Grants Administrator

Job Summary

The A.J. Drexel Autism Institute is a university-level research institute. Our faculty are constantly seeking funding for research from federal agencies and foundations that support autism science. Our volume of grant submissions is very high (approx. 52 grants submitted in Fiscal Year 2024), and we currently have post-award management of over 40 funded.

The Grants Administrator will report to the AD of Finance and Research Operations, who reports to the Executive Director of Finance and Administration, but will be expected to support all faculty and senior staff in the Institute. The Grants Administrator must be a detail-oriented, highly organized individual with a strong understanding of accounting and finance. As part of the grants team, the Grants Administrator will prepare a range of large and small research proposals, early career awards, from federal agencies as well as public and private foundations. Under the direction of the AD of Finance and Research Operations, the Grants Administrator will perform and aid with the following job functions as part of the grants team within the Autism Institute.

The Grants Administrator for the A.J. Drexel Autism Institute is responsible for pre-award functions within the Institute, including the preparation and submission of grants, contracts, and service agreements, as well as post-award functions related to management of such sponsored projects. The Grants Administrator will work directly with Principal Investigators (AD of Finance and Research Operations) and must be excellent at communicating and developing relationships. This position will be part of small project-focused teams and, at the same time, should be motivated and willing to work independently developing complex budgets, preparing involved grant applications, and generating financial reports. Funding agencies include the National Institutes of Health (NIH), Centers for Disease Control and Prevention (CDC), State of Pennsylvania, and various public and private foundations.

The successful candidate will have an opportunity to grow into this role and be a member of a dynamic and inclusive team.

We are searching for an individual who desires to be a part of an organization whose mission is to pioneer research to better understand autism and drive impactful change in our communities and worldwide. The ideal candidate will share similar core values (Respect, Inclusion, Innovation, Integrity, Collaboration, and Compassion) to ours and help support the overall vision of AJDAI that encompasses a more inclusive world where all people can participate and flourish. We welcome individuals from traditionally underrecognized backgrounds, minoritized groups, and with different abilities to apply. People who have an interest in promoting/supporting diversity, equity, inclusion, and belonging in the workplace and/or in their communities are encouraged to submit their applications.

Essential Functions

• Pre-Award:
  
  
  
  • Prepare complex, multiple year budgets for federal, state, and private sponsors for grants, fellowships, and service contracts
  • Prepare salary budgets utilizing employee compensation rates, appropriate fringe benefit rates, and approved escalation rates
  • Advise AD of Finance and Research Operations of budget restrictions and applicable indirect cost rates for various types of proposals
  • Advise investigators on sponsor's instructions regarding the application, grant budget, allowable costs, and applicable indirect cost rates
  • Interact with Pl's on the preparation of both sponsor and institutional forms to ensure all submission documents are completed properly
  • Route grants and service contracts for signatures as per established deadlines
  • Develop and maintain a comprehensive calendar that includes a schedule for developing grant applications in order to meet all Drexel University and sponsor deadlines
  
  
  
  
• Post-Award:
  
  
  
  • Request creation of new fund numbers appropriate to funding source and activity
  • Confirm that budget information is set up according to approved budget
  • Review rate and application of F&A costs for total budget and subcontracts as per sponsor's instructions
  • Meet with AD of Finance and Research Operations on a regular basis for a review of revenues, expenditures, available balances, and encumbrances on their sponsored projects
  
  
  
  
• Payroll and Funding Distribution:
  
  
  
  • Work with Principal Investigators to establish correct funding and effort of personnel for sponsored projects
  • Review funding sources for all employees on monthly basis; run payroll reports to confirm correct funding sources and labor distribution; investigate and resolve errors
  • Update funding changes each month per payroll deadlines and route proper paperwork
  • Maintain history of funding sources and labor distributions for all employees
  • Prepare retroactive salary reallocations and labor distributions
  
  
  
  
• Subcontract
  
  
  
  • Track routing of subcontracts from initiation to full execution
  • Facilitate the submission and payment of invoices in a timely manner
  • Work directly with Subcontractor, Pl and Post-Award Office to resolve issues
  
  
  
  
• Other
  
  
  
  • Present quarterly reports to Principal Investigators which provide detailed financial status of all active grants, inactive grants with outstanding issues, and expiring grants over next fiscal period
  • Provide input on policies and procedures related to grant submission and administration within the Institute as needed
  • Other duties as assigned
  
  
  
  

Required Qualifications

• Bachelor's Degree in Accounting or financial management or Business Administration or the equivalent combination of education and work experience.
  
  
  
  • Please review the Equivalency Chart for additional information.
  
  
  
  
• 1-3 Years of relevant experience
• Familiarity with NIH funding mechanisms is strongly preferred and familiarity with CDC, HRSA and other federal, state and local mechanisms for funding public health and/or medical research is highly desirable.
• Experience preparing complex multiple-year budgets is required. Grant application experience is required, NIH experience preferred. Knowledge of COEUS grants management software is desirable. Familiarity with internal Drexel University financial management tools (Banner, Hyperion, COEUS, lnfoEd, WebFinance, WebSalary) is a plus.
• Excellent communication and interpersonal skills.
• Excellent organizational skills and attention to detail.
• Ability to work effectively in a fast-paced, team-driven environment.

Preferred Qualifications

• Master's degree in Business Administration or related field preferred, or equivalent combination of experience, education, and training. Preferred experience within an academic environment or grant funded organization.
• 1-2 years' experience working in Higher Education
• Prior grant experience in Higher Education with Federal and Non-Federal funding sources (NIH, NSF, Foundations, other Federal or Non-Federal Sponsors).

Physical Requirements

• Typically sitting at a desk/table

Location

• Hybrid/Flexible Work Arrangement - Philadelphia, PA

Additional Information

This position is classified as exempt, grade K. Compensation for this grade ranges from $54,630 - $81,940. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate's qualifications and experience, department budget, and an internal equity review.

We encourage you to explore Drexel's Professional Staff salary structure and Compensation Guidelines & Policies for more details on our compensation framework.

You can also find valuable information about our benefits in the Benefits Brochure.

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.