Research Business Administrator II – Remote

Company Name: Childrens Hospital of Philadelphia

Location: Philadelphia, PA, US - 19104

Job Duration: 2021-07-22 to 2021-08-21


Location: LOC_ROBERTS-Roberts Ctr Pediatric Research 

Req ID: 134515

Shift: Days

Employment Status: Regular – Full Time 

Job Summary

This position manages a sponsored research portfolio consisting of up to 125 research grant accounts for faculty/scientists within an assigned Division, Department, Center, and/or Program. This position manages fiscal and administrative aspects of federal and non-federal research grants including preparing and approving proposal budgets, forecasting, closeouts, and preparation of analytical reports for PIs and other stakeholders. This position requires an – intermediate understanding of the current Uniform Guidance, and duties performed in accordance with CHOP/sponsor guidelines and institutional policy, federal, state and local agency guidelines and policy, including Uniform Guidance, and generally accepted accounting principles (GAAP) where applicable. Must be able to work with minimal supervision and within a service-team environment.

Job Responsibilities

Fiscal Responsibility of Research Grants Management 

  • Reviews and approves all financial transactions  up to $50,000 charged to research grant accounts, to ensure compliance with cost principles as defined in the Uniform Guidance and the individual grant agreement. This may include purchase orders, check requests, travel expenses, equipment, laboratory supplies, animal care cost, and personnel payroll costing allocations.
  • Manages and monitors a portfolio of grant accounts of diverse mechanisms, regularly analyzes deficits and balances, alerts PIs and others as appropriate, and resolves activity issues promptly.
  • Allocates faculty and staff salaries to research grant accounts with direction from the Principal Investigators
  • Experience in managing federal and non-federal contracts, clinical trials, program grants, subcontracts etc.


Effective & Timely Communication

  • Provides timely and accurate communication of financial data to principal investigators, sponsors, and other customers.
  • Prepares and provides PIs with financial summaries and reports utilizing an excel spreadsheet template that is easily understood by the lay reader, and reconciles with the Institutional Financial System
  • Meets with investigators to review and explain financial data no less than quarterly; provides ad hoc financial status updates whenever requested or required
  • Closes out research grant accounts with the Research Specialized Accounting Unit
  • Communicates appropriate financial information to all stakeholders (department chairs, division chiefs, senior leadership, PI’s staff, and practice plan/hospital division administrators)
  • Coaches stakeholders on the concept or effective financial management of grants and contracts
  • Disseminates information on financial changes in NIH and other sponsor forms, guidelines, requirements, rules, etc.
  • Provides appropriate guidance on policy changes, and updated to the Uniform Guidance for stakeholders.


Proactive Financial Advice and Planning

  • Demonstrates understanding of the overall portfolio  by preparing payroll costing allocations and projections based on  a PI’s total grant funding, their collaborations across CHOP, and the overall funding situation of the assigned portfolio.
  • Prepares budgets for grant applications, supplemental funding, budget modifications and adjustments.
  • Proactively identifies problems and works to resolve them in an efficient manner, and reasonable timeframe
  • Plans with PI to sustain financial stability over the long term


Excellent Customer Service

  • Develops professional relationships with all stakeholders.
  • Support team coverage plan as needed when team members are absent
  • Responds to customers within 24 – 48 hours and works to understand / meet their needs
  • Refers customers to appropriate knowledge experts when required
  • Triages or turns around requests with accurate information within an identified timeframe
  • Liaises with CHOP SMEs on the financial aspects of portfolio management and/or personnel issues.


Adhere to Policies & Procedures, Cost Principles, and Uniform Guidance

  • Provide guidance on policies and procedures to ensure compliance with sponsor rules and regulations, generally accepted accounting principles (GAAP), and fiscal components of the OMB Uniform Guidance.
  • Oversees management/tracking of Time and Effort reporting

Job Responsibilities (Continued)

Job Responsibilities (Continued)

Required Licenses, Certifications, Registrations

Required Education and Experience

Required Education: Bachelor’s degree


Required Experience:

  • Three (3) years of related experience in research administration and portfolio management

Preferred Education, Experience & Cert/Lic

Preferred Education: Bachelor’s degree in accounting, finance, business administration, or related field


Preferred Experience:

  • Five (5) years of related experience in research administration and portfolio management

Preferred Licenses/certificates/registrations: Certified Research Administrator (CRA)

Additional Technical Requirements

  • Advanced proficiency with spreadsheet software (Excel)
  • Advanced proficiency with enterprise resource planning, financial and human capital management software (Workday)
  • Intermediate proficiency with web based tools
  • Intermediate knowledge of budgetary principles, practices and procedures
  • Intermediate knowledge of Uniform Guidance
  • Strong leadership skills
  • Strong organizational skills
  • Strong time management skills
  • Strong analytical and problem-solving skills
  • Strong verbal and written communications skills
  • Ability to collaborate with stakeholders at all levels

All CHOP employees who work in a patient building or who provide patient care are required to receive an annual influenza vaccine unless they are granted a medical or religious exemption.

Children’s Hospital of Philadelphia is committed to providing a safe and healthy environment for its patients, family members, visitors and employees. In an effort to achieve this goal, employment at Children’s Hospital of Philadelphia, other than for positions with regularly scheduled hours in New Jersey, is contingent upon an attestation that the job applicant does not use tobacco products.

Children’s Hospital of Philadelphia is an equal opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, age, religion, national or ethnic origin, disability or protected veteran status.

VEVRAA Federal Contractor/Seeking priority referrals for protected veterans.  Please contact our hiring official with any referrals or questions.

CHOP Careers Contact 

Talent Acquisition

2716 South Street, 6th Floor

Philadelphia, PA 19146