Grant Program Manager

Houston, Texas
May 12 2021
Health Sciences
Organization Type

The primary purpose of the Grant Program Manager position is to provide administrative oversight to the grant process for large scale/and or multiple grant activities for the department. This position also requires one to anticipate needs, to recognize situations requiring assistance and have the ability to refer or perform any necessary tasks and to comprehend the goals of the department. Works closely with the SPORE Program Manager and the Deputy Chair to ensure grants and contracts are submitted timely and accurately.

Key Functions

Job Specific Competencies -

Grant Management - (45%) - Provides administrative planning and pre/post award oversight and management of assigned contracts, and/or programmatic departmental grant activities within the Department of GI Medical Oncology. May assist with pre-award activities including initial planning, budget review and preparation. Oversees sponsored project post-award activities including salary budgets, grant expenditures with personnel effort, compliance monitoring, no-cost extensions, final reports, and close-outs. Acts as back-up to the departmental effort coordinator. Works in conjunction with other departmental personnel, including the Financial Team, Regulatory Team, and Study Team, in performing requested administrative duties related to sponsored project agreements.
  • Coordinates the implementation of systems, policies and procedures affecting the submission, review, and approval, contract negotiation, activation, regulation of grants.
  • Effectively communicates with the budget & contract team, regulatory, nursing team, investigators, institutional officials, and sponsor to ensure the timely submission of all sponsored contracts and grants.
  • Reviews and reconciles all assigned sponsored contracts and grant accounts on a monthly basis to verify accuracy, resolve errors, and ensure adherence with institutional, state, and local regulations.
  • Prepare and maintain a database of for grants and sponsored contracts.
  • Ensure faculty effort is properly recorded on all grants and contracts.
  • Supports the effort reporting process within the department for faculty and staff. Stays abreast of changes affecting effort reporting and communicates pertinent information to the faculty and management.
  • Creates RCTS or Click Grant record and works with the DoCM, OSP, Legal, and the sponsor on the submission and review of the final Study order.
  • Assists in managing fund and fund allocation across multiple projects and reports appropriately.
  • Mentors and develops others in the grant program process.
  • Acts as a liaison with appropriate institutional and external counterparts (e.g. ORA, IACUC, IBC, OPR, OSP, CRF, Grants and Contracts, and other sponsors).

Pre-Award - (15%) Oversee all components of each grant submission. Ensure that the proposal is formatted, packaged, approved in RCTS, or designated MDA application and submitted in accordance with granting agency requirements and due dates.

  • Must be proficient in developing budgets for research grants and contracts. Demonstrate knowledge of resources required for laboratory based research budgets, i.e. laboratory supplies, core facility services, consultants, research staff, etc. Demonstrate knowledge of funding requirements, including areas of flexibility and approvable options.
  • Submits proposals including collection of required documents, budget development and justification, COIs, and provide PI guidance from start to finish of the application and adherence to all sponsor and institutional guidelines.
  • Develops and reviews all grants for accuracy and compliance before submission to OSP.
  • Communicates with the Office of Grants and Contracts, Office of Research Administration and NIH regarding deadlines, budgets and other requirements for division collaborative grants
  • As necessary, participates in the preparation, submission, review, approval, contract negotiations, and reporting of sponsored projects contractual agreements.

Post-Award - (40%) - Maintains knowledge of grant and contracts funding policies, research funding announcement, regulations, and procedures; disseminates and/or presents changes to the department and advises on the implementation of changes and on the impact of changes on funded operations.

  • Reviews grant and contract awards for restrictions and special conditions and relays this to the award recipient.
  • Provides quarterly project account balances to PI's and make recommendations, as needed.
  • Evaluate purchases and personnel to determine if compliance has been met, budget is spent according to the proposed budget and milestones are submitted and met.
  • Monitor, audits and advises on the reallocation of funds and transfer of expenses as deemed appropriate according to NIH and sponsoring agency policies and deadlines.
  • Manages many complex funding sources to ensure fiscal support of lab personnel and their required activities.

  • Monitors rates of expenditures on grants and contracts and proactively advises the PI and management of all necessary changes in salary support and other expenditures to ensure zero balances at study expiration. Ensures expired accounts are closed in a timely manner. Attends and actively participates in the Grant Management meetings. Requires complex account review, analysis, projection and problem resolution.

  • Monitors and reconciles account balances for specified departmental accounts. Provides, distributes and updates monthly financial reports. Monitors assigned grant accounts for deficits and expenditures regularly.

  • Tracks protocol revisions which impact the Study Order research budget and works with the DoCM, or SIV team, to amend the budget.

  • Prepares and submits quarterly budget transfers (BTR's) per the terms of the agreement.

  • Processes BAFs, Advanced Set-ups, expense transfers, ePAF's , and assist with effort certification.

  • Other duties as assigned.
  • This position will require a person who is motivated and willing to learn new skills.
  • Represent department in a professional and appropriate manner within the institution, as well as externally.
  • Must also be able to maintain a satisfactory work environment by organizing and redistributing files, records, etc., requiring bending, stooping, reaching, manual handling, walking, visually inspecting, extended standing, sitting and repetitive motions. May be required to lift up to 15 pounds.
  • Requires use of typewriter and computer via keyboard, and operating facsimile machine, calculator, printer, photocopy machine, etc. Requires the use of push-button, multiple line telephone set. Master new software by utilizing available resources (other department personnel, reference manual, taking classes, etc.
  • Must be able to use all office equipment as noted above. Read and understand printed and written data in English.
  • The performance for all expected outcomes is measured by observation by supervisor, reports from physicians and co-workers, the accuracy and timeliness of work produced, and the demonstrated ability to effectively work under stress.

Bachelor's degree.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. 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.

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