Manager, Sponsored Programs

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The University of Miami (UM)'s School of Education and Human Development (SEHD) is seeking a qualified Grant Manager to oversee both pre-award and post-award activities for the SEHD faculty grants and contracts. This pivotal role supports the SEHD's strategic goals by managing financial operations, ensuring compliance with grant and contract requirements, and supporting faculty in external grant-related activities. The ideal candidate will have a strong financial understanding and mathematical skills, advanced proficiency in Excel and other computer applications, and a minimum of 5 years of experience in sponsored programs management or financial administration. They should be detail-oriented, possess strong organizational and communication skills, and be able to work accurately and confidentially in a team environment. Familiarity with university research guidelines, federal, non-federal and state grant/research/contract guidelines is preferred. Key responsibilities include collaborating with the SEHD faculty/researchers, the Associate Dean for Research, UM Office of Research Administration (ORA), and SEHD Finance and Business Operations team; ensuring compliance with university, federal, state, and all other funding agency requirements; assisting faculty on active grants and facilitating new grants; training project staff on compliance as necessary; and monitoring account expenditures and budgets using UM's grant and financial systems such as IBIS, Workday, and Anaplan.

Key Responsibilities:

These duties include but are not limited to the following:

• Collaborate closely with the Associate Dean for Research, UM Research and Scholarship Office of Research Administration (ORA), and SEHD Finance and Business Operations team.

• Serves as the primary liaison with other universities, UM schools/colleges and departments involved in the SEHD grant and contract performance. Obtains and adheres to current Federal, State and University proposal guidelines from sponsor agencies, including representation and certifications in order to be able to work on complex pre award budget issues.

• Ensure project proposals and implementations comply with university research guidelines, federal, non-federal, state, local, and other funding agencies' requirements.

• Work with the SEHD faculty/researchers on active grants and contracts, while facilitating additional grants and contracts in the pipeline.

• Manages the process of all grant/contract proposals and awards from development stage through implementation and reporting. Understands and complies with both sponsor agency and UM policies, procedures and regulations.

• Train project staff on grants and federal contracts compliance as needed.

• Monitor account expenditures and budgets using financial systems such as IBIS, Workday and Anaplan.

• Attend professional development workshops to advance skills.

• Oversee expenditure control for Principal Investigator (PI) accounts.

• Provide quality customer service to faculty, staff and students monthly.

• Provide effective feedback to team members in order to continually improve processes and procedures.

• Assist and motivate other team members to grow technically and within the team framework.

• Organize teamwork schedules and ensure tasks assigned are completed in a timely manner.

• Constructively participate in and support team activities.

• Perform other duties as assigned.

Pre-award

• Collaborate directly with faculty, subcontractors, and collaborators across UM schools/colleges and from other institutions to prepare, review, and submit grant and contract proposals.

• Review grant requirements and restrictions set by grant agencies, inform the Principal Investigator (PI) and Co-Principal Investigators (Co-PIs) and Associate Dean for Research (ADR), and ensure adherence to grant proposal requirements.

• Develop, review, and enter budgets for grant proposals into the IBIS system promptly.

• Responsible for creating funding proposals in the IBIS system, completing all sponsored forms, and ensuring the timely submission of grant proposals.

• Work closely with the ADR and the Office of Research Administration (ORA) during the grant submission process.

• Ensure compliance with all institutional and sponsor guidelines throughout the proposal development process.

• Coordinate with various departments to gather necessary documentation and information for proposal submission.

• Provide guidance and support to faculty on grant proposal preparation, including formatting, writing, and compliance with agency guidelines.

• Track and monitor the status of grant proposals and maintain accurate records.

• Assist in identifying potential funding opportunities for faculty research.

• Perform other duties as assigned.

Post-award

• Compare the pre-award budget to the funded post-award budget, working with the ORA and SEHD financial and business office to ensure the issuance of grant account numbers and accurate entry of the funded award budget into IBIS and Workday.

• Evaluate award terms and conditions and review flagged items with the Associate Dean for Research (ADR) and the Principal Investigator (PI) and Co-Principal Investigators (Co-PIs).

• Oversee award/contract terms and conditions, prepare and negotiate sub-contract agreements to ensure compliance with funding agency requirements.

• Maintain accurate records of all post-award activities and communications.

• Ensure compliance with all institutional, state, and federal regulations throughout the post-award phase.

• Assist PI and Co-PI with financial planning and management of their research funds.

• Perform post-award activities including reconciliations, tracking of payments, and closeout requests.

• Enter and correct costing allocations in Workday during the academic year.

• Prepare and process sponsored subcontracts and verify the accuracy of invoices submitted, reconcile any variances.

• Execute and enter all grant expenditure and transaction activities (e.g., Payroll, Supplier invoices, Purchase orders, Payroll accounting adjustment (PAA), etc.).

• Oversee expenditures to ensure compliance with the terms of awards and university and agency regulations.

• Monitor budget variances with the SEHD Business Officer and develop appropriate plans of corrective action.

• Coordinate with the ORA, SEHD Finance, and Business Operations teams and resolve any financial discrepancies or issues related to grants.

• Prepare and process budget continuations, re-budgeting requests, no-cost extensions, and funding requests.

• Prepare financial reports of expenditures and perform financial analysis to be discussed with the ADR and Director of Business Operations. Provide budget information during routine audits to the ADR, PI, and Co-PIs.

• Provide monthly financial reports of expenditures and financial analysis to the PIs.

• Prepare the yearly budget for each grant and provide it to the Director of Finance and Business Operations.

• Provide timely and accurate financial reporting to funding agencies and institutional stakeholders.

• Perform other duties as assigned.

Minimum Qualifications

Education:

Bachelor's degree in relevant field

Experience:

Minimum 5 years of relevant experience in sponsored programs management/financial administration preferred. Any relevant education, certifications and/or work experience may be considered.

Required Skills and Qualifications:

• Strong financial understanding and mathematical skills.

• Proficiency in advanced Excel and other computer applications (Word and Adobe).

• Detail-oriented with strong organizational and communication skills.

• Ability to work accurately and confidentially in a team environment.

• Familiarity with university research guidelines, federal, non-federal, and state and local research/contract guidelines preferred.

Knowledge, Skills and Attitudes:

• Knowledge of business and management principles.

• Ability to direct, manage, implement, and evaluate department operations.

• Ability to establish department goals, and objectives that support the strategic plan.

• Ability to effectively plan, delegate and/or supervise the work of others.

• Ability to lead, motivate, develop, and train others.

• Skill in completing assignments accurately and with attention to detail.

• Ability to analyze, organize, and prioritize work under pressure while meeting deadlines.

• Ability to process and handle confidential information.

• Commitment to the University's core values.

• Ability to work independently and/or in a collaborative environment.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

A11