Grants and Contracts Administrator 3

Penn State University

College of Medicine at the Milton S. Hershey Medical Center
Campus City:
Hershey, PA
Date Announced:
Date Closing:
open until filled
Job Number:
Level/Salary Band:
03 – J – Exempt
Work Unit:
Penn State College of Medicine
Full/Part Time:


Four Diamonds is a special, mission-specific, endowment within Development and Alumni Relations of Penn State and housed in Hershey at the College of Medicine. Four Diamonds raises money to directly support Penn State Children’s Hospital at the Penn State Health Milton S. Hershey Medical Center. Four Diamonds’ mission is to conquer childhood cancer by assisting children and their families through superior care, comprehensive support, and innovative research. Four Diamonds covers one hundred percent of all medical expenses related to cancer care not covered by insurance for eligible Four Diamonds children. In addition to patient care, funding through Four Diamonds supports a dedicated team of care providers and innovative pediatric cancer research. Through an annual allocation process, philanthropic dollars raised through Four Diamonds are awarded to various departments and projects within Penn State Children’s Hospital. The Pediatric Philanthropic Grants Administrator holds the primary responsibility for successfully executing all internal philanthropic allocation grants throughout their life cycles, according to, and in compliance with all relevant Four Diamonds program and donor requirements. Specifically, this position will manage the annual allocation process from the development of the application for funding, staffing the awarding process, preparing the financial transfers of the awarded dollars to the various departments, tracking project completion and the spending of the allocated awards, and the closeout and audit of departments and projects that received funding. Reporting to the manager of the Pediatric Research Resource Office, this position will work closely with the Director Pediatric Operations, other finance staff within the Department of Pediatrics, the Penn State College of Medicine Controller’s Office, and the Associate Vice President, Operations Director, and Four Diamonds Executive Director within the office of Development and Alumni Relations at the College of Medicine. Job Duties are to monitor the complete life cycle of Four Diamonds program allocations. Regularly review annual allocation awards process for Four Diamonds and provide recommendations on process changes. Manage and administer the funds allocation process, including maintenance and revision of applications, handling of questions, award notification, project close-outs and audits for Four Diamonds funded projects. This will include working with the Development and Alumni Relations Associate Vice President, Operations Director, and Four Diamonds Executive Director to determine the amount of philanthropic dollars available each year for allocation; Managing the development, release, and submission of annual allocation applications; Conducting reviews of all application submissions and communicating with applicants to ensure all due diligence has been completed; Ensuring the service of appropriate staff, hospital leadership, and advisory board members on the allocation review committee, and coordinating with leadership to identify and fill any vacancies; Assigning applications for review to the review committee membership; Coordinating and facilitating all allocation process meetings; Managing the approval and awarding processes, to include data entry and financial transfers of funds to appropriate accounts in coordination with the Operations Director, Development and Alumni Relations; Reconciling expenditures against allocations throughout the year, and at fiscal year-end, closing out any outstanding allocations and projects with remaining funds in coordination with the Operations Director, Development and Alumni Relations; Auditing awardees to ensure proper use of any awarded allocations. Ensure smooth grants and payments administration by acting as a liaison between the various departments which were awarded funds, children’s hospital financial staff, the Development and Alumni Relations Office, and the Controller’s Office. Help submitters and awardees understand their responsibilities and statuses as they relate to any Four Diamonds allocation award. Design and generate reports for leadership and other internal constituents regarding the allocation and awarding process. Conduct analyses on the use of Four Diamonds funds, requestors, historical trends, and other information that may be useful to the review team. Manage and track pooled investment account, and endowment, transfers, and oversee endowment spending. Manage the Four Diamonds allocation software. Provide routine and ad-hoc reporting to the Four Diamonds Executive Director as scheduled or requested. Manage the post-award process for Four Diamonds funded investigators. This includes Award set-up; Management of expenses and financial reporting; Award close-out; Effort allocation report adjustments. Typically requires a Bachelor's degree or higher plus six years of related experience, or an equivalent combination of education and experience. This is a fixed term appointment funded one year from date of hire with the possibility of refunding.

These salary bands have been established to provide salary guidelines for staff positions.

Salary Band Minimum Midpoint Maximum
A $16,584 $24,456 $32,328
B $18,240 $26,904 $35,556
C $19,728 $29,592 $39,456
D $21,708 $32,568 $43,416
E $24,312 $36,468 $48,612
F $27,228 $40,848 $54,456
G $30,012 $45,744 $61,500
H $34,188 $52,140 $70,080
I $38,988 $59,424 $79,908
J $43,716 $67,740 $91,812
K $50,712 $78,600 $106,488
L $58,836 $91,176 $123,528
M $68,232 $105,756 $143,292
N $80,508 $124,788 $169,068
O $93,492 $147,252 $201,024
P $110,340 $173,760 $237,192
Q $126,396 $199,056 $271,728
R $151,668 $238,872 $326,088