Posted 2 weeks ago

Senior Sponsored Programs Administrator

Company: American Academy of Pediatrics
Category: Administration


Type: Full Time

American Academy of Pediatrics seeks a Senior Sponsored Programs Administrator to join their team to manage assigned sponsored programs in liaison with program staff. This position will also assist with preparation and review of applications, budgets, budget narratives, and expenditure reports to ensure pre- and post-award compliance with legal, reporting, and sponsor requirements. Duties and responsibilities:

  • Ensure compliance with American Academy of Pediatrics (AAP) policies, financial procedures, GAAP, and program regulations and reporting requirements on assigned sponsored programs (eg, OMB Circulars, Uniform Guidance, FASB standards).
  • Track deadlines and sponsor requirements and assist program staff with timely submissions of applications, progress and financial reports, prior approval requests, budget revisions, and other required filings.
  • Conduct ongoing budget review meetings with program staff to ensure integrity of data, prioritize spending on programs with expiring funds, analyze variances, and effectively manage the financial activities of assigned programs. Monitor proper charging of salary, cost sharing, and other costs and allocations.
  • Coordinate federal submissions for grants with multiple projects and program staff from different teams; provide training, establish timelines, hold kick-off meetings, interpret Notice of Funding Opportunity or Notice of Award requirements, guide program staff in applications, progress and financial reports, continuation applications, budgeting, and other compliance issues, and respond to program staff questions.
  • Supervise and mentor assigned staff. Encourage a work environment that promotes inclusion and belonging of all staff. Support ongoing staff development, help set objectives, evaluate performance, and promote and enhance staff capacity in skills necessary to achieve goals. Ensure staff operate in a fiscally prudent manner, maintain confidentiality, operate with the highest ethical standards, and provide excellent customer service.
  • Prepare journal entries, releases from restriction, invoices, electronic payment requests, account reconciliations, and reports required for AAP monthly close and program reporting periods.
  • Ensure procurements are competitive and comply with AAP Grant Procurement Policy and are properly documented on the SharePoint site.
  • Serve as AAP’s technical advisor for federal grants; interpret Uniform Guidance, translate technical terms into user friendly terminology, research technical or complicated issues, provide guidance on grant terms and conditions, and assist program staff using federal grant sites (e.g.,, PMS, HRSA EHB, CDC SharePoint).
  • Advise staff on compliance and interpretation of sponsor regulations, policies, and procedures, as well as fiscal allowability.
  • Assess subrecipients’ risk of non-compliance and determine monitoring requirements, submit required Transparency Act reports and execute the annual certification process.
  • Maintain program account codes, budgets, and other pertinent information in financial systems and required documentation on collaboration sites.
  • Prepare workpapers and documentation for Federal Single Audit and Indirect Cost Proposal.
  • Continuously evaluate sponsored program-related processes and systems to improve overall efficiencies and effectiveness of related activities and enhance end-user experience.
  • Maintain expertise and keep abreast of changes to regulations to provide information and training to AAP staff on regulations, procedures, and best practices.
  • Act as liaison between sponsors and staff. Ensure and 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.