Training Grant Specialist of Educational Programs MSCE

Perelman School of Medicine at the University of Pennsylvania•Philadelphia, PA

3d•$65,628 - $70,000

About The Position

The Training Grant Specialist takes a lead role coordinating complex programs and projects for the Perelman School of Medicine. The position administers a portfolio of NIH institutional training grants (T32), preparing and submitting applications, progress reports, trainee appointments, and related documentation. It provides project management across grants with overlapping deadlines and works with principal investigators, trainees, departmental business offices, and other university stakeholders to maintain grant data and ensure timely, compliant submissions. The role oversees student and trainee funding, tuition payments, billing, invoices, reconciliations, and educational, research, and travel allowances. It manages trainee slot allocations and appointments, coordinates funding documentation, and supports annual umbrella IRB submissions and renewals. The specialist serves as a resource on NIH training grant policies and compliance, coordinates External Advisory Committee meetings, and performs other duties as assigned.

Requirements

Bachelor’s degree with 3–5 years of experience in the biological, physical, or social sciences, or an equivalent combination of education and experience.
Experience with database management.
Advanced Microsoft Access and Excel skills.
Experience with grant application or proposal development.
Project management experience under strict timelines.
Strong analytical skills.
Excellent written and oral communication skills.
Ability to work independently and collaboratively in a fast-paced environment.
Ability to multitask and respond professionally in challenging situations.
Ability to support a diverse faculty, staff, and student community.

Nice To Haves

3–5 years of experience in grant writing, research development, or research administration.
Experience in a large university environment within health sciences or medical schools.
Familiarity with NIH funding mechanisms, particularly T32 programs.

Responsibilities

Prepare annual NIH institutional training grant (T32) applications, including competing and non-competing applications, progress reports, trainee appointments, and related NIH documentation.
Manage multiple grants with overlapping deadlines by developing timelines, tracking progress, coordinating materials, and ensuring timely and compliant submissions.
Collaborate with principal investigators, trainees, and departmental business offices to collect, maintain, and report grant-related data in eRA Commons, Airtable, and other institutional systems.
Oversee student and trainee funding administration, including tuition payments, billing processes, invoice preparation, reconciliations, and tuition record maintenance.
Manage T32 trainee educational, research, and travel allowances, and liaise with students, faculty, business administrators, and university offices to ensure accurate and timely financial support.
Manage trainee slot allocations and appointment processes across NIH training grants; monitor funding availability, advise program leadership, coordinate applicant and faculty interactions, verify funding sources, and prepare appointment and funding documentation.
Coordinate annual T32 umbrella IRB submissions and renewals, monitor regulatory timelines, and work with investigators to meet institutional and federal requirements through the eIRB system.
Provide guidance on NIH training grant policies, procedures, regulations, and best practices to the department and affiliated partner organizations.
Maintain expertise through professional development, including NIH-sponsored webinars, workshops, and training opportunities.
Coordinate T32 External Advisory Committee meetings, including scheduling, agenda development, meeting materials, documentation of recommendations, and follow-up on action items.
Perform other duties and responsibilities as assigned.

Benefits

Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
Flexible spending accounts for eligible health care and dependent care expenses.
Tuition assistance for employees, spouses, and dependent children at Penn, with dependent-child assistance also available at other institutions.
Basic, matching, and supplemental retirement plans, with pre-tax or Roth contributions and investment options through TIAA and Vanguard.
Substantial time away from work during the year.
Long-term care insurance.
Wellness and work-life programs and resources.
Professional and personal development resources.
Access to University resources, including libraries, athletic facilities, cultural activities, and some free or discounted activities.
Discounts and special services, including arts and entertainment, transportation, mortgages, goods, and services.
Flexible work options and hours.
Forgivable home-ownership loan for eligible employees buying a home or residing in West Philadelphia.
Adoption expense reimbursement for eligible employees, for up to two adoptions in a household.