Grants Specialist Job 10979

Case Western Reserve University   Cleveland , OH   Full-time     Education
Posted on January 24, 2023
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Working under general supervision, the Grants and Contracts Specialist is responsible for managing the post-award-setup component of the School of Medicine's research and contracts portfolio for sponsored funding from a variety of government and non-government institutions, agencies, and foundations. The component includes award set-up in PeopleSoft. The specialist will review and process award changes through Sparta. The specialist provides compliance oversight and guidance and communicates and interprets policies and requirements for investigative personnel. The Specialist will also manage all incoming requests from SPARTA and review and assess which team should receive the actionable item, having expertise in pre award, post award contracts, and industry actions and workflow.



  1. Manage the accurate set-up for SOM awards, agreements, subcontracts, contracts, sponsors, and change requests in the grants module of the PeopleSoft System. Ensure that appropriate information is entered to generate an internal award notice (NOA). Thorough review requires comprehensive knowledge of complex and myriad applicable school and university requirements for the proper conduct of research and administration of sponsored projects. Analyze the information provided and use independent judgment to determine if there are issues that must be addressed. (40%)
  2. Audit interface reports daily to determine any issues with the award setup. Liaise with stakeholders including CWRU COI office and department administrators to resolve audit flagged projects. (25%)
  3. Monitor deadlines for progress and final reports and provide principal investigators and administrators with the necessary information to complete and submit reports critical to maintaining university funding. Compile reports from both federal and non-federal sponsors to ensure compliance with both agency and university policies. (10%)
  4. Develop a post-award manual which provides step-by-step procedures for areas including PeopleSoft grants, award setup, and award notification distribution to department administrators. (7%)



  1. Develop and maintain a solid working knowledge of government and non-government agency types of programs and the terms and conditions associated with each program. Develop, maintain, and apply knowledge of policies and regulations related to research, such as 0MB circulars, animal and human subject use, conflict of interest and effort reporting. Provide expertise and assistance related to post award set up to SOM department and grant administrators. (5%)
  2. Manage the central Sparta email account with the senior grants and contracts managers. Forward any appropriate emails to the other SOM OG&C staff for their review and processing. (5%)
  3. Work closely with the senior grants and contracts managers. Meet on a weekly basis to ensure timely processing of all post award activities within PeopleSoft and address any issues/items related to both the university's system and awards received from sponsors. Provide recommendations to improve the efficiency and effectiveness of the office. (5%)
  4. Maintain and enhance up-to-date knowledge and skills applicable to sponsored program activity through additional training, conferences, and meetings of research administration professional societies or through the review of professional literature. (3%)
  5. Perform other duties as assigned. (<1%)



Department: Daily contact with colleagues and supervisor within the Grants and Contracts Office, Research Office, Finance and Planning,

University: Frequent contact with Institutional Development, and other administrative offices including central research administration, with principal investigators and administrators explaining requirements and providing information. Frequent Contact with the IRB, IACUC, Office of Research and Technology Management. Daily contact with administrators outside the School of Medicine; with central offices such as Office of Research Administration, Foundation Relations, and the Controller's Office, responding to requests and providing information.

External: Little or no contact with external entities.

Students: Little or no contact with students.



No supervisory responsibility.



Education/Experience: Bachelor’s degree and a minimum of 1 year of experience in grants administration, preferably in a medical school, university, or biomedical setting; OR High school education and 5 years of related experience. Experience working in People Soft creating internal Notice of Grants Awards. Knowledge of federal and non-federal regulations, including 0MB Circular A-21, NIH Grants Policy Statement, and PeopleSoft Grants system, preferred. Within first year of employment participate and receive certification from the CAPS (CWRU Administrative Professional Series).



  1. Knowledge of and experience in inputting into and utilizing of complex software systems, which include multiple screens and tabs. PeopleSoft and Sparta experience preferred. Experience working in People Soft creating internal Notice of Grants Awards.
  2. Excellent oral and written communication skills and interpersonal skills; must demonstrate the ability to effectively and professionally communicate and work with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, school and university and with individuals outside the university.
  3. Strong organizational skills, ability to multi-task, prioritize and meet deadlines, Must demonstrate attention to detail and accuracy, time management skills, and follow-through.
  4. Excellent customer service skills; ability to maintain effective working relationships and address the potential and current needs of customers.
  5. Ability to work effectively independently and collaboratively within a team. Must be highly motivated, responsible, and dependable.
  6. Ability to work with sensitive information and maintain confidentiality.
  7. Ability to maintain familiarity and demonstrate knowledge of School of Medicine and Office of Grants and Contracts priorities, leadership, and programs.
  8. Effective problem-solving skills; must demonstrate excellent analytical skills, sound judgment and good decision-making.
  9. Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast-paced, changing environment and confirm to shifting priories, demands and timeline.
  10. Willingness and ability to rely on and follow instructions and manuals to perform functions of the job. Knowledge of basic accounting, i.e. creating and reviewing of budgets.
  11. Proficiency in Microsoft Office, e.g. Word, Excel and database managements.
  12. Must demonstrate willingness to learn new techniques, procures, processes and computer programs. Ability to meet consistent attendance.
  13. Ability to interact with colleagues, supervisors, and customers face to face.



Working conditions are generally very good; stress accompanies major deadlines and projects, requiring overtime and managing multiple priorities. This position is eligible for the staff hybrid work program.



In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity.  Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.



Case Western Reserve University provides reasonable accommodations to applicants with disabilities.  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation.  Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.



Case Western Reserve University has implemented a COVID Vaccination policy requiring evidence of COVID-19 vaccination for all students, faculty and staff with an on-campus presence. Religious and medical exemptions may be provided in accordance with applicable federal and state laws. For more information go to: Applicants may contact the Office of Equity at 216-368-3066 / for information regarding religious or medical exemptions as an accommodation.