains familiarity with grant guidelines for various funding agencies in order to advise faculty and staff in preparing and submitting grant applications.
* Mentors trainees and faculty in grant procedures through organizing open forums to discuss any updates relating to grants processing and current grant-related issues.
* Is primary liaison to key administrative departments (OSP, GCA, Legal Services) in order to submit, setup, manage and closeout departmental grants and contracts according to institutional and agency guidelines. Maintains close, professional, and collegial working relationships with these key administrative offices.
* Advise faculty in developing proposals for raising philanthropic funding.
* Advise faculty in protecting intellectual property and commercialization activities.
* Provide monthly funding opportunities updates focused on genomic medicine research topics.

Responsible for financial and administrative management of grants, contracts, funds (40%)

* Provides administrative planning for large grant initiatives for the department (large grant includes multiple projects and cores, external and internal activities). Provides comprehensive management for all aspects of large grant awards.  Manages funds and fund allocation across multiple projects and reports appropriately.
* Reviews and reconciles designated large-scale, multi-project grants and research program grants, as identified by the Department Administrator, on a monthly basis, to verify accuracy, resolve errors, and ensure adherence with institution, state, local, and federal regulations.  Compares company/center report expenses with expense documents received for purchases made or services performed. 
* Notifies the Principal Investigator and Department Administrator of any discrepancies and adjusts as necessary and prepares the appropriate memo and supporting documentation to General Accounting, Payroll, or Grants and Contracts Accounting.  Follows up on all discrepancies and adjustments to ensure that corrections are posted to the appropriate company/center accounts for designated grants and contracts. 
* Provides assistance to faculty in the expenditure of funds available to them through the dissemination of information and guidelines of the various sponsoring agencies.
* Schedules routine meetings with faculty members to assist them in managing their grant funding in accordance with funding agency and institutional guidelines.
* Works with Sr. Financial Analyst to ensure salary allocation, reconciliation and projections are correct and timely for grant company centers.
* Provides monthly reports to faculty and Department Administrator regarding grant financial status including funding projections.  Meets with faculty to resolve any accounting issues and/or discrepancies.
* Is the primary resource regarding the use and functionality the Funded Research Database (RCTS), the institutional general ledger (OBIEE and PeopleSoft), and the new electronic pre-award management tool (ClickGrants).
* Works closely with the Department Administrator on special projects/reports requested from the Division of Cancer Medicine such as Fund mapping projects, Sponsored Project deficit project, Private Industry closures, UCF fund deficit project, etc.
* Manages the department default company center and ensure any expenses that are posted are transferred in a timely manner to avoid a negative impact on the department margin.
* Receives 90, 60, and 30 day Award Closeout Notifications from Grants and Contracts Accounting and works with administrative staff and faculty to ensure all salaries are removed, encumbrances cleared and expenditures stopped.
* Serves as a resource in acquiring important grant information through privileged systems including, ResourceOne, Tract Manager, PeopleSoft, and NIH eRA Commons.

System of internal controls (5%)

* Assists in the audit process of grant accounts at the request of the Department Administrator.
* Ensures compliance with all general, governmental, and NIH regulations and requirements.

Other duties as assigned.

Working Conditions

Physical Demands

Indicate the time required to do each of the following physical demands: