Grant & Financial Services Manager

Job description

Job Title:


Position Number:


Job Category:

University Staff

Job Type:


FLSA Status:



Maywood-Health Sciences Campus

Department Name:


Location Code:


Is this split and/or fully grant funded? :


Duties and Responsibilities:

Job Summary
The function of the grant and financial services manager is to provide pre and post-award grant administration services primarily to the faculty of the Marcella Niehoff School of Nursing (SON), including serving as internal resource on funder policies, procedures and systems; attending conferences, workshops and webinars to remain up to speed with grant and contract policy; establishing procedures based on university policy, funder requirements, and best practices; providing training and preparing training materials; preparing grant budgets and organizing grant submissions; establishing subcontracts; completing post-award setup procedures; processing payroll action forms, payment requisitions, expense reimbursements and purchase orders; approving procurement card transactions, generating consultant agreements; reviewing grant expenditures and compiling burn rate data; record keeping and document tracking; reporting on grant statistics, etc. Finally, the grant and financial services manager will provide direct and backup support for the Director of Finance and Business Operations through the coordination of various financial activities.

The Grant and Financial Services Manager position works directly with with the Associate Dean for Research and Scholarly Innovation, the Endowed Research Professor, the Research Committee, and faculty of the MNSON, and reports directly to the Director of Finance and Business Operations. In addition, the Grant and Financial Services Manager works collaboratively with the Office of Research Services to provide broader coverage related to grant administrative functions, as needed.

The position is based at the Health Sciences Campus but may require travel to the Lakeshore Campus.

-Oversees preparation and submission of all grant proposals, including subcontracts.
-Completes all pre-award administrative procedures via internal research portal.
-Assists principal investigator (PI) with budget development and budget justification, in accordance with internal policies and procedures.
-Ensures PI and key personnel complete required waivers and training, and follow all internal grant submission procedures.
-Reviews all proposal elements for accuracy and advises PI on institutional and sponsor submission requirements.
-Prepares files in proper format for electronic submission.
-Routes documents through various committees and departments expediting approval to meet deadlines.
-Works with ORS to submit grant applications and obtain institutional endorsement on all grant applications.
-Maintains grant submission documentation in SON grant files.
-Stays up to date on all new federal and state regulations that apply to the grant process; interprets agency-specific guidelines/regulations that apply to the proposal and award process.
-Provides Associate Dean for Research with weekly grant submission and summary reports.

-Initiates grant setup for all awarded grants and maintains post-award grant documentation in SON grant files.
-Routes grant notice of awards (NOAs) for execution via ORS.
-Assists PI with budget modifications and uploads final post-award budgets via internal research portal.
-Ensures signature cards are on file, and that PI is setup with proper system access and to receive SPA automated reports.
-Assists PI with grant funds disbursement according to approved budget, adhering to all internal and external grant policies and procedures.
-Initiates all faculty, staff and student personnel action forms, and salary transfers.
-Prepares and processes payment and purchase requisitions, expense reimbursements, ProCard charges, and expense transfers.
-Obtains quotes and processes equipment/supply orders.
-Works closely with Sponsored Program Accounting (SPA) and PI to address post award inquires and project change requests.
-In cooperation with PI, SPA, and ORS, communicates with sponsor when questions, approval requests and/or project changes arise; uploads requests via sponsor systems, as required.
-Monitors grant expenditures to ensure accuracy of posted salary and non-salary expenses, and prepares burn rate spreadsheets on a monthly basis for review with PI and SPA.
-Tracks and reports on faculty, staff, and student grant effort.
-Ensures accuracy and certifies quarterly effort reporting; assists and trains PIs on effort certification policies and procedures.
-Manages research stimulation and internal startup funds procedures and expense processing.
-Assists SPA and PI with grant closeout procedures.
Support of other SON research-related activities
-Oversees the accuracy of SON research website content and access.
-Develops and maintains internal forms, policies, procedures and training materials for sponsored and research startup projects, and research stimulation activities.
-Provides training to PIs of all levels, as needed.

Support of other SON financial activities
-Provides direct and backup support for the Director of Finance and Business Operations through the following activities:
-Prepares quarterly settlement, annual reconciliation and projections for hybrid ABSN program.
As needed:
-Assists department with the purchasing of equipment, acquisition of services, and processing of all related vendor payments.
-Prepares and submits POs, payment requisitions and expense reimbursements; maintains financial files and responds to status inquires.
-Assists with Procard approvals, and faculty payroll processing.

Performs other duties, as assigned.

Minimum Education and/or Work Experience:

- Master’s degree preferred with three to five years experience with federal and non-federal grant management
- Knowledge of regulatory agency rules (NIH, NSF, ACS, etc), formats, restrictions and time frames


- Master’s degree preferred with three to five years experience with federal and non-federal grant management
- Knowledge of regulatory agency rules (NIH, NSF, ACS, etc), formats, restrictions and time frames
- Strong verbal and written communication, interpersonal, analytical, and problem-solving skills are required.
- Ability to analyze and interpret financial reports, and grant and contract agreements
- Ability to work with colleagues at all levels of the University and to respond to customer inquiries and regulatory agencies in a prompt, professional manner


Bachelor’s degree required

Computer Skills:

Proficient in Microsoft Office applications

Supervisory Responsibilities:


Required operation of university owned vehicles:


Does this position require direct animal or patient contact? :


Physical Demands:


Working Conditions:


Open Date:


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Job No:
Posted: 12/19/2020
Application Due: 3/19/2021
Work Type: Full Time