Job Description

Job Title: Grants Assistant
Job ID: 23168187
Status: Full-Time
Regular/Temporary: Regular
Shift: Day Job
Facility: Western Psychiatric Institute
Department: Off of Grants_Contracts
Location: 200 Meyran Avenue, Pittsburgh PA 15213


UPMC Western Psychiatric Hospital is currently hiring a Grants Assistant!  This position is an assistant to the Grants Specialists to help in administering and facilitating the pre-award grant preparation and submission process as well as other Pre-Award activities in the Office of Grants and Contracts for WPIC; Department of Psychiatry principal investigators (PI).


There are 3 approved shifts:  7:30am-4pm, 8am-4:30pm, and 8:30am-5pm.


Up for the challenge?  Apply today!



  • Analyze budget justification for accuracy and thoroughness.
  • Direct daily contact and interaction with PI and research staff, various PITT/UPMC staff and departments, and other Office of Grants and Contracts team members
  • Required to maintain confidentiality of classified and sensitive information.
  • Help manage subcontracts between years to prevent lapses in funding.
  • Ability to ensure compliance with financial and administrative award terms and conditions.
  • Assist Grants Specialists with proposal submission and preparation of grant and contract budgets following specific guidelines.
  • Work with Post-Award Specialists to coordinate grant activations.
  • Remain current and knowledgeable on agency and University procedures and requirements concerning grants management issues.
  • Work with Grants Specialists and project administrators to revise budgets as grants are awarded.
  • Pull Just In Time (JIT) information requests for sponsoring agency.



  • High school diploma or GED required.
  • Strong organizational skills and attention to detail is required.


  • Bachelor's degree or currently enrolled in a Bachelors degree program preferred. 
  • One year of experience working in customer service or business administration.
  • Prior experience with account and/or grant management in an academic setting.
  • Knowledge of OMB Circulars A-21, A-110, & A-133 and the NIH Grants Policy Statement.
  • Ability to grasp federal, state, and private sponsor regulations and procedures applicable to grants and contracts and to apply that knowledge.
  • Project administration and/or project management experience preferably in a research setting.
  • Experience with client relations preferred.
  • Excellent oral and written communications skills.
  • Excellent analytic ability and negotiating skills.
  • Proficient computer skills with understanding and previous utilization of Microsoft Office systems (Excel, Word and knowledge of Access a plus).
  • Personality - outgoing, friendly, deadline driven, detail and customer service oriented.

    Licensure, Certifications, and Clearances:

    UPMC is an Equal Opportunity Employer/Disability/Veteran

Salary Range: $15.58 to $24.54 / hour

Union Position: No

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