Research Grant Analyst

Case Western Reserve University
Case Main Campus
Closing date
Oct 21, 2021

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Administrative Jobs
Academic Affairs, Research Staff & Technicians, Sponsored Programs, Grants & Contracts

Job Details

Job Title: Research Grant Analyst
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 9010

Working with a high degree of independence, provide overall administrative management and coordination of a variety of business related functions, finance, budget, and grant administration for various departments within the Case Western Reserve University School of Medicine. The research grant analyst will be assigned a research portfolio made up of multiple grants and contracts, based in multiple clinical research departments with annual expenditures between $4.5m and $5.5m. These assignments will change as needed based on changes in funding levels, staffing needs and other dynamics.

The analyst is expected to function as the financial and business manager across their assigned portfolio and working with directly with faculty and staff as it relates to grant submissions, financial reporting, tracking of expenses, determining optimal staffing levels based on available resources, and ensuring compliance with post award management for multiple NIH institutes, other federal and state agencies, industrial and non-profit funding agencies. The analyst will develop and implement plans for optimizing the management of resources, exercising discretion and independent judgment to assigned departments related to managing revenues and expenses, as well as working across units within the Office of Finance and with administrators across the school and university. The analyst has authority to accomplish objectives within established guidelines and policies with the expectation of only referring special problems to the executive director.


    Serve as the financial and business operations director for their assigned portfolio which will range between $5m-$7m in annual direct spending. Extract data from multiple university sources and systems and perform continuous financial modeling for implementation. Review spending patterns to project future trends and prepare long-range operational forecasts and cash flow analysis. Develop monthly forecasts for each principle investigator outlining all projects in their portfolio and meet with them monthly to review trends. Develop and implement strategies to avoid over and under spending. Review and monitor spending levels and commitments. Be the main contact and primary administrator to departmental staff, faculty and department chairs for all things related to funded projects Delegate tasks to other Hub employees as needed and follow up with colleagues, departmental staff and faculty to assure tasks are completed in a timely manner. Create efficiencies to improve accuracy. (30%)Provide multi-institution, complex proposal development for collaborative research, industry and clinical-trials grants and contracts. Provide background research to emphasize the connection between the research needs statement and the interests of the funder. Manage contract and grant proposal preparation processes for the more demanding and reporting-intensive sponsors with varying policies, restrictions, and deliverables. Advise faculty on complex contract and grant terms that may impact the administration of a project involving multiple institutions in both the U.S. and international sites. Facilitate terms and conditions of awards, budget augmentation, and project period with the principals. Ensure compliance with all state and federal agency regulations, industry, non-profit organizations, and university procedures. Develop, and implement a system to ensure all projects closeouts are done timely. Maintain files of sponsored projects financial reports and close out packages. Provide multi-institution, complex proposal development for collaborative research, industry and clinical-trial grants and contracts. Provide background research to emphasize the connection between the research needs statement and the interests of the funder. Meet with principal investigators, chairs, and executive director to discuss/initiate corrective actions prior to proposal submissions. Serve as a resource to assigned departments by identifying potential funding sources, interpreting proposal guidelines, providing guidance in navigating federal web-based submission platform, and managing the internal routing process through Sparta. (25%)Manage the salary spend across the portfolio by balancing the resources available to each individual faculty. Determine appropriate and affordable staffing based on grant budgets and projections of clinical trial revenues. Approve all staff hires. Initiate reorganizations and layoffs when funding resources change or are eliminated. Override the instructions of principal investigators if necessary. Complete monthly effort/salary distributions for exempt employees. Complete salary adjustments as needed while working collaboratively with human resource administrators and the medical school hub director. Be the main resource to all faculty and staff as it relates to HR issues. (20%)Present the SOM’s position, utilizing independent judgement, as it relates to compliant management, billing, and payments for shared research endeavors with administrative staff at affiliate hospitals to be ensure effective financial management of clinical trials. Monitor clinical trials closely to assure revenue is received, budgets are increased and payments to affiliate hospitals are done in a timely manner and in accordance with the various Affiliation Agreements. Working across the university and with the appropriate affiliate staff representatives, monitor, review and approve various crossbills and reports with University Hospitals, the Cleveland Clinic and MetroHealth Medical Center to ensure accuracy and funding availability. (10%)Prepare administrative reports for submission to sponsoring agencies including interim and final financial reports. Interpret school and university policies and procedures pertaining to grant management and expenditures and ensure compliance by all staff. Communicate any changes to policies and procedures to appropriate staff to ensure implementation. Ensure compliance with federal regulations as outlined in -21, A10 and A133. Maintain a database of all sub-recipients and note all sub-recipients subject to the single audit requirements. Gain an understanding of compliance programs of sub-recipients and communicate additional expectations to comply with the university’s compliance program. Monitor receipt due date of audit reports and if reports are not received request the audit reports from sub-recipients. Review audit reports and follow up with sub-recipient to determine if corrective actions have been taken on findings related to the university. Monitor on a regular basis sub-recipient activities for compliance with program and university requirements. Monitor sub-recipient expenditures to ensure compliance with applicable regulations. Assist sub-recipients with resolution of financial noncompliance (10%)


    Serve an active role, including chairing committees, on various leadership teams in developing long and short-term departmental strategy goals. Cross train with human resources specialists and purchasing managers to ensure smooth daily management of grants and contracts and during times of absence. Cross train will all other assistant directors for changes in assignments and absences. (5%)Perform other duties as assigned. (<1%)


Department: Daily contact with faculty and research personnel in assigned departments and the school office of Finance and Planning, Grants and contracts and all administrative offices, and medical school administrators.

