Sep 06, 2022

Sponsored Programs Administrator

  • American Academy of Pediatrics
  • Itasca, IL, USA
Full-Time Health Care Nonprofit - Social Services

Job Description

The American Academy of Pediatrics (AAP), the nation’s leading advocacy organization for children’s healthcare, seeks a detail-oriented professional to manage assigned sponsored programs (grant funding and other agreements) in liaison with program staff. This role will assist with preparation and review of applications, budgets, budget narratives, and expenditure reports to ensure pre- and post-award compliance with legal, reporting, and other grant/sponsor requirements. 

Hybrid working arrangement of 40% on-site at our Chicago suburb headquarters in Itasca, IL.

All AAP employees must be fully vaccinated against COVID-19; requests for a medical or religious accommodation regarding this vaccination can be submitted for consideration upon an offer of employment.

Some tasks include:

1.         Ensure compliance with American Academy of Pediatrics (AAP) policies, financial procedures, GAAP, and program regulations and reporting requirements on assigned sponsored programs (e.g., OMB Circulars, Uniform Guidance, FASB standards).

2.        Track deadlines and sponsor requirements and assist program staff with timely submissions of applications, progress and financial reports, prior approval requests, budget revisions, and other required filings. 

3.        Conduct ongoing budget review meetings with program staff to ensure integrity of data, prioritize spending on programs with expiring funds, analyze variances and effectively manage the financial activities of assigned programs. Monitor proper charging of salary, cost sharing and other costs and allocations.

4.       Prepare cost transfer journal entries, releases from restriction, invoices, electronic payment requests, account reconciliations and reports required for AAP monthly close and program reporting periods.  

5.        Ensure procurements are competitive and comply with AAP Grant Procurement Policy and are properly documented on the SharePoint site. 

6.       Advise staff on compliance and interpretation of sponsor regulations, policies, and procedures, as well as fiscal allowability.

7.        Assess subrecipients’ risk of non-compliance and determine monitoring requirements, submit required Transparency Act reports and execute the annual certification process. 

8.       Maintain program account codes, budgets and other pertinent information in financial systems and required documentation on collaboration sites.

9.       Prepare workpapers and documentation for Federal Single Audit and Indirect Cost Proposal.  

10.    Continuously evaluate sponsored program-related processes and systems to improve overall efficiencies and effectiveness of related activities and enhance end-user experiences.

11.     Maintain expertise and keep abreast of changes to regulations to provide information and training to AAP staff on regulations, procedures, and best practices.

12.    Act as liaison between sponsors and departments. Ensure and high degree of customer focus and satisfaction, and maintain a collaborative, positive team spirit that encourages cooperation and communication between key service units and staff.


Qualifications needed:

1.         Bachelor’s degree in accounting, business, or relevant discipline or an equivalent combination of relevant education and work experience required.  

2.        Two to three years related sponsored programs (grant and other agreements) management required, including experience in one or more aspects of sponsored program administration, pre- or post-award, governmental, or non-governmental awards (NIH. Experience with budget development, oversight; and reporting, and using systems related to sponsored programs management (eg, PMS, GrantSolutions, HRSA EHBs, CDC SAMS, FSRS). Experience with federal grant and contract regulations, guidelines and reporting websites preferred.

3.        Excellent organizational, time management, verbal/written communication, interpersonal, critical thinking, analytical, and problem-solving skills required. Must pay close attention to detail and be able to manage and prioritize multiple tasks simultaneously and within deadlines, translate technical/financial language into simple terms, collaborate effectively with various internal and external constituents, take initiative, work both independently and as part of a team, and maintain and promote a positive and cooperative team-oriented work environment with a commitment to equity, diversity, and inclusion. Strong technical acumen essential with proficiency in MS Office, financial or grant software, document collaboration platforms (eg, SharePoint), federal websites, and the ability to learn and apply new technologies; experience with Acumatica financial software and virtual meeting platforms (eg, WebEx, Teams) preferred. Occasional evening and weekend work may be required, particularly around month and year-end close.


To learn more about the organization, see a full job description, and/or apply for the position, please visit  

The AAP offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee-focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.

Reasonable Accommodation: Individuals with a disability in need of a reasonable accommodation regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.



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