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

Associate Director - Sponsored Programs (Department of Medicine)

Job Profile Title

Associate Director E

Job Description Summary

The Associate Director, Sponsored Programs will oversee the semi-centralized Department pre-award service and manage the administrative and financial activities of the Special Operations Grants & Contract Unit in the Department of Medicine. The position will serve as Department Liaison with Office of Research Support Services and Office of Research Services for communicating challenges and issue escalation.

This position will provide leadership, professional development and supervision to grants staff, typically 4 grants managers and 2 grants coordinators. The Special Operations Unit (SOU) was created to provide greater flexibility in the support of grants and contract management across the 13 divisions in the Department of Medicine as well as develop high quality standards of operation within the department. The unit supports multiple components of portfolios across several divisions. The AD will help coordinate the deployment of the Special Ops team, manage the quality of engagements, oversee the collective team portfolio, serve as liaison with divisional business partners, and navigate new partnership opportunities. It is expected that the AD candidate will have a significant relevant grants management and leadership experience such that s/he can oversee financial management of the grant and contract portfolio and lead a grant team that has complex matrix reporting relationships.

In addition, the position will independently manage Departmental overflow proposal submissions. The Department has positioned the SOU to provide significant pre-award backup such that Division teams can consistently manage post-award management of their growing portfolios. AD will create culture within her/his team for continuous development of tools and templates that allow greater alignment and uniformity across the Department and allow the greater ease of engagement for cross divisional teams. This position will test, model and implement best practice across the divisions in coordination with division leaders. Moreover, this position will serve as an advisor/consultant to divisional teams with complex portfolios to implement optimal support strategies.

The AD will be expected to synthesize information from across the department for identifying training opportunities and develop training materials to help support divisional staff submitting proposals and managing post-award activities. The position will play a lead role in centralized grants manager and coordinator recruitment for all DOM divisions. Coordinate training for new recruits including providing onboarding tools and templates for new hires, developing SOP’s for training and integrating training with the Special Operations Unit and PSOM Research Administration Academy, and continue to develop the DOM grants staff mentorship program. Identify additional opportunities for focused trainings and mentorship with Research Managers and their staff;

The AD will participate in special projects related to sponsored projects management, including the implementation of a Signing Official for specific proposal submissions thru the Department of Medicine, and helping to develop a partnership model with SOU and the Department of Medicine Clinical Trials Unit for ad-hoc clinical trial support that engages division representatives and allows for shared division responsibility of pre-award processes and ongoing post-award management. This service will be in addition and complimentary to clinical trial finance support provided by Central Research Services (CRS).

The AD will report to the Director of Research Administration for the Department of Medicine and have an indirect reporting relationship the PSOM Office of Research Support Services.

Job Description

The Associate Director, Sponsored Programs will oversee the semi-centralized Department pre-award service and manage the administrative and financial activities of the Special Operations Grants & Contract Unit in the Department of Medicine. The position will serve as Department Liaison with Office of Research Support Services and Office of Research Services for communicating challenges and issue escalation.

This position will provide leadership, professional development and supervision to grants staff, typically 4 grants managers and 2 grants coordinators. The Special Operations Unit (SOU) was created to provide greater flexibility in the support of grants and contract management across the 13 divisions in the Department of Medicine as well as develop high quality standards of operation within the department. The unit supports multiple components of portfolios across several divisions. The AD will help coordinate the deployment of the Special Ops team, manage the quality of engagements, oversee the collective team portfolio, serve as liaison with divisional business partners, and navigate new partnership opportunities. It is expected that the AD candidate will have a significant relevant grants management and leadership experience such that s/he can oversee financial management of the grant and contract portfolio and lead a grant team that has complex matrix reporting relationships.

In addition, the position will independently manage Departmental overflow proposal submissions. The Department has positioned the SOU to provide significant pre-award backup such that Division teams can consistently manage post-award management of their growing portfolios. AD will create culture within her/his team for continuous development of tools and templates that allow greater alignment and uniformity across the Department and allow the greater ease of engagement for cross divisional teams. This position will test, model and implement best practice across the divisions in coordination with division leaders. Moreover, this position will serve as an advisor/consultant to divisional teams with complex portfolios to implement optimal support strategies.

The AD will be expected to synthesize information from across the department for identifying training opportunities and develop training materials to help support divisional staff submitting proposals and managing post-award activities. The position will play a lead role in centralized grants manager and coordinator recruitment for all DOM divisions. Coordinate training for new recruits including providing onboarding tools and templates for new hires, developing SOP’s for training and integrating training with the Special Operations Unit and PSOM Research Administration Academy, and continue to develop the DOM grants staff mentorship program. Identify additional opportunities for focused trainings and mentorship with Research Managers and their staff;

The AD will participate in special projects related to sponsored projects management, including the implementation of a Signing Official for specific proposal submissions thru the Department of Medicine, and helping to develop a partnership model with SOU and the Department of Medicine Clinical Trials Unit for ad-hoc clinical trial support that engages division representatives and allows for shared division responsibility of pre-award processes and ongoing post-award management. This service will be in addition and complimentary to clinical trial finance support provided by Central Research Services (CRS). Additional duties as assigned.

The AD will report to the Director of Research Administration for the Department of Medicine and have an indirect reporting relationship the PSOM Office of Research Support Services.

QUALIFICATIONS:

Master’s degree and 5-7 years of experience or an equivalent combination of education and experience required.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$74,476.00 - $138,391.00 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, as well as internal and market factors and grade profile.

Affirmative Action Statement Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements Background check 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.

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

  The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.