University: Daily contact with purchasing, accounts payable, Human Resources, and other central administrative departments.

External: Weekly contact with University Hospitals, MetroHealth and Cleveland Clinic physicians, administrators, research personal and residents. Regular contact with Federal funding agencies and institutes, industrial and non-profit funding agencies.

Students: Contact with graduate students and student employees.


No direct responsibility.


Education/Experience: Bachelor's degree and 5 or more years of related experience, or Associate's degree and 7 or more years of related experience. Operational finance management and grant management experience preferred. Master’s degree preferred.


    Demonstrated experience in managing strategic and organizational planning activities within a complex organization, preferably in an academic or public health setting. Experience developing or managing budgets.Knowledge of university policies and procedures preferred.Professional and effective oral and written communication skills; and good interpersonal skills with the ability to work and communicate with various individuals within and external to the university. Must demonstrate good presentation skills and the ability to articulately and accurately relay information to others in a formal and informal setting.Strong organization skills; ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and follow-through. Effective management skills; ability to lead, train, work with, and elicit cooperation from team members and staff. Ability to work effectively independently and collaboratively within a team. Must be highly motivated, responsible, dependable and a self-starter.Effective problem-solving skills; must demonstrate excellent analytical skills, sound judgment and good decision-making. Must demonstrate innovation and the ability to develop new ideas, procedures and systems in order to enhance efficiency and effectiveness.Must demonstrate flexibility and ability to work under pressure; must be able and willing to conform to shifting priorities, demands and timeline. Proficiency in Microsoft Office, database applications, and with internet navigation. Experience with PeopleSoft and/or Oracle a plus.Must demonstrate willingness to learn new concepts, procedures, processes, and computer programs as needed.Ability to meet consistent attendance. Ability to interact with colleagues, supervisors, and customers face to face.


General office environment.

Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.


Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.



Working at Case Western Reserve University

Case Western Reserve University is among the nation's leading research institutions. Founded in 1826 and shaped by the unique merger of the Case Institute of Technology and Western Reserve University, Case Western Reserve is distinguished by its strengths in educationresearch, service and experiential learning. Located in Cleveland's University Circle, we offer nationally recognized programs in the arts and sciencesdental medicineengineeringlawmanagementmedicinenursing and social sciences.

Student enrollment exceeds 9,800 students, forty percent of whom are undergraduatesFacultyand students hail from more than 90 countries, with academic interests that reach every region of the world. Case Western Reserve, with the support of individuals, corporations and foundations, aids nearly 100 designated research centers.

As a service-oriented institution dedicated to civic leadership, Case Western Reserve seeks individually and collectively to prepare our students to improve the human condition and to direct the benefits of discovery toward a better society. This effort is not limited to the university's classrooms, laboratories, librariesresidence halls and athletic fields, but includes partnerships with many other institutions. We build these partnerships believing that our ability to improve the human condition should begin in our own community.

Case Western Reserve University remains Ohio's top-ranked school among the nation's premier national universities, as ranked by U.S. News & World Report and is the only Ohio institution ranked in the top 50 nationally. We promote a culture of inquiry marked by rigor, creativity, curiosity, innovation, respect, sensitivity and open communication of ideas.

The university supports interdisciplinary partnerships in education and research with numerous faculty holding joint appointments in more than one Case Western Reserve school or department, as well as at neighboring institutions. These relationships launched many of the unique pairings of science, business and liberal arts into the centers and programs that enhance the undergraduate and graduate experience at the university. Our dual degree programs enrich the educational experience for those students who choose to balance the technical requirements of engineering or the sciences with a strong interest in the humanities.

With more than $375 million in research funding annually, the university attracts outstanding undergraduate and graduate students along with renowned faculty whose research has made significant contributions to the way we live and work. Case Western Reserve counts 15 Nobel laureates among our alumni and current and former faculty, including the first American scientist to ever receive the prize.

Our students' experiences in cultural institutions, clinics, social service agencies and industry are not viewed as “extra-curricular,” but create the learning experience that defines a Case Western Reserve education. The university's service programs in the Cleveland Municipal School District have impacted more than 145,000 students with more than 43 signature programs. The university has launched more than 580 community partnerships on the local, national and international levels. Annually the university sponsors Case for Community Day, an event where hundreds of Case Western Reserve employees and students lend their time and talent to targeted community development projects in the Greater Cleveland area.

Our alumni number more than 110,000 and constitute a “who's who” of every profession. Alumni represent one of the university's strongest resources, playing a vital role in campus life through their work as advisors, mentors, friends and advocates.

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