Grants Manager – Annenberg School for Communication (Hybrid Eligible) – Trustees of University of Pennsylvania – Annen

  • Annen

Trustees of University of Pennsylvania

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 Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn’s vaccine requirements, visit the Penn COVID-19 Response website for the latest information. 

Posted Job Title

Grants Manager – Annenberg School for Communication (Hybrid Eligible)

Job Profile Title

Grants Manager A

Job Description Summary

The Annenberg School for Communication is a unique place at Penn. Our students receive an education that encourages them to redefine what communication studies can do — and what media expertise entails in the real world. And our faculty, scholars, and students produce rigorous multidisciplinary research that challenges and changes people’s understanding of media institutions and their effects. Our staff support this work as part of an intimate work environment, wherein faculty, students, staff, and scholars are one interactive community. As the smallest of Penn’s 12 schools, Annenberg staff enjoy a small-school environment along with the benefits of working for the larger institution. This, we think, makes us a truly distinctive employer at Penn.

Under the broad managerial direction of the Annenberg School’s Director of Finance, undertake all financial and administrative tasks related to providing life-cycle grant management for federal and non-federal sponsored research at the Annenberg School for Communication (ASC), from pre-award submission planning through post-award management and close-out.

Job Description

Provide premier customer service by serving as the initial point of contact for the grants team within the Business Office of ASC while displaying a positive attitude and high level of willingness and good nature while doing so; field inquiries from and serve as the financial policy and process resource for all school constituents; escalate inquiries to Director of Finance when appropriate.

Pre-award grant administration: Assist ASC faculty and others with the preparation of proposals for sponsored research to external and internal sponsors (federal, non-federal, corporate, foundation, intra-university) in accordance with funder, school, and university policies and procedures; review proposals for administrative requirements; provide guidance; assist with the preparation of standard to complex budgets and budget justifications; gather required documents for submission according to sponsor guidelines; prepare PennERA record for submission to the sponsor, review application for completeness, track proposal through the signature process to ensure deadlines are met.

Post-award administration: Review AIS information and award notices for accuracy and submit corrections for inaccuracies, budget awards internally and in BEN Financials, prepare and monitor ICR budgets, prepare and enter journals and cost transfers, prepare monthly account reconciliations; ensure regulatory and administrative compliance with sponsor, school, and university policies and procedures; exercise overall management and operational responsibility for issues of finance and reporting, compliance, and procurement services (approve and receipt grant invoices for payment, process and reconcile purchase orders, payments to vendors, ProCard receipts, and revenue deposits); work proactively with vendors and appropriate central university offices to investigate and/or correct issues as necessary; develop and distribute comprehensive monthly financial reports to investigators; work closely with school’s payroll coordinator to ensure accurate salary distribution and other payroll related issues; meet with PIs regularly and participate in all other activities required to support sponsored research projects; prepare and process travel reimbursements related to grant travel activity; plan reporting schedules and ensure compliance with same, providing reports or templates as needed; manage grants through close-out including overseeing the finally close PO process for sponsored research purchase orders.

Liaise with funding agencies, subcontractors, university sponsored project offices, and others.

Assist the Director of Finance by preparing ad-hoc grant projections, working with school’s business administrator as appropriate, for the school’s multi-year budget submission and periodic budget forecasts. May also support the Director by providing and/or analyzing ad-hoc data for dean or other senior management for long-range decision-making as needed.

Continually monitor risks associated with research administration to ensure full compliance with all regulations and applicable standards; provide recommendations for improved control and/or operation procedures.

Work on special projects as needed.

Perform other duties as assigned.

Position is contingent upon continued grant funding.

A resume AND cover letter must be uploaded to be considered for candidacy.


A Bachelor’s Degree and 3 to 5 years of experience or equivalent combination of education and experience in pre- and post-award research administration is required.  Strong grantsmanship, compliance, and administrative experience essential. Exceptional knowledge and experience with spreadsheets, Excel, and MS Office suite of products required. Experience enforcing compliance, funding policies, procedures, and regulations essential. Experience in university financial and research administration accounting systems required. Experience in UPenn research and financial systems preferred (PennERA, Penn GFM Research Portal/Cayuse, Research Other Support App, ERS, HS-ERA, RIS, PHS-FITS, BEN Financials, Markview/BEN, Business Objects/Data Warehouse, Concur, Penn + Box, Secure Share, [email protected], etc.).

Must exhibit the ability and desire to troubleshoot issues, have excellent written and verbal communication skills and outstanding customer service skills, demonstrate exemplary organizational and critical thinking skills, be timely and responsive to deadlines and adept at juggling multiple tasks simultaneously, know how to work independently and as part of a team, and must have a great attitude.  

Working Conditions
Office, library, computer room

Physical Effort
Typically sitting at a desk or table

Job Location – City, State
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