Posted 1 month ago

Post-Award Sponsored Programs Specialist

Company: American Academy of Pediatrics
Category: Accounting & Finance, Management

 Itasca, Remotely

Type: Full Time

The American Academy of Pediatrics seeks a detail-oriented professional to provide project support for sponsored programs portfolio with an emphasis on post-award activities, including assisting with budget management, financial reporting, procurement agreements, subrecipient monitoring, and development and submission of financial and progress reports for federal, corporate and foundation grants and contract agreements. This position will also assist with pre-award activities and manage a portfolio of non-federal grants and internally funded projects.
Hybrid working arrangement of 40% on-site.
Some tasks include:

  • Assist with the preparation and submission of financial and compliance reports, focusing on the non-programmatic aspects, including communicating timelines; interpreting sponsor requirements; providing data needed for the preparation of interim and final financial reports; completing institutional forms; collecting and organizing relevant documents/data from AAP staff; reviewing submissions for consistency, accuracy, and compliance with sponsor guidelines; uploading information into online portals and assisting with other technical aspects of electronic submissions, and providing just-in-time information as requested by the sponsor.
  • Develop a post-award calendar with compliance and reporting due dates; communicate upcoming deadlines and follow up with staff to ensure timely completion and submission.
  • In collaboration with Sponsored Program Administrators, conduct ongoing budget review meetings with program staff to ensure integrity of data, analyze variances, prioritize spending on programs with expiring funds, identify the need for and assist with budget modifications or prior approval requests, and effectively manage the financial activities of assigned portfolios. Monitor proper charging of salary, cost sharing, and other costs and allocations; prepare cost transfers as necessary.
  • Advise staff on compliance and interpretation of sponsor regulations, policies, and procedures, as well as fiscal allowability.
  • Ensure procurements are competitive, comply with AAP Grant Procurement Policy, and are properly documented on the collaboration site; assist staff with preparation and posting of Request for Proposals and bid cost analysis.
  • Assist with the preparation and review of contracts issued to consultants, subrecipients, and sub-grantees, ensuring compliance with AAP procedures and contracts contain required information; follow up with program staff for clarification or missing information.
  • Monitor encumbrances and work with vendors to obtain final cost information and related invoices.
  • Support staff with subrecipient monitoring: update tracker, upload subrecipient audits to the collaboration site, and assist with the annual certification compliance process.
  • Manage financial and compliance aspects of corporate and foundation grants; assist program staff with spending plans, provide budget oversight, review expenses for allowability, prepare cost transfer journal entries as needed, prepare financial reports, and collaborate with Development staff for timely submission of reports.