Grant Program Manager Melanoma Medical Oncology

The primary purpose of the Grant Program Manager, Melanoma Medical Oncology, 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.

Plans and oversees initiatives, interactions, and activities related to the Melanoma SPORE grant. (50%)

• Responsible for the overall administrative and financial management of the Melanoma SPORE.
• Serve as a primary contact for the NIH/NCI SPORE Program Administrator concerning implementing policy changes and the resolution of the grant related issues.
• Participates in the NIH/NCI SPORE Administrators' Community interacting with NCI program staff and other SPORE administrators to include teleconferences, email correspondence and attendance at the SPORE Administrators annual meeting.
• Prepares and distributes monthly financial reports to SPORE project leaders and core leaders.
• Coordinates and prepares meeting agendas for the monthly SPORE meetings.

• Coordinates the bi-annual Internal and External Advisory Committee meeting, to include preparing agenda, requesting necessary documents, coordinating travel and processing honoraria for external advisory board members, reserving conference rooms, audio visual and catering .
• Identifies and implements strategies to enhance investigator collaboration and interchange between the SPORE project investigators and SPORE Core leaders.
• Initiates the administrative planning and grant development for the competitive renewal and non-competing progress report submissions.
• Maintains familiarity with agency submission forms and requirements. Provides ongoing information concerning changes in agency policy, institutional and divisional initiatives, etc., to SPORE leaders and investigators.
• Request necessary updates from investigators and establishes timelines to ensure prompt submission of necessary materials in a timely manner.
• Ensure that the information collected is accurate, reflects the requested information, and is provided in accordance with specified guidelines.
• Proactively identify and solve grant related issues and maintain internal control systems to measure effectiveness of the grant process.

Responsible for financial and administrative management of grants, contracts, funds (30%)

• 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.
• Responsible for correct and timely salary allocation and for salary reconciliation and salary projections for designated company centers.
• Provides monthly reports to faculty and Department Administrator regarding grant financial status including salary projections for all personnel. Meets with faculty to resolve any accounting issues and/or discrepancies.
• Performs monthly audits of grant account reconciliation reports for designated company centers to ensure compliance with departmental, institutional, and state guidelines and reports audit findings to Department Administrator monthly.
• Is the primary resource regarding the use and functionality the Funded Research Database (FReD), the institutional general ledger (ResourceOne), and the new electronic pre-award management tool (COEUS).
• 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 transfers any expenses that are posted 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.

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.
• Processes the effort cards for the department after they have been certified by Faculty.
• Maintains departmental files of all effort reports submitted to Grants & Contracts Accounting.
• 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.
• Distributes activity in non -sponsored accounts based on faculty involvement in the 5 activity categories.

System of internal controls (5%)

• Assists the Department Administrator in the execution of a system of internal controls.
• Creates policies and procedures as necessary to ensure adequate internal controls are maintained as well as compliance with Institutional, State, and Federal guidelines.
• Assists in the audit process of all departmental accounts at the request of the Department Administrator.
• Ensures compliance with all general, governmental, and NIH regulations and requirements.

Completes special projects and reports assigned by the department chair and department administrator as needed.

Working Conditions

This position requires:

Working in Office Environment

______ No

___ X __ Yes

Working in Patient Care Unit (e.g. Nursing unit; outpatient clinic)

___ X __ No

______ Yes

Exposure to human/animal blood, body fluids, or tissues

___ X __ No

______ Yes

Exposure to harmful chemicals

___ X __ No

______ Yes

Exposure to radiation

___ X __ No

______ Yes

Exposure to animals

___ X_ _ No

______ Yes

Physical Demands

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

Time Spent

Never

0%

Occasionally

1-33%

Frequently

34-66%

Continuously

67-100%

Standing

X

Walking

X

Sitting

X

Reaching

X

Lifting/Carrying

Up to 10 lbs

X

10lbs to 50 lbs

X

More than 50 lbs

X

Pushing/Pulling

Up to 10 lbs

X

10lbs to 50 lbs

X

More than 50 lbs

X

EDUCATION:
Required: Bachelor's degree.

EXPERIENCE:
Required: Two years of grant management experience such as grant writing, grant submission and financial administration and one year of lead or supervisory experience. May substitute required education degree with additional years of equivalent experience on a one to one year basis. Successful completion of the LEADing Self Accelerate program may substitute for one year of required supervisory or management experience.

Preferred: Research financial (budgets) experience; Pre and Post Award experience.

It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html