Job ID: 2024-20292 Type: Full-Time # of Openings: 1 Category: Grants and Contracts
Overview
The Department of Physics seeks a Grants Manager to assist with pre-award (proposal submission) and post-award management of sponsored research projects for 12 Physics PIs (as well as their groups which include researchers, technicians, post docs, graduate students and undergraduate students. This also includes monitoring the PI's startup and rebate programs. In addition, Grants Manager processes and approves journals, approves NPOs (non-PO payments), approves Concur reports, works with the graduate administrator to assign chartstrings for graduate students, and other duties as assigned.
Responsibilities
Responsibilities:
Supervises two grant managers in the day-to-day management of sponsored research (pre-award and post-award). Perform annual performance appraisals for each.
Oversee the Grants/Assistant Business Manager in her pre-award and post-award responsibilities.
Mentor and train on various submissions with federal and non-federal agencies – assist the grant managers to familiarize them with the process of each type of proposal.
Coordinate workload of proposals – disseminate work between grant managers to facilitate projects more efficiently.
Monitor and track financial progress of sponsored research projects totaling $31.5M in FY24. Provide PIs with needed urgent financial reporting information and make stop work recommendations when cost indices exceed allowances. (This will be done in conjunction with the Manager of Grants and Financial Operations).
Performs other activities as designated by the Manager of Grants and Financial Operations, Department Manager or Chair.
Preaward Responsibility:
Manage the proposal submission tasks for Physics faculty, students and research staff including pre-proposals, full proposals, fellowships, Letters of Intent, Notices of Intent, incremental funding, supplements and renewals to both federal and non-federal agencies.
Create Budget Justifications – include all necessary policy statements from University, add all numbers and compare to budget for accuracy. Coordinate completeness with PI, upload into portal & ERA systems.
Current & Pending for each PI and any senior personnel: Run report in Prime for all pending projects, run report in Prime for the award inventory. Format, look up salary in LA for months committed to each project.
Created compliance guides to assist with various elements of a proposal including biosketch, data management plans, mentoring plans, facilities, etc.
ERA Compliance Review and Approval – review complete proposal package to determine if all sponsor required elements are present and in proper format.
Depending on sponsor, login to submission portal, upload document after confirming it is compliant with current regulations; Submission through various portals (Research.gov, proposalCentral, NSPIRES, Grants.gov, PAMS, Simons Foundations SAMS, and Workspace)
Coordinate Subcontract documents (domestic and foreign, which documentation varies) – including commitment letters, budgets, justifications, statements of work, etc. Correct any errors on documents if necessary. Requires multiple communications.
Signatures on Required Documentation (Certifications, letters, cover pages, etc.)
Route all COMPLETE proposals through ERA to ORPA for approvals/tracking – must be done at time of submission. Obtain e-verification information if necessary.
Daily communication with ORPA on current and future tasks in regards to proposals, agreements and other miscellaneous requests.
Coordinates new faculty hire proposal transfer to Princeton – moving funds from one institution to Princeton via paperwork from agency and institutions.
Disseminate university and sponsor information for new policies and procedures to faculty, staff and students as necessary, as well as sub recipients.
Post-award Responsibility:
Equipment orders & supply purchases (Sole Source Justification, Quotes, etc.), obtain approvals and complete paperwork – follow through to completion.
Allocate salaries in accordance with award budgets, and adjusts, accordingly. (salary projections, commitments) and assist with PI certifications in Labor Accounting.
Close out accounts in conjunction with Sponsor Research Accounting (SRA).
Prepare documents related to extensions, pre-award, continuations, new projects, etc.
Complete budget distribution form for rebudgeting purposes, or creating new projects.
Coordinate subaward activities, invoices and budgets with related admins.
Review all requests for purchases made to physics purchasing for proper charging.
Set up Independent Contractors with Physics Purchasing. (obtain all necessary documentation from vendor/supplier).
Coordinate J&J summer students with Physics Purchasing. (obtain all necessary documentation).
CONCUR review and approval for faculty, staff and students.
Review and pre-approve all expenses in regards to travel/purchases routed through the group admin ensuring they are applicable to an account.
Assist with requested sponsor progress reports through Research.gov and other agencies.
Perform requested research – checking availability of funds and impact on project.
Monitor spending to ensure that grant budgets are on track with original proposal - confirming expenses and reviewing any open encumbrances.
Complete summer salary documentation as requested.
Request documents and approvals for any interim requests such as no-cost-extensions directly with sponsors, budget changes and other requests on currently awarded projects.
Other Responsibilities:
Attend extensive training courses including excel classes, ORPA taught monthly information sessions, PRIME update sessions to stay informed and SRA sessions.
Attend monthly grant manager meetings representing Physics in open forum discussions on current issues/solutions to common grant manager challenges.
Monitor and update the Physics Department Carousel on the University’s Funding Gateway for up-to-date funding opportunities.
Approve journals and NPOs.
Work with Graduate Administrator to assign chartstrings for graduate students.
Perform other activities as designated by the Senior Grants Manager, Manager of Grants and Financial Operations, Department Manager and or Chair.
Contacts Faculty who will be on sabbatical to ensure compliance with sponsored research guidelines.
Conduct weekly meetings with the Physics Grants Managers to discuss and workload and new and changing sponsored research policies and procedures.
Qualifications
Essential:
5+ years of grants experience, including pre- and post-award management of sponsored research proposals and projects.
Financial management experience with skills in financial analysis, accounting procedures, budget reconciliations, and journal entries.
Familiarity with principles of accounting, federal Uniform Guidance and related sponsored research statutes.
Excellent data gathering, organizational, interpersonal, written, and verbal communication skills.
Excellent judgement, tact, and the ability to maintain confidentiality when handling sensitive information.
Comfort with decision-making and problem solving; high attention to detail and accuracy.
Ability to manage multiple priorities in a fast-paced, changing environment.
Conscientious, and deadline-driven.
Capable of thinking at both high and detail-based levels.
Preferred:
BA in Finance or Accounting.
Experience with University systems and software (e.g., PeopleSoft, Prime Financials, Concur, ERA, Labor Accounting, Information Warehouse).
Familiarity with University resources (ORPA,Finance and Treasury, Sponsored Research Accounting).
Knowledge of Princeton’s administrative procedures and policies.
Understanding of NSF, DOE. NIH, DOD, other Federal agencies, and Grants.gov guidelines.
Prior work experience in higher education.
Supervisory/leadership experience helpful.
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