Grant Manager (Part-time)

Job description

Job Title: Grant Manager (Part-time)
Location: Finance
Regular/Temporary: Regular
Full/Part Time: Part-Time
Job ID: 5701
Staff Posting Details Appointment: Regular, part-time (0.5 FTE)

Position Summary:

The part-time grant manager position will promote and support faculty members throughout the full cycle of the life of a grant – from sourcing and application to report submission and closing. The position will provide pre and post award support for the Office of Corporate and Foundation Relations in addition to expanding support for faculty grants to enable the university to expand its grant portfolio over time. Due to the financial and compliance reporting requirements and in-depth, frequent use of PeopleSoft, the position reports to the Office of Finance. Responsibilities include pre and post-award management for federal, private and internal grants, policy development and compliance monitoring, preparing or reviewing fiscal year end schedules and reports related to grants, and serving as the university point person for grant-related inquiries. Pre and post award management support for the Office of Corporate and Foundation Relations pertains to both federal and private grants.

Essential Job Functions and Responsibilities:

Pre-award management:

  • Work with the Office of Corporate and Foundation Relations and principal investigators (PIs) to develop budgets that comply with funder requirements and uniform guidance, when applicable, for private and federally sponsored grants.
  • Ensure compensation (salary and benefits) components and indirect cost rates are appropriately applied.
  • Develop and administer virtual bi-annual training sessions on guidelines and allowable costs for PIs.
  • Assist faculty in proposal preparation for federally sponsored grants, utilizing university templates.
  • Manage internal routing and approval process for grant applications for federally sponsored grants.
  • Coordinate submission of final proposals for federally sponsored grants after review is complete.
  • Review private grant budgets (both individual and programmatic) prepared by University Relations.
  • Manage cost share commitments by transferring funds into the grant project code.Post-award management:

    • Set up new grant project codes within PeopleSoft, obtaining appropriate inputs on approval framework from PI (budget manager, budget inquiry access, etc.).
    • Assist Principal Investigators with the financial management of research/sponsored programs accounts and draw federal funds or submit billing invoices on a quarterly basis. Develop and update budget to actual reports from PeopleSoft quarterly, categorizing expenditures consistent with original grant budget proposal, and send to PIs for approval prior to billing/draw down.
    • Provide faculty PIs with quarterly reports and ask the faculty to verify that all expenses charged were allowable expenses for their grant(s). Additionally, have faculty certify level of effort expended on grants for which they received compensation.
    • Serve as grant administrator by approving purchase orders and vouchers as they are initiated, reviewing for allowability in accordance with compliance guidance (these are subsequently routed to the applicable PI for approval).
    • Coordinate with the PI and the Procurement Office on all purchases in excess of $10k to ensure the supplier is not disbarred and that sufficient quotes and bids have been received and documented in accordance with the university’s federal purchasing policy.
    • Document review by summarizing expenses reviewed.
  • Periodically send reports to PIs which include spend-rates and projections (if possible/applicable) for known upcoming expenses, such as compensation expense.
  • Serve as point of contact to train faculty on interpreting the reports as needed
  • Serve as point of contact to assist faculty in obtaining additional information from PeopleSoft as needed.
  • Assist PIs with extension requests, budget reallocations, and other notifications as may be required by federal funders. In partnership with the Office of Corporate and Foundation Relations, assist PIS in extension requests and budget reallocations for private grants.
  • Ensure PIs complete annual reporting for federal grants timely and assist them with navigating technical project reporting on grant portal(s).
  • In partnership with the Office of Corporate and Foundation Relations, assist PIs in completing updated budgets for annual reports required for private grants.
  • Inventory all federally purchased equipment every other year, and ensure new equipment is tagged appropriately.
  • Assist PIs in closing out federal grants once complete, including any required submissions. In partnership with the Office of Corporate and Foundation Relations, assist PIs in closing out private grant budgets.
  • Prepare sub-recipient contracts and monitor any related compliance and reporting.
  • Manage close-out process in PeopleSoft.Other responsibilities

    • Monitor the [email protected] email for inquiries from the campus community.
    • Coordinate website development and enhancements for grants together with University Relations.
    • Once per year, prepare the Schedule of Expenditures of Federal Awards (SEFA) for the Uniform Guidance audit, ensuring completeness and accuracy together with Student Financial Services.
    • Work with external auditors once per year to submit Data Collection Form for Uniform Guidance audit, coordinating with the Office of Finance for sign-off, as well as submitting the audit report to the Federal Clearinghouse, DOE (eZ audit submission) and other agencies, as my be required.
    • Internal grants
    • As award letters are received, establish new project codes in PeopleSoft and notify Budget Analyst to set up budget access to awardee and complete budget loads.
    • Assist with budget to actual reporting and resolution of overages as needed.
    • Close out grants once completion notification is received from academic dean.
  • Develop indirect cost rate analysis (every 3 years) and annual federal fringe benefit rate proposal and submit to AVP for Finance for review.
  • Recommend and develop new grant policies as needed.

    Supervisory Responsibilities

    No direct supervisory responsibilities for this position

    Budget Responsibilities

    No direct budget authority exists for this position


    • Three years’ experience in a similar role.
    • Requires bachelor’s degree and accounting experience, to include an understanding of GAAP, not-for-profit accounting, accounting systems/data bases, and financial analysis and reporting.
    • Requires the ability to work in cooperation with other team members to achieve the university’s goals and objectives.
    • Must have strong aptitude for and skill with technology, including learning new technology and using Microsoft Word, Excel, and other reporting tools.
    • Must have initiative, ownership of projects, ability to meet deadlines, attention to detail, strong analytical skills, excellent communication skills, and be a quick and continuous learner.
    • Higher education and/or not-for-profit experience very desirable.
    • Ability to respectfully work, communicate and provide leadership within a diverse campus community.
    Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

    Puget Sound offers a generous benefits package. For more information, visit:

    Application Deadline: Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

    Required Documents:

      ResumeLetter of Interest
    Applications submitted without the required attachments will not be considered.

    All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment.

    Diversity Statement:

      We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.
    Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit:

    The University of Puget Sound is an equal opportunity employer.




    Diversity Profile: University



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    Job No:
    Posted: 3/25/2021
    Application Due: 8/8/2021
    Work Type: Full Time