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Grant Administrator I

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POST DATE 9/17/2016
END DATE 10/12/2016

McLean Hospital(MCL) Belmont, MA

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


McLean Hospital is a comprehensive psychiatric hospital committed to providing easy access to superior quality, cost-effective mental health services in the Boston area, Massachusetts and beyond. Since 1811, McLean Hospital has been a world leader in the treatment of mental illness and chemical dependency, research into the cause of mental illness and the training of generations of mental health care providers. McLean's multidisciplinary programs treat a broad range of psychiatric illnesses across the full continuum of care.


The Grant Administrator I has a direct reporting line to the Principal Investigator(s) and indirectly to the Grant Administrator III for the Division of Basic Neuroscience. The Grant Administrator I will be responsible for managing the financial operation and administration for a designated group of faculty members in collaboration with the divisional leader(s). Generally the administrator at this level handles a number of sponsored and non-sponsored funds requiring basic knowledge of grant administration. Require some guidance/direction from McLean Research Administration or a more experienced Grant Administrator for administrative issues related to more complex grants or non-standard funding regulations.

PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.

The Grants Administrator I will report to the Principal Investigator(s) and have the following responsibilities:

* With supervision, assists with the preparation of research proposals, awards and transactions related to grant/contract management and maintains grant/contract records in compliance with institutional and research sponsor policies.

* Prepares progress reports, just in time requests, continuation for future award years and keeps updated biosketches, other support pages for proposal submissions

* Receives, logs and pre-reviews research proposals for completeness.

* Pulls related files, generates activity reports, and prepares research proposal for review by Grant Administrator III.

* Supports follow up of McL RA recommendations regarding pre, post & compliance issues

* Reviews grant or contract project budgets, obtains/verifies necessary approvals, and recommends/negotiates changes to applications under the direction of the PI and/or GA III.

* Coordinates receipt of updated information requested by sponsor representatives before issue of awards and sign-off by Grant Administrator III.


* Maintain timely coordination and communication with involved parties regarding grants management issues. Serves as liaison between the services and internal and external groups to manage programs and funds

* Budget forecasting, ongoing monitoring of fund statements, resolution of accounting problems/errors including personnel and non-personnel expenses

* Function as liaison to subcontracting institutions

* Verifies Financial Status Reports and subcontract invoices for accuracy

* Monitors award/agreement milestones, payment schedules and coordinates processing of checks for deposit

* Prepares new fund activation requests with approval of PI/Division Chief and closes out expired funds in a timely fashion

* Ensures financial integrity of the lab(s) with accurate and timely accounts reconciliation and approves travel vouchers, invoices, procurements, reimbursements to employees, credit card activities with proper justification.

* Meets monthly with the Principal Investigator(s) and with Divisional Grant Administrator III/ Chief regarding finances as requested.

* Reviews semiannual Time and Effort reports for all sponsored activities in order to ensure compliance with government guidelines.

* Prepares Cost Transfers, changes in salary allocations, No Cost Extension requests, Residual Balance Transfers and rebudgeting according to institutional policies.


Establishes and maintains electronic and paper records in compliance with institutional and sponsor policies.

Responsible for all personnel transactions including new hires, promotions, salary changes

Works with Human Resources on new recruitments

Assumes additional responsibilities as assigned supporting the lifecycle of awards, contracts and unrestricted sources.

Use Partners research applications as needed for daily workflow (e.g. PeopleSoft, Kronos, InfoEd, Insight, eExpenses, eCheck)

Directs customers to funding source materials and search tools within the office and on the internet

Work with other Grants Administrators in the Division as a team and provide pre and post award coverage for each other when needed including becoming back-up for Kronos, PeopleSoft and other transactions.

Fields telephone, fax and e-mail inquiries and communicates institutional policy, procedures and documentation requirements.

No signature authority

Attend monthly DRAW, keep current with Federal, State and other requirements

Assist with travel arrangements

Work with program staff on scheduling and administrative duties as needed

Initiate and process reimbursements, purchase orders and check requests for assigned grants/contracts

Other duties as assigned

All McLean team members are expected to consistently demonstrate our values of integrity, compassion, respect, diversity, teamwork, excellence and innovation in their work activities and interactions.

*Condition of employment: must complete all trainings and assessments within 6 months of hire.

Bachelor's degree in business or related field, OR equivalent experience
0 - 1 Year of experience
Must possess ability to thrive in a busy, high-volume, and deadline driven work environment that requires coordination of multiple activities and the judgment and flexibility to re-prioritize to accommodate emergency requests


Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures

Demonstrate financial management experience including budget development, grant and contract management, etc

Effective analytical skills

Excellent interpersonal/communications skills

Exceptional computer skills (Excel, Word, PowerPoint, internet) required

Good command of English language

All employees must possess basic computer skills to use a variety of electronic or online systems for communication, clinical and administrative purposes.

It is the policy of McLean Hospital to affirmatively provide equal opportunity to all qualified applicants for employment and existing employees without regard to their race, religion, color, national origin, sex, age, ancestry, protected veteran status, disability, sexual orientation, gender orientation or any other basis that would be in violation of any applicable law or regulation.