Grant Manager - Award Management Services

University of Kansas, United States

Updated: 3 months ago
Location: Lawrence, KANSAS

26800BR

Office of Research


Position Overview

The Office of Research Award Management Grant Manager provides leadership, direction, and oversight for all sponsored awards funded by federal, state, and private funds, including financial administration, adherence to federal, state and university compliance guidelines, and meeting reporting requirements. This position manages the day-to-day post-award research administration activities and supervises post- award research administration staff performing award management tasks and working closely with investigators, other research administrators and central office staff. This full-time position is responsible for building relationships with the units and PIs served, supervising the daily post-award research administration business processes, interacting with SSC finance and HR on post-award related issues, and supporting a culture centered on delivering excellent customer service.

This position ensures that award management Grant Officers and Grant Coordinators provide timely and professional services that support and enhance the research goals of the units served. The Grant Manager is expected to maintain successful relationships and frequent communication with Directors, Chairs and PIs of academic or research units. The Grant Manager makes decisions on duty assignments to ensure that the method of processing post-award research administration transactions is compliant with University, State and Federal Guidelines. This position is also responsible for establishing and monitoring internal control procedures.

This position reports to the Associate Director, Award Management. It is the Grant Manager’s duty to work with the Associate Director and Director, Research Administration to implement strategic plans for improving processes and services. The Grant Manager is accountable for ensuring the implementation of research administration policies and processes and that staff are adequately trained and provided with mentoring and coaching as necessary.

This position is designated as fully remote, meaning most activities will be performed from an agreed- upon off-campus location. Some in-person activities will be required on occasion.


Job Description

50% - Grants Administration Leadership and Post Award Oversight and Approval

  • Guides and directs activities for assigned Grant Coordinators and Grant Officers.
    • Manages cross-functional activities of research administration staff, including oversight of all compliance related functions.
    • Trains staff in research administration, including compliance and allowability, functional accounting, and financial management skills, including optimizing the use of systems and reporting.
    • Works with staff to maintain compliance with all appropriate sponsored project guidelines.
    • Evaluates opportunities to enhance existing processes and provide improved service to client units.
    • Coordinate with and ensure resources are available to support Sponsor subject matter expert (SME) to support excellent sponsor relations.
  • Coordinates with leaders of academic departments or research centers.
    • Ensures service needs are met or exceeded, based on established performance metrics, and regular assessment of team workload assignments.
    • Meets with assigned departments and centers on a quarterly and as-needed basis.
    • Addresses unique concerns or needs of assigned departments and centers.
    • Resolves disputes and takes corrective action.
  • May perform research administration transactional and analytical work for the units served, including approval of staff-initiated actions. May serve as a back-up as needed to evaluate and adjust employee workloads based on needs of unit, and serve as a resource for staff.
  • Oversees staff work and ensures procedures are consistent with policy, monitors relationships with assigned departments and centers to ensure award post-award project management complies with federal, state and university guidelines. Provide final review of budget and matching fund information for accuracy and compliance. In general, a beginning level employee is not able to engage in complex financial approvals that have been reviewed or prepared by him or her without the Grant Officer's secondary review for a period of at least one year. Highly complex or sensitive interactions with sponsoring agencies require the Grant Officer's approval in all cases.
  • Addresses personnel needs of the staff by working with central units to promote post-award research administration training and hires new employees.
  • Addresses audit findings to improve compliance and accuracy of transaction processing.
  • Works with additional research administration and fiscal staff, as necessary, on all external compliance audits.
  • Shares progress reports and status updates with the Associate Director, Award Management as needed or requested.
    • Informs Associate Director of service or staff issues and necessary steps needed or taken to address them.
    • Prepares narratives and statistical reports.
20% - Problem Resolution
  • Answers post-award-related questions for the areas served to assist customers, colleagues and staff. Assists with questions escalated from Grant Coordinators or Grant Officers.
  • Escalates questions and problems as appropriate to the Associate Director or other research administration or central offices.
20% - Process Improvement / Special Projects
  • Leads, implements or serves on workgroups to identify and improve processes for AMS, KU Office of Research and KU as a whole. This may include the following:
    • Working with AMS Process Improvement and Training Committees as needed to implement process design changes or system updates.
    • Collaborations with units beyond AMS for process improvement, training, ongoing campus-wide process support or other projects.
  • Policy Development and Dissemination/Training
    • Partners with KUCR staff to develop and present information and training sessions on post- award policies and procedures and award management techniques. Provides information in a variety of formats, including individual training, workshop type sessions, and seminars to PIs and other interested staff as requested.
    • Coordinates with KUCR on the interpretation and communication of post-award policies, systems, procedures, and programs.
10% - Team Performance Management
  • Conducts 1:1 meetings and team meetings, supporting and providing professional development opportunities, ability to create a collaboration, inclusive team culture, etc.
  • Resolves disputes escalated by Grant Officers and Coordinators.
  • Provides meaningful annual reviews of assigned staff and takes responsibility for all work produced, training, and development of assigned staff during the life of their employment.
  • Provides training, mentoring and coaching as needed to ensure staff success or to correct staff performance issues. In conjunction with Human Resources Management (HRM), identifies and implements appropriate performance improvement actions if necessary.

Required Qualifications

  • Master’s degree plus a minimum two years related professional-level work experience; a bachelor's degree plus a minimum five years related professional-level work experience; OR a high school degree/GED plus a minimum of seven years of related professional-level work experience.
  • Excellent computer skills in a PC/Windows environment including MS Word and MS Excel, and excellent analytical and problem-solving skills, as evidenced by prior work history.
  • Excellent written communication skills and attention to detail as demonstrated by application materials.
  • Experience writing training materials, creating PowerPoint presentations, or drafting policy as demonstrated by application materials.

    • Preferred Qualifications

  • Experience working with research administration software applications.
  • General knowledge of applicable federal, state, and other sponsor regulations related to sponsored projects, including Uniform Guidance.
  • Strong understanding of and experience with process mapping and process improvement.
  • Analytical and problem-solving skills, including experience researching and analyzing complex data to develop accurate reports, identify valid solutions, forecast consequences of proposed action, and implement a course of action.
  • Ability to work independently in a team environment, take ownership of the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks, and consistently meet deadlines.
  • Ability to establish and maintain effective working relationships with faculty, administrative staff, and students in a higher education environment.
  • Strong people and team management experience.
  • Minimum of one year of supervisory experience.

    • Contact Information to Applicants

    Jessica Johnson Webb
    [email protected]


    Additional Candidate Instruction

    A complete application consists of:

  • A cover letter addressing how required and preferred qualifications are met
  • Resume
  • 3 Professional References

    • Incomplete applications will not be considered.

    Application review begins Monday, January 15th 2024 and will remain open until a qualified pool of candidates has been identified.


    Advertised Salary Range

    Starts at $73,000, dependent upon experience


    Application Review Begins

    15-Jan-2024


    Anticipated Start Date

    05-Feb-2024


    Primary Campus

    University of Kansas Lawrence Campus


    FLSA Status

    Administrative


    Employee Class

    U-Unclassified Professional Staff


    Job Family

    Administrative/Management-KUL


    Conditions of Employment

    Contingent on Funding


    Work Location Assignment

    Telework


    Disclaimer

    The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.