Grants Account 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 $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

Working with a high degree of independence, the Grants Account Manager serves as a strategic partner to advance the universitys research enterprise. Employed by the Office of Research and Technology Management and deployed within an assigned school portfolio, the position provides integrated, full-lifecycle pre-award and post-award support. Key responsibilities include proposal development, budget preparation, compliance review, financial management, subrecipient oversight, and project closeout. This leadership role partners directly with faculty, central offices, and school administration to reduce administrative burden, manage sponsored funds strategically, and ensure financial integrity. Reporting directly to research and technology management leadership while collaborating closely with school leadership, the manager primarily supports their assigned portfolio but dynamically deploys to assist other university teams based on changing workloads and staffing needs. The manager operates with the authority to accomplish objectives within established university policies, escalating only highly complex or non-routine issues to research and technology management.

ESSENTIAL FUNCTIONS

• Serve as the primary point of contact for faculty throughout the sponsored project lifecycle and coordinate seamless transitions between proposal development, award management, compliance activities, sponsor reporting, and project closeout. 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 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. Maintain documentation to support internal and external audits. Liaise with auditors and internal compliance offices to resolve findings and ensure transparency in financial stewardship. Identify funding opportunities for faculty, explain sponsor requirements. (20%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (5%)

CONTACTS

Department: Daily contact with faculty, administrators, and research personnel within the assigned school portfolio to maintain workflow and provide lifecycle research administration support.

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

External: Frequent contact with sponsor representatives, collaborating institutions, and subrecipient organizations.

Students: Occasional contact with graduate students and student employees.

SUPERVISORY RESPONSIBILITY

This position has no direct supervisory responsibility.

QUALIFICATIONS

Experience: 3 to 5 years of demonstrated experience in highly regulated administrative functions such as managing complex projects, budgets, financial operations, compliance activities, research administration, and/or grants management preferred. Experience in higher education, healthcare, nonprofit, governmental, or similarly complex environments preferred.

Education: Bachelors degree required in a related field such as, business, accounting, finance, public administration, healthcare administration, science, social science, or humanities. Professional designation (e.g. CPA or CRA) is preferred. MBA preferred.

REQUIRED SKILLS

• Strong written, verbal, and face-to-face interpersonal skills to build relationships, deliver excellent customer service, and explain complex information to faculty, staff, and external partners.
• Exceptional time management to handle multiple priorities and strict deadlines in a fast-paced environment, with a flexible, proactive approach to shifting priorities.
• Proven ability to develop, manage, and monitor complex budgets while maintaining financial integrity.
• Demonstrated aptitude for learning and utilizing technology, automation tools, reporting systems, and artificial intelligence applications to improve efficiency, solve problems, and support continuous process improvement.
• Ability to maintain strict confidentiality, meet consistent in-person attendance, and interact face-to-face with colleagues and supervisors.
• Ability to work independently, research solutions, learn new systems, and adapt to changing technologies and business needs.
• Prefer comprehensive knowledge of pre- and post-award processes, including proposal development, award management, sponsor reporting, and project closeout.
• Prefer deep understanding of federal (e.g., NIH, NSF, DoD, DoE) and non-federal sponsor requirements, institutional policies, and compliance procedures.

WORKING CONDITIONS

General office working environment.

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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