Title of Position: Grants and Research Program Manager
Department: Research, Grants, and Workforce
Reports to: Deputy Director, Research, Grants, and Workforce
Date updated: March 2021
FLSA Status: Exempt
The Grants and Research Program Manager is responsible for grants and fiscal management support to the Research, Grants, and Workforce Department (RGW). The Manager also staffs assigned committees; provides program and award administration to successfully achieve desired research and training outcomes; promotes program activities; and maintains and updates program database records and administrative files.
Duties and Responsibilities
In collaboration with the RGW Department, the Grants and Research Program Manager will perform:
- Managing invoicing, and other administrative aspects for AACAP’s Pilot Awards, Junior Investigator Award, and the NIDA AACAP Resident Training Award;
- Execute award selection and manage communication with awardees throughout the award cycle including award close out;
- Create quarterly award expense reports and check them against the Finance Department and RGW to ensure proper coding and payout;
- Support AACAP’s effort in identifying potential new grants from federal agencies (excluding AACAP’s K12) and private foundations;
- Collaborate with Director of Research, Workforce, and Development by creating a response plan and submission process for eligible grant proposals;
- Manage grant writing and program/AACAP award development with the Director; and
- Serve as liaison for the Substance Use Committee, and the Early Career Psychiatrist
- Draft minutes and make conference call and meeting arrangements (e.g., hotel, travel,
meals, work books, activities, and follow-up);
- Support the Director, and Deputy Director with staffing projects from Research and
Training committees within AACAP including the Research Committee,
Psychopharmacology Committee, Medical Students and Residents Committee, Diversity
and Culture Committee and the Triple Board Committee;
- Complete assigned tasks as requested by committee chairs and members;
- Plan and market committee-sponsored programs and initiatives to appropriate groups;
- Monitor committee budgets; and
- Manage workforce data collection, analysis and reporting.
Research and Training Program and Award Administration
- Track professional growth of research and training award recipients and program
- Maintain files and contacts for research and training programs and develops award tracking system;
- Assist the Director and Deputy Director in the production of the Scientific Proceedings publication, as needed;
- Maintain and test the online awards system;
- Develop and implement award program processes including SOPs, marketing, scoring of
applications, progress reports, evaluations, and budgets; and
- Coordinate annual meeting logistics for awardees including presentation submission,
registration, providing Honors Book text, ordering plaques, reimbursement processes,
evaluations, monitoring budgets, and additional responsibilities as required.
Klingenstein Third Generation Foundation Management
- Support the Deputy Director by managing the Klingenstein Third Generation Foundation
Medical Student Training Program, which includes:
- Maintain fiscal and supervisory responsibility for all of the Foundation’s programs;
- Administer and oversee the online grants renewal process and work with the Foundation
staff to make decisions about renewals and to execute those decisions;
- Manage KTGF program evaluation process including communicating with Program
Directors and Student Leaders, working with the Program Chair on survey development
and analysis, participating in The Klingenstein Third Generation Foundation sponsored
events, and assisting the Director on longitudinal evaluation projects and other duties as
- Evaluate reporting process and update if necessary;
- Collate the KTGF Program annual reports and present them to the Foundation;
- Manage correspondence with grantees;
- Work with the Program Chair to establish regular communication among programs;
- Support and monitor progress of all programs;
- Ensure ongoing communication with the advisory board; and
- Attend annual advisory board meetings if needed.
Deputy Director and RGW Department Support
- Set up conference calls;
- Process reimbursement requests and invoices;
- Order supplies;
- Update web site content;
- Respond to requests for Research and Training information;
- Participate in Department and AACAP staff functions; and
- Other duties as assigned.
- A bachelor’s degree is required. A degree in health administration, psychology, or healthrelated
field is preferred.
- 3-5 years related work experience is required.
- Candidate should possess some grants administration and finance experience.
- Strong interpersonal, writing, and organizational skills.
- Outstanding attention to detail, ability to manage multiple projects and deadlines, and
have an interest in children’s mental health issues.
- Comfortable working independently as well as part of a team and maintain a high level of
proficiency with Microsoft Office applications and electronic databases.
- Previous work in non-profit or membership-based organizations is preferred.