Senior Grant Administrator

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POST DATE 9/13/2016
END DATE 11/17/2016

Massachusetts General Hospital(MGH) Charlestown, MA

Charlestown, MA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
Bachelors Degree


The Senior Grant Administrator will join the Grants Management team of the Division of Nephrology at MGH. The Division operates an annual research budget of approximately $15 million, and employs 200 research and support staff in 20 laboratories. This position will support the work of various basic research programs based in the MGH Charlestown Navy Yard facility with primary responsibilities including: 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. The individual will work with the Site Head for Research, and meet with him on a weekly basis.

* 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)

* Work with post award and contracts team to ensure that new awards set up properly and in a timely manner.

* Review notice of awards (NOA) for sponsor terms and conditions and communicate to the PI any special terms and conditions.

* Track and manage budgets by reviewing all funds on a bi-monthly basis developing internal spreadsheets for projects as needed, 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.

* Serve as the primary interface with 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.

* Identify and work with PI to prevent projected over expenditures, and resolve deficit situations.

* Advise PI on allowable and unallowable expenditures on grants.

* 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 bi-monthly status reports of research funds using the Insight system

* Monitor all grants and contracts for compliance issues.

* Ensure proposal compliance with Hospital and grantor policies and procedures, as well as those of sub-contracting institutions.

* Assist PI as needed with completing progress reports, carry forward, and other requests to Sponsor.

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

* Participate in department, Hospital, or system-wide groups and task forces as requested and appropriate.

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

* Perform timekeeping activities as needed.

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

* Collaborate with PIs, Senior Administrative Manager of Research (SAMR) and Administrative Director, and complete all information report requests from research management, including quarterly reports, audit requests, budget changes, etc.

* Advise PIs and designee on processes, such as: travel reimbursements, purchase order requisitions, and check requests for assigned grants/contracts.

* Review and approve FSR/ FFR and final invoices.

* Work with PI, Senior Administrative Manager of Research, 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.

* Assists SAMR with visas for researchers as needed.

* Indirect supervision of research assistants and coordinators with administrative responsibilities.

* Support the basic researchers with mail collection, ordering/maintaining shared office equipment (including photocopier, fax machine and printers.

* Other duties as assigned.

* Assist in the scheduling and management of the Cell Biology Seminar series by, scheduling meetings with faculty, confirming speaking dates, scheduling travel and hotel reservations for speakers, managing honorariums, and associated events.

Bachelor's Degree 3-5 years of grant management experience required

* Must possess the ability to thrive in a busy, high-volume, and deadline driven team environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize tasks as needed.

* Extensive knowledge of program administration guidelines of Federal and non-Federal funding agencies supporting biomedical research. Familiarity/experience with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements.

* Experience with T32 Training Grants is desirable.

* Proficiency in Microsoft Office Suite.

* Excellent communication and problem solving skills.

* Excellent organizational and communication skills with a focus on customer service.

* Requires extensive knowledge of program administration guidelines of Federal and non-Federal funding agencies supporting research.

* Ability to manage high volume and complex transactions

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.