Training Grant Specialist of Educational Programs MSCE

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Training Grant Specialist of Educational Programs MSCE

Job Profile Title

Coordinator C

Job Description Summary

Takes a lead role in coordinating a portfolio of complex programs or projects for a department, school, or center. Partners with leaders to develop organizational plans, establish deadlines, and implement key activities. May be responsible for office management, and liaising with internal and external stakeholders with whom they collaborate on projects.

Job Description

Job Responsibilities

Training Grant Administration Prepare annual NIH institutional training grants (T32), including the preparation and submission of competing and non-competing applications, progress reports, trainee appointments, and related NIH documentation. Provide complex project management for multiple grants with overlapping deadlines by developing timelines, tracking progress, coordinating required 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.

Student Funding, Billing, and Tuition Management

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 serve as a liaison among students, faculty, business administrators, and university offices to ensure accurate and timely financial support.

Trainee Funding and Appointment Management

Manage trainee slot allocation and appointment processes across NIH training grants. Monitor funding availability, advise program leadership on trainee appointments, coordinate applicant and faculty interactions, verify funding sources, and prepare appointment and funding documentation for NIH and institutional reporting requirements.

Regulatory Compliance and IRB Coordination

Coordinate annual T32 umbrella IRB submissions and renewals for supported training grants. Monitor regulatory timelines and collaborate with investigators to ensure compliance with institutional and federal requirements through the eIRB system.

Training Grant Policy and Compliance Guidance

Serve as a primary resource for NIH training grant policies, procedures, and best practices across the department and affiliated partner organizations. Interpret and communicate evolving NIH regulations and guidance, advise faculty and staff on training grant requirements, and maintain expertise through ongoing professional development, including NIH-sponsored webinars, workshops, and training opportunities.

External Advisory Committee Support

Coordinate activities for T32 External Advisory Committee meetings, including scheduling, agenda development, preparation of meeting materials, documentation of recommendations, and follow-up on action items.

Other duties and responsibilities as assigned

Qualifications

Bachelor’s degree with 3–5 years of experience in the biological, physical, or social sciences (or an equivalent combination of education and experience) is required. Candidates must have experience with database management, advanced Microsoft Access and Excel functions, grant application/proposal development, and project management under strict timelines. Strong analytical skills, excellent written and oral communication, and the ability to work independently and collaboratively in a fast‑paced environment are essential. Candidates must be able to multitask, respond professionally in challenging situations, and support a diverse faculty, staff, and student community.

Preferred: 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; and familiarity with NIH funding mechanisms, particularly T32 programs

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$65,628.00 - $70,000.00 Annual Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement 

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin(including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protectedunder applicable federal, state or local law.

Special Requirements 
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

• Flexible Work Hours:Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay