Program Manager NEO-SMART

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 $65,779 and $83,210, 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 Program Manager of the NSF NEO-SMART Engine in Northeast Ohio (NEO-SMART) is responsible for the day-to-day coordination and execution of one or more of the Engines core program pillars--use-inspired research, commercialization and adoption, workforce development, and economic growth. Reporting to the Chief Operations Officer, the Program Manager serves as the operational connective tissue between Engine leadership, partner institutions, and external stakeholders, ensuring that programs advance on schedule, in compliance with NSF cooperative agreement requirements, and in alignment with the Engines strategic goals. The program manager will utilize a strong foundation in federal program or grants management, exceptional organizational and communication skills, and the ability to manage complex, multi-stakeholder initiatives across academic, industry, government, and nonprofit settings. This person is a disciplined executor who can translate strategy into workplans, track progress across a diverse portfolio of activities, and keep multiple partners moving in the same direction simultaneously.

NEO-SMART is a U.S. National Science Foundation Regional Innovation Engine, led by Case Western Reserve University and backed by an NSF investment of up to $160 million over ten years. It unites 70+ partners across Northeast Ohio--Cleveland, Akron, Canton, and Youngstown--to move materials innovation from the lab to the factory floor: funding use-inspired research and development, commercializing new materials and processes, and building the skilled workforce to make them.

ESSENTIAL FUNCTIONS

• Develop, maintain, and manage detailed workplans, timelines, and milestone tracking systems for assigned NEO-SMART program pillar(s); coordinate activities across partner institutions and external collaborators to ensure timely and on-budget delivery of program commitments. Serve as the day-to-day operational point of contact for assigned pillar partners on workplan execution, scheduling, and issue resolution, including academic institutions, industry members, community organizations, and government agencies; facilitate regular coordination meetings, manage follow-up action items, and resolve logistical and programmatic issues as they arise. Coordinate execution of activities representing an estimated $2.5-3 million of the Engines annual cooperative agreement budget within the assigned pillar(s), across approximately 10+ subawardee relationships. Support pillar leadership in designing and launching new program initiatives, including developing program frameworks, drafting solicitations and guidelines, coordinating review and selection processes, and onboarding new participants or awardees. (40%)
• Track and document assigned program activities against NSF cooperative agreement terms and conditions, including 2 CFR Part 200 (Uniform Guidance), NSF PAPPG requirements, data management obligations, and research security policies, flagging deviations to the chief operating officer for resolution. Compile, organize, and draft program-related content for NSF annual reports, quarterly progress updates, site visit materials, and other required reporting deliverables; coordinate with partner institutions and NEO-SMART leadership to gather accurate and timely inputs. Track and monitor subrecipient performance and reporting obligations; assist the chief operating officer in reviewing subaward deliverables, flagging compliance issues, and maintaining organized records of partner agreements, invoices, and closeout documentation. Interpret request for proposals, cooperative agreement terms, and federal agency guidelines; develop and implement internal processes to ensure program activities respond appropriately to sponsor requirements and submission deadlines. (30%)
• Develop and maintain strong working relationships with NEO-SMART partner institution contacts, including sponsored programs offices, department administrators, faculty PIs, and industry and community partners, facilitating cooperation across organizational boundaries. Assist in planning and executing NEO-SMART events, convenings, and advisory committee meetings, coordinating logistics, materials, and post-event follow-up. Contribute program updates and partner spotlights to NEO-SMARTs communications channels as needed. (15%)
• Develop and maintain databases and tracking tools to monitor program outputs and outcomes (e.g., grants awarded, partnerships formed, jobs created, participants trained), keeping data current and accessible for reporting and evaluation. Support the independent evaluator and chief operating officer with data collection, survey coordination, and documentation of program activities and impacts. Analyze program performance data and prepare summary reports and dashboards for leadership and the NSF program officer as requested. (10%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (5%)

CONTACTS

Department: Regular contact NEO-SMART chief operations officer, chief executive officer, chief translation and research officer, pillar directors, and NEO-SMART team members to coordinate workplan, report milestones, design programs and resolve issues.

University: Contact with all departments and faculty related to NEO-SMART to deliver on programs and projects. Regular contact with the Office of Research and Technology Management for pre- and post-award support, contracts, etc.

External: Contact with staff of relevant centers and departments across the campus as required for project delivery. Weekly and up to daily contact with industry partners, community organizations, government agency staff associated with ongoing projects to communicate progress, set expectations and priorities. Monthly contact with NSF program officer and independent evaluator for reporting and engagement.

Students: Occasional (through workforce development programming, internship coordination, and ecosystem-building events supported by the Engine)

SUPERVISORY RESPONSIBILITIES

This position has no direct supervisory authority over staff employees. However, the Program Manager provides functional direction and coordination to partner institution program staff, student workers, fellows, and interns engaged in NEO-SMART-supported activities. Performance input may be requested for individuals the Program Manager works closely with on committees, working groups, or program delivery teams.

QUALIFICATIONS

Experience: 5 years of directly related experience in program management, grants administration, or research coordination within a complex, multi-stakeholder organization required.

Education; Bachelors degree in public administration, business, science, engineering, or a related field required. Masters degree (MPA, MBA, MS, or equivalent) preferred. Certified Research Administrator (CRA) credential or coursework toward certification is a plus.

REQUIRED SKILLS

• Demonstrated experience coordinating multi-institutional initiatives involving academic, industry, government, and/or nonprofit partners.
• Experience in innovation ecosystems, technology commercialization, economic development, or workforce development programs.
• Experience managing federally funded programs ¿ preferably NSF, DOE, EDA, NIH, or comparable federal cooperative agreements or grants ¿ with direct exposure to 2 CFR Part 200 compliance, federal financial reporting, and subrecipient monitoring strongly preferred.
• Exceptional organizational and project management skills, with demonstrated ability to manage multiple complex, diverse workstreams, competing priorities, and time-sensitive deliverables simultaneously across distributed teams and partner institutions.
• Strong working knowledge of federal grant compliance requirements, including 2 CFR Part 200 (Uniform Guidance), NSF PAPPG provisions, cooperative agreement terms and conditions, and subrecipient monitoring obligations.
• Proficiency in developing and using workplans, milestone trackers, and program management tools (e.g., Smartsheet, Asana, Monday.com, or equivalent), with the ability to design systems that keep distributed teams accountable and on track.
• Strong written and verbal communication skills, including the ability to draft clear, accurate, and professional reports, meeting summaries, compliance documentation, and stakeholder communications.
• Demonstrated ability to read, interpret, and apply federal funding opportunity announcements, cooperative agreement terms, and agency-specific program guidelines.
• Strong interpersonal skills and a collaborative working style, with the ability to build effective relationships across academic, industry, government, and nonprofit partners, including in contexts where influence must be exercised without formal authority.
• High analytical aptitude with strong attention to detail; able to manage data, track metrics, identify discrepancies, and produce accurate summary reports under deadline.
• Willingness to learn and work with AI tools as they relate to program management and reporting.
• Ability to meet consistent attendance requirements and interact effectively with colleagues and stakeholders in person and remotely, including strong conflict-resolution skills.
• Comfort operating in high-ambiguity, entrepreneurial settings while executing near-term goals.

WORKING CONDITIONS

General office environment, with regular regional travel to partner institutions and program sites and occasional travel for NSF meetings and peer Engine convenings. Some evening and weekend commitments are expected for Engine events and partner meetings. Grant-funded position, renewable contingent on Engine funding and performance milestones.

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.

.