Grant Administrator

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POST DATE 9/8/2016
END DATE 10/28/2016

Massachusetts General Hospital(MGH) Boston, MA

Boston, MA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)
Bachelors Degree



The Grant Administrator will support the work of clinical and research programs within the Department of Psychiatry at Massachusetts General Hospital. Under general supervision from the Administrative Director (AD) for Psychiatry Research, the Grant Administrators primary responsibilities include: financial management and monitoring of awarded grants, preparing administrative material and financial budget of grant submissions, budget forecasting, ongoing monitoring of fund statements, resolution of accounting problems/errors, functioning as a liaison to federal and non-federal grantor agencies and subcontracting institutions, and assisting principal investigators ( PIs) and program staff in submitting their semi-annual effort certification forms.


* Track and manage budgets and review on a monthly basis all funds maintaining internal spreadsheets for each project, tracking them with MGH electronic reporting of spending, and generating monthly status reports of research funds using the Partners Insight and/or document direct system.

* Prepare National Institutes of Health (NIH) and other grant submissions coordinating the administrative aspects of the proposal (e.g. electronic grant submission, budgets, other support, bio-sketches of personnel)

* Serve as the primary interface between the department and MGH Office of Research Management/Finance for pre-award and post-award activity

* Submit, as required, electronic data change requests to Department business analyst for entry into payroll system for reallocation of salary distributions/effort.

* Process cost transfers in a timely manner, work with PIs to proactively identify and avoid the need for cost transfers.

* Communicate with accounts payable, research finance, and other departments as needed for resolution of errors that are identified. Maintain a fiscal record keeping system and generates monthly status reports of research funds using the Insight system

* Monitor all grants and contracts for compliance issues.

* Work with PIs to identify in a timely manner, budget variations, trends, issues, etc.

* Attend monthly Research Administrators Discussion Group (RADG) meetings, keep current with federal (NIH in particular), state and other requirements, timelines and policy issues.

* As needed, perform timekeeping activities for various programs

* Assist with travel arrangements as needed.

* Serve as resource on grant application preparation and management for clinical research coordinators in the programs

* Collaborate with PIs and AD, and complete all information report requests from research management, including quarterly reports, audit requests, budget changes, etc.

* As needed, initiate and process reimbursements, purchase order requisitions, and check requests for assigned grants/contracts. Coordinate with appropriate lab manager(s) on supplies spending for assigned grants/contracts.

* Work with PI, AD, and Research Management on closeout grants/contracts at end of award period.

* Assist PIs with the electronic submission of their bi-annual effort certification reports.

* Other duties as assigned.


* Working knowledge of NIH and other federal, state and foundation regulations and requirements.

* Skill in financial / budget management and understanding of basic accounting practices

* Demonstrated proficiency in Microsoft Office, Word, Excel, Power Point applications.

* Demonstrated ability to be organized and flexible in an environment which requires continuous monitoring of priorities.

* Exceptional attention to detail and confidentiality.

* Highly goal oriented, self-motivated, and ability to work independently as well as with guidance when appropriate.

* Good communication skills across multiple levels of the organization.

Bachelor's degree with a minimum of one to three years of demonstrated related experience with emphasis on pre and post award grants administration. Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.