Grant Administrator

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POST DATE 10/18/2019
END DATE 12/6/2019

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



Receiving general direction from the Administrative Director of Finance and Business Operations, Sr. Grant Administrator and Department assigned PIs, the Grant Administrator is responsible for pre and post award research administration (NIH, other Federal, Industrial and Foundation Grants, Contracts and Service Agreements). The incumbent provides guidance and support to a wide variety of investigators regarding budget preparation and all aspects of pre-award policies and procedures for a high-volume research department. Requires a high degree of initiative, discretion, ability to prioritize multi-task, complete tasks with a high degree of accuracy and handle confidential information.

The incumbent is required to maintain a collaborative working relationship with fellow Rad Onc Grant Managers, Clinical Coordinators, Investigators, Research Fellows, the Cancer Center Protocol Office, and all other related research personnel within the group.



Working with Principal Investigators and their support staff to coordinate all aspects of grants submission, prepares budgets and budget justification, ensures proposal compliance with Hospital and grantor policies and procedures, as well as those of subcontracting institutions.

Assist investigators in identifying potential funding sources

Monitor grants and funds monthly, advise accounting and reporting issues as necessary, prepares budget-versus-actual status reports for use by Senior Grant Administrator & Principal Investigators and facilitates implementation of grant awards by obtaining fund numbers, activating salary assignments to grants, and other associated tasks.

Work with Principal Investigators to resolve issues, maintains ongoing forecast of funds available throughout grant period.

Ensure that grant submission, implementation, and reporting comply with all policies of the Hospital, granting institutions and subcontracting agencies, functions as resource person in clarification of policies, and works with Senior Grant Administrator & Principal Investigators to achieve compliance.

Identify and interpret cost-sharing issues and/or opportunities. Work with Senior Grant Administrator & Principal Investigators to proactively identify and avoid need for cost transfers, i.e., project cash flow for projects and rebudget as required.

Review appropriateness of transactions and budget reallocations against funding source guidelines. Work with Research Finance to resolve complex accounting issues.

Responsible for the identification and prevention of projected overruns and for the resolution of projects in deficit situation. Initiate mechanisms of budget control and assist in implementation on short and long-term basis.

Responsible for the timely closeout of all expired projects through the coordination of fiscal resources. In conjunction with Research Finance, conduct final desk audit for sponsor compliance upon project termination.

In coordination with Research Finance, oversee contract billing and receivables.

Responsible for the interpretation and articulation of institutional and sponsor policies and procedures to ensure compliance. Responsible for proactively keeping departments apprised of changes in policies and regulations of federal and non-federal grantor agency

Initiate and process reimbursements, purchase requisitions, and check requests for assigned grants/contracts. Coordinate with appropriate research staff on supplies spending for assigned grants/contracts.

Develop collaborative working relationships with ancillary services such as, Research Management, CTO, Innovations, Partners Human Research Committee, Accounts Payable, Purchasing, Human Resources, Partners International Office, etc.

Implement new technologies used to enhance efficiency and administrative workflow within the groups.

Attend monthly MGH RADG and Department of Neurology Research Administrator meetings to keep current with federal (NIH in particular), state and other sponsor requirements, timelines and policy issues.

Assist with special projects as needed by management

Serve as Kronos timekeeper for weekly research personnel



Demonstrated working knowledge of Excel, Word, PowerPoint and Outlook

Strong attention to detail

Strong analytical, computer and financial skills

Outstanding organizational skills

Flexibility to handle multiple tasks and deadline pressures

Excellent word processing/spreadsheet/database skills

Ability to work independently as well as part of a team

Willingness and ability to be resourceful

Good interpersonal and communication skills

Ability to handle sensitive/confidential information


* Bachelor's Degree required


* 1 3 Years Research Grants/account management required

* Demonstrated research administration experience with pre and post award emphasis.

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


Indirect oversight via PeopleSoft tree. No direct oversight required.


Responsible for developing grant application budgets ranging from $1,000 - $5,000,000. Responsible for the interpretation and articulation of institutional and sponsor policies and procedures to ensure compliance. Responsible for proactively keeping departments apprised of changes in policies and regulations of federal and non-federal grantor agencies.

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.