Job description

Posting Details

Posting Details

Reference Number 40-31877 Posted Job Title GRANTS COORDINATOR B School Name Perelman School of Medicine Org DM-Pulmonary, Allergy and Critical Care Posted to the Web 05/28/2019 Posted Job/Salary Grade 026 Employment Type Exempt Hours N/A Position Type Full Time Position Schedule 8:30-5:30 Months 12 Position Length Ongoing Position End Date University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

School/Center Overview

The Perelman School of Medicine at the University of Pennsylvania is the oldest and one of the finest medical schools in the United States. Penn is rich in tradition and heritage and at the same time consistently at the forefront of new developments and innovations in medical education and research. Since its founding in 1765 the School has been a strong presence in the community and prides itself on educating the leaders of tomorrow in patient care, biomedical research, and medical education.


Under general supervision of the Grants Manager and in collaboration with principal investigators, the Grants Coordinator will complete proposal development questionnaires, submission timelines, budget development, proposal preparation, review, and submission of sponsored program proposals through the internal review process from PI approval to Sponsor submission. The Grants Coordinator will facilitate post submission pre-award preparation for receipt of new sponsored program awards, including Just-in-Time, sponsor required budget revisions, PHS-FITS, Post-award budget development and entry into BEN Budgets, and communicate with the PI and associated research staff new award information, including award segment account numbers, funding periods, etc. The incumbent will maintain division sponsored program databases, including submission tracking, progress report tracking, Other Support documents, etc. During submission lower volume periods and as time allows, the incumbent will support the Grants Managers with post-award activities, including assist in the preparation, and reconciliation of monthly BEN reports with divisional records of transactions for both grant and agency funding; maintain financial records/budgets; prepare, process and record journal entries; assist with the tracking of sponsored program expenditures to ensure accounts remaining in good standing; identify and process waywards and suspense accounts; process purchase orders, C forms, travel reimbursements, etc. Position reports to the lead Grants Manager and has a dotted line reporting to the PSOM Office of Research Support Services.


A Bachelor’s Degree and 2 years to 4 years of experience or an equivalent combination of education and experience is required. Experience with Penn financial systems (BEN Financials, Business Objects), PennERA, PHS-FIT, Polaris is preferred. Solid computer skills including MS Word and Excel, with an emphasis on the latter, internet, and email required. Excellent interpersonal and communication (oral & written) skills is required. The position requires flexibility, problem solving skills, strong organizational skills, and a high level of attention to detail. A successful candidate can work under tight deadlines, is adaptive, and can work in a dynamic environment. Able to handle multiple tasks simultaneously. Must be flexible, accurate, and able to meet deadlines. Must also be discreet and have the ability to handle confidential financial matters.

Affirmative Action Statement

Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job. Quick Link Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • [email protected]
    • Contacted by a Penn Recruiter
    • Referred by a Penn Employee
    • Referred by a friend or family member
    • Higher Education Recruitment Consortium (HERC)
    • Inside Higher Ed
    • Other Internet Advertisement
    • Linkedin
    • Twitter
    • Other Social Media Site
    • Professional Affiliation/Trade Website
    • Diversity Association/Publication Website
    • Heard about it at a conference or career fair
    • Apple One
    • Recruitment and/or staffing agency
  2. * What is your highest level of education completed?
    • Less than high school education
    • High School Diploma or GED
    • Vocational or Technical School
    • Associate's Degree or Two Year College
    • Bachelor's Degree
    • Master's Degree
    • PHD/MD/JD or equivalent doctoral degree
  3. * How many years of experience do you have related to this position?
    • 0 to 1 Year
    • 1 to 2 Years
    • 2 to 3 Years
    • 3 to 5 Years
    • 5 to 7 Years
    • 7 to 10 Years
    • Over 10 Years
  4. * Do you have experience with application/proposal assembly, management, and submission?
    • Yes
    • No
  5. * If yes, average number of submissions per month? If no, put "I do not do any submissions".

    (Open Ended Question)

  6. * Do you have experience with application budget preparation/development?
    • Yes
    • No
  7. * If yes, average size of annual budget (direct costs).

    (Open Ended Question)

  8. * Do you have experience with pre-award preparation for receipt of new sponsored program awards?
    • Yes
    • No
  9. * If yes, what areas?

    (Open Ended Question)

  10. * Do you have experience with Post-award budget development and entry into a centralized budgeting system?
    • Yes
    • No
  11. * Do you have experience with BEN Financials?
    • Yes
    • No
  12. * If yes, which modules?

    (Open Ended Question)

  13. * Do you have experience with suspense accounts, process purchase orders, and travel reimbursements?
    • Yes
    • No
Applicant Documents Required Documents
  1. Resume
Optional Documents
  1. Cover Letter




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Job No:
Posted: 6/2/2019
Application Due: 6/30/2019
Work Type: