ARO - Pre-Award Grant Manager

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 $52,705 and $74,873, 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

The Pre-Award Grant Manager provides high-level leadership and direction for pre-award research administration across multiple academic departments and research centers, serving as a key strategic partner in advancing the universitys research enterprise. With delegated authority and autonomy over the portfolio supported, this position leads all aspects of proposal development, compliance assurance, and institutional coordination for submissions to a wide range of federal, foundation, industry, and philanthropic sponsors. The Pre-Award Grant Manager is responsible for driving proposal strategy, establishing proposal workflows, and developing complex, multi-year budgets that align with both sponsor requirements and institutional priorities. This role serves as the primary decision-maker for pre-award processes within their assigned units, coordinating internal approvals, managing institutional commitments, and ensuring all submissions meet regulatory, policy, and deadline requirements. The Pre-Award Grant Manager collaborates closely with faculty, departmental leadership, post-award colleagues, and central offices to ensure a seamless and compliant transition from proposal to award, while proactively identifying funding opportunities and anticipating administrative needs. This position plays a visible leadership role in supporting faculty success, maintaining operational excellence, and contributing to institution-wide research goals.

ESSENTIAL FUNCTIONS

• Lead and direct complex proposal submission efforts, including multi-principal investigators, multi-institutional, and center-level applications. Collaborate with principal investigators to develop and implement a detailed submission work plan to ensure the submission of high-quality proposals that are responsive to sponsor requirements. This includes interpretation of sponsor guidelines, developing budgets, confirming eligibility and institutional fit, and creating work plans and timelines. Lead the leadership approval process related to institutional letters of commitment and support, alternate indirect cost rate approval, cost share commitments and sources, and the approval of space modifications to accommodate equipment purchased by the grant. Draft and revise detailed multi-year, multi-million-dollar proposal budgets that include faculty and staff salary and fringe, indirect cost rate calculations, equipment, supplies, graduate student stipends and tuition, postdoctoral support, and health insurance in compliance with sponsor, school, and university policies. Prepare draft budget justification narratives based on the agreed-upon detailed budget. Partner with investigators to prepare and document letters of intent, pre-proposals, and research prospectuses that align with sponsor strategic priorities. Facilitate the identification and appropriate inclusion of core facilities and shared institutional resources. Develop and maintain tailored proposal templates, budget models, and strategic planning tools to support scalable proposal development across principal investigators portfolios and sponsor types. Act as a resource to faculty by identifying funding opportunities and explaining new or evolving sponsor requirements. Oversee internal routing and compliance review processes, ensuring that all necessary approvals are in place prior to submission deadlines. (30%)
• Own and direct the full proposal submission process for a high-volume, high-stakes faculty portfolio, including the coordination and submission of over 100 proposals annually. Ensure that all proposals are submitted accurately, completely, and on time via SpartaGrants and sponsor systems such as NIH ASSIST, Research.gov, and Grants.gov. This includes troubleshooting technical issues across sponsor platforms and serving as the primary contact for resolving submission errors. Lead risk assessments for proposals involving foreign collaborators, human or animal subjects, and sensitive or restricted data to ensure compliance with institutional and sponsor requirements. Ensure compliance with all required proposal components and formatting guidelines. Serve as a resource for faculty in the interpretation of sponsor-specific proposal requirements. Gather and validate all required documents, including biosketches, current and pending support, subrecipient documentation, and regulatory approvals. Confirm IRB, IACUC, or IBC approvals are in place or pending, and coordinate with subrecipient institutions to ensure timely and compliant submission of all required documentation. Prepare and submit Just-in-Time and post-submission materials, including budget revisions, updated other support, and regulatory assurances. Serve as the liaison to the office of Research Administration Pre-Award School of Medicine and the office of Research and Technology Management throughout the proposal submission and award negotiation process. Provide pre-award support for standalone agreements, such as data use agreements, material transfer agreements, and non-disclosure agreements, to ensure they are in place prior to award setup. (30%)
• Oversee and lead the award setup process in SpartaGrants upon notification of funding, ensuring a seamless and timely transition from pre-award to post-award administration. Drive structured onboarding processes by preparing and routing all internal award documentation, including confirmation and approval of cost share commitments. Serve as the primary coordinator with central offices to resolve budgetary or compliance-related issues that may delay account setup. In collaboration with post-award colleagues, lead initial faculty award orientation meetings to review award terms, budget structures, compliance requirements, and available institutional resources. Monitor and track all required regulatory approvals, ensuring documentation is complete and in place prior to the release of funds. Confirm that all institutional and sponsor commitments, including faculty effort, cost share, and space allocations are accurately reflected in the award record. (15%)
• Lead and coordinate the preparation and submission of award modification actions, non-financial progress reports, and non-competing continuations in collaboration with principal investigators. Monitor and track reporting requirements and due dates for all continuing and renewable awards to ensure full compliance with sponsor expectations. Oversee the timely and accurate submission of Research Performance Progress Reports and similar sponsor reports, including the collection and review of updated biosketches, other support documents, publications, and project milestones. Advise PIs on reporting content and formatting requirements in alignment with institutional and sponsor guidelines. Serve as the primary point of contact for audit-related requests and documentation. Partner with post-award colleagues to coordinate financial reporting elements and ensure that all submissions reflect an integrated, accurate representation of the projects progress and compliance status. (15%)

