Grant Manager-Pediatrics (Hybrid)

WVU Medicine

full-time

Posted on: 8/14/2025

Origin: • 🇺🇸 United States • Virginia, West Virginia

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Job Level

JuniorMid-Level

Tech Stack

OracleRuby

About the role

Manages all aspects of departmental grant application pre- and post-award process by developing strategies to meet and improve the organizations goals. Initiates the application process with the PI, drafts letter of intent to submit to the grant agency, prepares all data for the official agency application form(s), completes all internal application forms (includes assembling the final package being sent to the grant agency), and processes and creates a working budget for the application. Collaborate with the PI to collect, write, and edit all data and organize files according to the sponsor’s instructions in preparation for submission to the agency.
Works with the PI through the entire submission process. Responsible for setting up a timeline from the onset to ensure that the application is submitted to all School of Medicine and Office of Sponsored Program approving agents well in advance of the submission due date to the agency. Responsible for making certain that the timeline created is adhered to by all parties to ensure the agency receives the application in time for consideration.
Provides administrative and budgetary support for all faculty within the department. Monitors and maintains knowledge of all current agency funding opportunities and advises PI’s on searching for and selecting appropriate grant opportunities that fit their research interests. Supervises and completes all internal and external grant applications including, but not limited to: pre-award, competing and non-competing renewals, post-award financial and other reports and updates (ie progress reports, budget modification requests, no cost extensions, grant close out reports, etc).
Develops the budget for all awards and ensures that the budgets are accurate and balanced prior to submission to the approving agents.
Stays up to date on current granting laws, regulations, policies, and procedures to ensure that institutional and sponsoring agency policies are followed (ie NIH, DOD, AHA, NSF, USDA, etc). Maintains and uses this knowledge to serve as an advisor to the faculty by creating an effective application process which proves successful for submitting high quality applications.
Verifies all salaries on grants are properly reflected and accounted for in accordance with the level specified in the grant award.
Learns, interprets, and educates PI’s on the institutional and agency policies and procedures to ensure compliance is met when awards are granted. Assists the PI with grant closeouts through preparing final agency data reports.
Assists PI with setting up training or completing necessary protocol application forms for projects requiring the use of animals, human subjects, or biohazards.
Attends meetings, trainings, and seminars on behalf of the faculty to keep current of the vastly changing grant application process. Maintains current knowledge of the primary on-line granting tools such as ERA Commons, Proposal Central, Grants.gov, and internal systems such as the KC CAS system for grant routing. Provides training to PI’s as needed on how to utilize these tools for completing award updates or reports.
Responsible for coordination of the annual departmental education conference for faculty and staff.
Tracks and completes annual visual inventory of research related equipment for reporting and costing. Maintains these records.
Tracks department grant applications, funded and non-funded applications, dollar amount of funding, and provides data to chair and administration as requested for annual reporting.
Collects and maintains current faculty information and biographical sketches for collaborating purposes, and to update publication and official “other support” grant documents. Assists faculty with updating these forms to proper format, edits and makes sure comply with application guidelines.
Tracks grant expenditures, creates reports, and works with the PI to make sure that all grant expenditures are properly tracked and accounted for within the award period. Submits Labor Distribution Adjustments for salary on grants in accordance with the award, submits salary lines for funded faculty and staff. This requires use of the Oracle (MAP) system for tracking salary and expenditures.
Verifies effort reporting accurately reflects PI and faculty effort on grants. Provides detailed reports to PI and ensures all spending is within the spending guidelines of a particular award. Collects and maintains current faculty information and biographical sketches for collaborating purposes, and to update publication and official “other support” grant documents. Assists faculty with updating these forms to proper format, edits and makes sure comply with application guidelines.
Tracks grant expenditures, creates reports, and works with the PI to make sure that all grant expenditures are properly tracked and accounted for within the award period.
Submits Labor Distribution Adjustments for salary on grants in accordance with the award, submits salary lines for funded faculty and staff. This requires use of the Oracle (MAP) system for tracking salary and expenditures.
Verifies all salaries on grants are properly reflected and accounted for in accordance with the level specified in the grant award.
Verifies effort reporting accurately reflects PI and faculty effort on grants. Provides detailed reports to PI and ensures all spending is within the spending guidelines of a particular award.
Tracks RVU for all faculty member and provides reports on goals, current levels, and requirements for eligibility for incentives. Coordinates FARA elections and tracks completion of goals toward incentives
Responsible for annual reports of activity on gifts to the department in the form of Foundation gifts to specific groups for research and outreach.
Responsible for WVUH and UHA payroll submission via KRONOS system for all department employees. Acts as back-up for State payroll and leave system. Attends training to keep current in this knowledge as it is offered or needed.
Responsible for Departmental invoicing of all reimbursable expenses between entities for WVU, UHA, WVURC via the Lawson and Oracle (MAP) systems. Completes monthly invoicing for all reimbursement to the department and follows up on aging to ensure timely collection of revenues.
Prepares sub-contract agreements for the lease of time of employees to the grant.
Assists the Department Chairman when needed. Provides data, reporting, information, and updates on all grant related projects. Keeps the Chairman informed of upcoming deadlines, issues, reports, awards, and requirements.
Responsible for Role-based requests for the department to provide all employees of the department with access to systems appropriate for their position and job title.