Grant Administrator II 11/8/2019

McLean Hospital(MCL) Belmont, MA

Belmont, MA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 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 II directly reports to Research Administration and indirectly reports to the Principal Investigator(s). The Grant Administrator II 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 multiple sponsored and non-sponsored funds with relative high dollar volume and/or complexity for several investigators requiring prior experience with grant administration and specific knowledge of a variety of funding source 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 II will have the following responsibilities:
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.
Assists with preparation of progress reports, just in time requests, continuation for future award years and reviews 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
Supports follow up of McL RA and Research Management 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 Research Management.
Coordinates receipt of updated information requested by sponsor representatives before issue of awards and sign-off by Research Management.

Maintains 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. No signature authority.
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
Maintain current working knowledge of Federal and Private sponsor regulations as well as Institutional guidelines pertaining to research management.
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, Insight, eExpenses, eCheck)
Work with other Grants Administrators in the Division as a team and provide pre and post award coverage for each other when needed including PeopleSoft and other transactions.
Fields telephone, fax and e-mail inquiries and communicates institutional policy,
procedures and documentation requirements.
Directs customers to funding source materials and search tools within the office
and on the internet.
May sign "acting for" as delegated by PI or GA III
May work with GA III and Division Chief on special projects.
Other tasks as assigned

Bachelor's degree in business or related field, OR equivalent experience

2 - 5 years of professional grant administration experience.

Requires familiarity with research administration guidelines of Federal and non-Federal sponsors supporting research.

Ability to manage significant volume of transactions.

Requires independent judgment and strong organization and communication skills and customer service focus.

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 identity or expression, pregnancy or a condition related to pregnancy including, but not limited to, lactation or the need to express breast milk for a nursing child, or any other basis that would be in violation of any applicable law or regulation.