NONESSENTIAL FUNCTIONS

• 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 staff on proposal development, system navigation, and compliance requirements. Develop and disseminate best practices across the research administration team to promote consistency and efficiency. Actively participate in system testing and feedback sessions for SpartaGrants updates, providing actionable input to enhance functionality and user experience. Collaborate with the office of Research and Technology Management 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. (5%)
• Participate in process improvement initiatives and research administration workgroups. (3%)
• Contribute to school- and university-wide efforts to streamline pre-award support and compliance. (2%)

CONTACTS

Department: Daily contact with faculty and administrators across departments within the school.

University: Frequent contact with school and central research administration offices, compliance offices, and finance.

External: Intermittent contact with sponsor program officers and subrecipient administrators.

Students: Occasional contact with graduate students and postdoctoral scholars.

SUPERVISORY RESPONSIBILITY

This position does not have direct supervisory responsibility but may mentor or guide support staff or temporary employees involved in proposal preparation.

QUALIFICATIONS

Education and Experience: Bachelors degree and 5 years of related experience in pre-award research administration or a comparable field such as proposal development, contract management, grants administration, project coordination, or regulated industry operations; OR Associates degree and 7 years of related experience. Experience in higher education, academic medicine, nonprofit research, government, or other environments involving complex project planning, compliance, and stakeholder coordination is preferred.

REQUIRED SKILLS

• Demonstrated experience leading strategic and operational planning in a complex organization, preferably in an academic or public health setting.
• Strong background in proposal development, budget creation, and submission processes for federal and non-federal sponsors (e.g., NIH, NSF, DoD, DOE, foundations).
• Familiarity with university research administration systems, including SpartaGrants and ERP platforms such as PeopleSoft or Oracle.
• Proficiency in Microsoft Office and ability to quickly learn and apply new software tools; experience with database applications and internet navigation required.
• Effective oral and written communication skills with the ability to clearly explain complex requirements and interact professionally with faculty, staff, and external partners.
• Excellent organizational and time management skills; proven ability to manage multiple priorities, meet deadlines, and maintain accuracy and attention to detail under pressure.
• Strong interpersonal and customer service skills, with the ability to build relationships and deliver timely, solutions-focused support.
• Demonstrated leadership and supervisory experience, including the ability to train, guide, and work collaboratively with team members.
• Sound judgment, analytical thinking, and effective problem-solving skills.
• Flexibility, adaptability, and a proactive, self-motivated approach to managing shifting priorities and timelines.
• Willingness to learn and apply new processes, policies, and systems in a fast-paced research environment.
• Knowledge of university policies and procedures preferred.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

Typical office environment. Extended periods of computer use required. Occasional evening or weekend work may be necessary to meet submission deadlines.

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.

Reasonable Accommodations

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

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