Posted 1 month ago

Pre-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 pre-award activities, including developing and submitting proposals for federal, corporate, and foundation grants and contract agreements. This role will also assist with post-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 grant applications, focusing on the non-programmatic aspects of the proposal, including reviewing and interpreting sponsor and application requirements; communicating timelines;  reviewing budgets, budget narratives, and proposals for consistency, accuracy, and compliance with application guidelines; completing institutional forms; coordinating the collection of subcontract proposals and commitment letters from partners and other relevant documents/data from AAP staff; uploading information into online portals and assisting with other technical aspects of electronic submissions; and providing just-in-time information as requested by sponsors.
  • Develop a proposal calendar with due dates for all upcoming grant submissions; monitor status and follow up with staff to ensure timely application completion and submission.
  • Update budget templates and frequently requested information and create other resources to support staff with proposal development.
  • 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.
  • Track spending for internally funded projects, assist program staff with spending plans, and communicate project end dates and close out procedures.
  • Maintain list of staff working on sponsored programs and their percent of time for each project; communicate regularly with program directors to obtain staffing changes due to projects beginning or ending; communicate changes to Human Resources.
  • Ensure compliance with AAP policies, financial procedures, and sponsor spending and reporting guidelines.
  • Provide support on assigned sponsored programs projects as needed.
  • Maintain required documentation on collaboration sites.
  • Obtain expertise, provide information and training to program staff on proposal development best practices.
  • Ensure a high degree of customer focus and satisfaction, and maintain a collaborative, positive team spirit that encourages cooperation and communication between key service units and staff.