Grants Account Manager

Title: Grants Account Manager

Location: Cleveland, Ohio United States

Job ID

14717

Full/Part Time

Full-Time

Regular/Temporary

Regular

Job Description:

Salary Grade

Case Western Reserve University is committed to providing a transparent estimate of the salary range available for this position at the time of its posting. The salary range is between $58,000 and $66,672, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

POSITION OBJECTIVE

Working with a high degree of independence, the grants account manager serves as a key strategic partner to advance the universitys research enterprise. Based on funding levels, staffing needs, and other dynamics, the grants account manager will lead proposal development, compliance assurance and institutional coordination for submissions, or lead the management of the full lifecycle of a portfolio of externally funded research projects.

This position plays a critical leadership role in partnering with faculty, central offices and department administrators to ensure a seamless and compliant transition from proposal to award, and maintain financial integrity, reduce administrative burden, and ensure that sponsored funds are spent appropriately and strategically.

The Grants Account Manager will work across units within the office of finance and with administrators across the school and university. The manager has the authority to accomplish objectives within established guidelines and policies with the expectation of only referring special problems to the associate director of pre-award research support, associate director of post-award research support and/or the director of administrative operations.

ESSENTIAL FUNCTIONS

• Lead and direct complex proposal submission efforts. Collaborate with principal investigators to develop and implement plans to submit high-quality proposals. Interpret proposal requirements. Lead the approval processes required by each grant, including for standalone agreements like data use and non-disclosure agreements. Draft and revise budgets and budget narratives and gather required documents from both internal and external stakeholders. Ensure all proposals are submitted accurately, completed, and on time via SpartaGrants and sponsor systems. Troubleshoot technical issues and resolve submission errors. Oversee compliance review processes. Lead award set-up in SpartaGrants and ensure seamless transition from pre- to post-award duties. The pre-award workload volume will include coordinating and submitting over 100 proposals annually. Lead strategic financial management of all active sponsored awards within the assigned portfolio (typically $5M+). Monitor accounts monthly to reconcile expenditures and ensure compliance. Create reports for faculty. Train faculty on post-award requirements. Schedule kick-off meetings to clarify award terms, budget structures, sub-award management, reporting requirements, and compliance obligations when a grant is awarded. Ensure accurate effort allocations. Serve as compliance lead for all post-award activity. Prepare interim and final financial/administrative reports for submission to sponsoring agencies.
• Coordinate and complete effort certification. Review and approve expenditures for allowability. Lead subrecipient monitoring: manage modifications, approve expenses. Direct project financial closeouts. Identify and manage post-award status changes including no-cost extensions, revised budgets, and processing continuation funding modifications.
• Provide faculty with support, including forecasting tools and budgeting strategies. (75%)
• Champion a culture of continuous improvement in research administration by leading training efforts, supporting process optimization, and advancing system effectiveness.
• Design and deliver targeted training sessions, both one-on-one and in group settings, for faculty and departmental. Develop and maintain templates, models, and tools to support scalable work products across functional areas. Develop and disseminate best practices across the research administration team to promote consistency and efficiency.
• Actively participate in system testing and feedback sessions, providing actionable input to enhance functionality and user experience. Collaborate with ORTM and other central offices to identify workflow improvements and recommend strategies to reduce turnaround times. Serve as a key resource to departments by communicating evolving sponsor guidelines and institutional policy changes clearly and proactively. Maintain documentation to support internal and external audits. Liaise with auditors and internal compliance offices to resolve findings and ensure transparency in financial stewardship. (15%)

NONESSENTIAL FUNCTIONS

1. Act as a resource to faculty by identifying funding opportunities and explaining sponsor requirements. (5%)
2. Serve an active role, including chairing committees, on various leadership teams in developing long and short-term strategy goals. (2%)
3. Crosstrain with HR specialists and purchasing managers to ensure smooth daily management of grants and contracts and during times of absence. (1%)
4. Crosstrain with all other grants account managers for changes in assignments and absences. (1%)
5. Perform other duties as assigned. (1%)

CONTACTS

Department: Daily contact with faculty, administrators, and research personnel in assigned departments and the CSE Office of Finance, Administration, and Research Administration to maintain workflow.

University: Frequent contact with central research administration offices, compliance offices, human resources, purchasing, accounts payable, and finance to exchange information.

External: Frequent contact with sponsored program officers and sub-award agencies administrators.

Students: Occasional contact with graduate students and student employees.

SUPERVISORY RESPONSIBILITY

No supervisory responsibility.

QUALIFICATIONS

Education and Experience: Bachelors degree and 5 years of related experience OR Associates degree and 7 years of related experience required. Prefer experience in a medical, university, or non-profit setting.

REQUIRED SKILLS

1. Demonstrated experience in leading strategic and operational planning within a complex organization, preferably in an academic, research, or public health environment.
2. Strong knowledge of federal and non-federal sponsor requirements and proposal development processes (e.g., NIH, NSF, DoD, DoE, foundations).
3. Proven ability to develop, manage, and monitor complex budgets in compliance with institutional and sponsor policies.
4. Familiarity with research administration and financial systems; institutional policies and procedures.
5. Excellent written and verbal communication skills, with the ability to clearly communicate complex information to faculty, staff, and external partners.
6. Strong interpersonal and customer service skills, with the ability to build effective relationships and collaborate across teams.
7. Exceptional organizational and time management skills, with the ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.
8. Strong analytical, problem-solving, and decision-making skills, with sound judgement and high attention to detail.
9. Demonstrated leadership experience, including the ability to train, guide and work collaboratively with team members

10. Initiative, dependability, and the ability to work independently and as part of a team.

11. Flexibility and adaptability to shifting priorities, with a proactive approach to learning new systems, policies, and processes.

12. Proficiency in Microsoft Office, database applications, and internet navigation. Experience with PeopleSoft and/or Oracle a plus.

13. Willingness to learn and work with artificial intelligence (AI) tools and technologies.

14. Ability to demonstrate successful support, education, and advocacy of all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.

15. Ability to meet consistent attendance.

16. Ability to interact with colleagues, supervisors, and customers face-to-face.

WORKING CONDITIONS

Typical office environment. The employee will perform repetitive motion using a computer mouse and keyboard to type.

Hybrid Eligibility

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

EEO Statement

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.