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Grants Coodinator B (Department of Medicine)

University of Pennsylvania

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Posted:

June 7, 2025

Location:

Philadelphia, Pennsylvania

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Grants Coodinator B (Department of Medicine)

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Grants Coodinator B (Department of Medicine)

Job Profile Title
Grants Coordinator B

Job Description Summary
Under limited supervision, the Grants Coordinator B will support the grants managers within the special Operations Unit in the Department of Medicine. This will include producing and/or managing financial reporting, including the generation of specialized reports for complicated program projects; assisting in proposal preparation, developing budgets, monitoring expenditures,
monthly reporting, identifying incorrect transactions, preparing documentation necessary for corrections and data entry of the correcting transaction; updating and distributing internal reports; serving as backup for purchasing, check requests and payroll. The Special Operations Unit is a group consisting of specialized research personnel that are utilized on an as needed basis, to
provide support throughout the DOM divisions. Specialized support includes multi-divisional project management on more complicated grants (including training grants, program projects, clinical trials, and projects with multiple subcontracts), onboarding support and training for new employees, and pre-award support in budget and proposal development. This position reports
to the Associate Director and indirectly to the grants managers withing the unit as well as PSOM Office of Research Support Services.

Job Description

Job Responsibilities

Create, manage and track subcontracts in RIS/MTAs & follow-up throughexecution; generate PO, track and maintain subcontract expenses; maintain
subcontract log, initiate annual amendments; generate invoices; review
incoming invoices; enter receipts; reconcile subcontracts, track receivables.
Assist with post award management with an emphasis on grant and clinical
trial closeout. Review suspense accounts, research and close PO; review
and validate payments; request reissuance of payments, process journals.

Participate in monthly financial reconciliation across projects, payment of invoices; ensure expenses for health care services (RBA) accounts are posted to contracts, process human subjects payments, post monthly expense and budget journal. Support grant managers by monitoring expenditures for compliance with school, university, & sponsor regulations.
Review account information sheet and award notices for accuracy, review with GM; establish budgets within BEN Financials system. Monitor and follow up with faculty for prompt completion of Financial conflict of itnerest and PHS-FITS submission.
Assist in monthly payroll processing/salary reallocation requests, request advance accounts when appropriate.
Under the supervision of the AD, manage post award spending related to
Type 1 and Type 2 Center pilot awards by preparing monthly summaries,
tracking SIF activity and monitoring rate of spending. The GC will prepare
and present this reporting monthly to AD.
Other duties and responsibilities as assigned.

Qualifications

Bachelor's degree and 2 to 3 years of experience or equivalent combination of education and experience is required.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$55,000.00 - $65,000.00 Annual Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

Equal Employment Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state, or local law.
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Perelman-Center-for-Adv-Medicine/Grants-Coodinator-B--Department-of-Medicine-_JR00090948

Internal Number: 5305593

About University of Pennsylvania

Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.

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Grants Coodinator B (Department of Medicine)

University of Pennsylvania

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