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Grants Specialist II - Western Psychiatric Hospital


The Grants Specialist II is responsible for the administrative and financial management of grants and contracts awarded to WPIC Department of Psychiatry Principal Investigators (PI). Responsible for process improvements and recommending necessary training. This person will also be responsible for acting as a mentor to the Grants Assistants and Grant Specialist I.


  • Direct daily contact and interaction with sponsors, pass-through entities, subrecipients, and various PITT/UPMC staff and departments
  • Prepares accounts activations when needed
  • Acts as a resource to research investigators and staff on sponsor policies and regulations regarding the administration of award funds and assists in resolutions when necessary
  • Responds to inquiries in a timely manner using effective interpersonal communication, critical thinking, and problem-solving skills and methods as appropriate to address questions and/or concerns with diverse groups of faculty, staff, and students
  • Works independently and in teams
  • Manages multiple responsibilities and duties with interruptions and unforeseen changes without risking detail and quality of work
  • Remains current and knowledgeable on agency, University, and UPMC procedures and requirements concerning grants management issues
  • Ability to ensure compliance with financial and administrative award terms and conditions
  • Required to maintain confidentiality of classified and sensitive information
  • Provide policy interpretation and procedure guidance to principal investigators and their staff
  • Responsible for on-going review and analysis of processes and actively contributing to process improvements for the OGC by communicating directly with OGC leadership.
  • Identify and suggest training tools and topics for the WPIC research community
  • Be a reference for Grants Assistants and those in the Grant Specialist I role
  • Collaborate with OGC leadership on proposing revisions of information on the OGC website to keep it current and accurate
  • Performs other duties and responsibilities as assigned.
  • Performs in accordance with system-wide competencies/behaviors.
  • Performs other duties as assigned.

Pre- Award:

  • Assist principal investigator and/or project administrators with proposal submission and preparation of grant and contract budgets following specific guidelines
  • Analyze budget justification for accuracy and thoroughness
  • Process Just In Time (JIT) information requests from sponsoring agency
  • Coordinate Other Support changes with project


  • Manages and monitors budget and expenditure activities associated with funded sponsored projects in accordance with University and sponsor regulations
  • Produces monthly financial reports by grant with projections of expenses using the Department's Financial Software System
  • Responsible to review and analyze accounts to identify projected balances, potential deficits, potential issues, burn rates, upcoming deadlines, and accurate payroll distribution
  • Prepares budget adjustments, expense transfers, account forecasting, effort reporting, account closeout, effort distribution, providing sufficient explanations that will meet internal and external audit requirements


  • Bachelors degree (preferably in Accounting, Finance or related field).
  • One year of experience working with grants management in an academic setting or experience working in finance, accounting, or budget management.
  • Experience with NIH grants and Grants Accounting highly preferred.

Licensure, Certifications, and Clearances:

  • Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran

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   Current UPMC employees must apply in HR Direct