Sr. Grant Administrator 12/5/2019

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



Receiving general direction from the Sr. Admin. Manager and the J. Philip Kistler (JPK) Stroke Research group, the Sr. Grant Administrator is responsible for the pre and post award management of research activities in a fast paced, complex, compliance driven atmosphere. Drawing on a broad understanding of Hospital, department and research management policies and procedures, and displaying a high degree of initiative and independent judgment, the incumbent will collaborate with departmental leadership to continually assess and direct a wide range of activities, including grant submission development, budget forecasting, fiscal and human resource management, contract development and management and research management. Complex project management includes a collaborative multicomponent award (U19), MGH Cores, , budgeting and contracting and other aspects of financial management to support JPK infrastructure as requested. The Sr. Grant Administrator will serve as a primary resource for the JPK group with respect to the implementation of policies and procedures related to Research Management and Research Finance as well as updates/changes in regulations and policies of grantor agencies. This position requires discretion and judgment to organize priorities, complete tasks and handle confidential information.


Research Administration

- Manages all phases of research grant and contract administration (for NIH U19, industrial, foundation grants, sundry funds, clinical trials, etc.). Responsible for the timely closeout of all expired projects in conjunction with Research Finance.

- Proactively interprets and articulates institutional and sponsor research regulations including numerous, detailed Federal regulations to ensure compliance.

- Advises regarding the allowability of costs to be charged to fund to avoid future cost disallowances. Review appropriateness of transactions and budget reallocations against funding source guidelines. Work with Research Finance to resolve complex accounting issues.

- Functions as the resource person in clarification of policies, In collaboration with the Principal Investigator ensures compliance with Hospital and grantor policies and procedures, as well as those of sub-contracting institutions.

- Responsible for the oversight of all research and sundry funds within the Department

- Maintains ongoing forecast of funds available throughout grant period, optimizes budgeting for Principal Investigators laboratories by coordinating funding available from all grant sources.

- Identifies, proposes and implements creative solutions to potential fiscal issues.

- Manages grant submissions and approvals. Prepares grant budgets, reconciles monthly fund statements, coordinates with Research Finance, Payroll, and other departments as needed for resolution of errors or identification of charges,

- Provides Principal Investigators with monthly status reports of research funds, approves all PI reimbursements to research funds, assigns expenditures to funds as necessary, ensures appropriate reporting to funding agencies, organizations, donors, etc.

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

- Prepares 'Time and Effort' reports for all sponsored activities to ensure accuracy and consistency in order to comply with governmental and sponsor guidelines.

- Maintains current working knowledge of federal and private sponsor regulations as well as Institutional guidelines pertaining to research management. Keeps PI and other applicable staff informed of changes.

- Negotiates subcontracts and assists with industry-contract negotiations.

- Assists Investigators in identifying funding sources and obtaining applications.

- Apprises Investigators regarding submission dates and changes in the application, submission, and funding guidelines of the institution and of various funding agencies.

- Participates in department, hospital or system-wide groups and task forces as requested and appropriate

- Attends MGH, regional, and local research management meetings such as the monthly Research Administrators Discussion Group (RADG)

- Maintains effective collaborative working relationships with ancillary services such as, Research Management/Finance, Corporate Sponsored Research and Licensing, Accounts Payable, Purchasing, Human Resources, Partners International Office, etc.

Human Resource Management

- Coordinates with Human Resources and senior Principal Investigators with respect to the recruitment, hiring, training and corrective action of lab and grant personnel

- Reviews and helps to problem solve salary and wage issues. Ensures that performance evaluations are completed in a timely manner and in compliance with Hospital and Departmental policy.

Other Responsibilities

- Performs/coordinates special projects for Principal Investigators as may arise from time-to-time.


Ability to independently research and interpret complex federal, private and industrial sponsor regulations

Ability to work well under the pressure of deadlines

Strong computer skills in MS Office Word and Excel, with a high degree of computer literacy

Ability to handle confidential and sensitive information.

Proficiency in rigorous financial analysis and keen attention to detail.

Skilled in negotiation and diplomacy with diverse constituencies of organization.

Strong verbal and written communication skills.

Ability to identify problems and develop solutions

Ability to work independently as collaboratively as a member of a team

Ability to manage high volume and complex transactions

Possess excellent analytical skills


Bachelors degree required.


Three to five years grants management experience.


Manage financial and administrative aspects of $13M research portfolio.

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.