Senior Grant Administrator, Infectious Disease

PRINCIPAL DUTIES AND RESPONSIBILITIES

Types of Awards:

• Portfolio includes but is not limited to: NIH/federally funded, foundation, industry, clinical trials, fellowships, subcontracts/sub-awards, billing agreements, sundry funds, T32 grants, institutional service agreements

Pre-Award:

• Coordinate grant proposal preparation; identify new opportunities for funding; is aware of and works with internal and external proposal submission deadlines for various funding opportunities
• Oversee all aspects of the grant application process, including development of study budgets for sponsored research and associated funds in accordance with sponsor fiscal policies and procedures
• Serve as primary contact for collaborating sites regarding development of budgets, addressing fiscal questions, and monitoring for compliance with MGB and sponsor policies
• Understand and conform with the administrative, budgetary, and financial compliance regulations of all sponsors as well as with MGB fiscal policy; stay current and up-to-date on all policy changes
• Assist Grant Administrators in establishing and disseminating policies and procedures. Evaluate, initiate, and implement various systems and procedures to maximize efficiency.

Post-award:

• Review outgoing subaward invoices and financial status reports
• Collaborate with PIs on annual NIH/foundation progress reports
• Provide timely closeout of all expired projects through the coordination of fiscal and administrative resources throughout the system
• Advise regarding the allowability of costs to be charged to a grant; work with Research Finance to resolve complex accounting issues
• Ensure appropriate approvals and agreements are in place for human subjects work and data transfers; monitor as appropriate through award life cycle
• Work with the Office of Research, Venture, and Licensing in the oversight of administrative policies regarding patents and material transfer agreements (MTA)
• Monitor project expenditures, including monthly assessments of fund activity; recommend action as necessary; prepare and maintain financial reports on an ongoing basis
• Identify and prevent project overruns
• Process outgoing subaward payments for approval and track them against budgets
• Review check requests and reimbursements for errors and missing documentation before seeking Senior Research Administrative Manager's authorization
• Provide PIs and subaward sites counsel regarding fiscal strategy; anticipate and proactively address problems
• At discretion of PIs, serve as liaison to HR on behalf of PIs' staff members; furnish PIs and their staff with hospital policies and procedures; review finances for proposed new hires
• Manage Workday transactions for select staff members
• Train and provide support for division's Grant Coordinator (GC) and Grant Administrators (GA); ensure appropriate resources are available to GC and GAs to successfully perform his/her job responsibilities
• Manage independent contractor setup and invoicing as needed

ID Division Responsibilities:

• Attend weekly Grants Administration team meetings
• Participate in MGB, DOM and ID Research Administrators Discussion Groups
• Manage bi-annual effort certification reports for select PIs; review reports to ensure accuracy and consistency
• Support standardization of pre-award and post-award activities to include standard templates, processes, and adherence to deadlines. Respond to audit questions and queries and maintain all records for potential audits.
• Assist Sr. Research Finance Manager implement an organizational structure for the division's Research Administration team
• Maintain a Workday sup org for employees funded by PI portfolios, manage costing allocations and HR policy compliance

QUALIFICATIONS:

• Bachelor's degree required. Master's degree in a related field preferred.
• 5 years of related experience, experience with NIH grants and/or clinical trials preferred
• Advanced Excel skills required; experience using other accounting or financial software, such as MicroStrategy, Insight, Oncore and Workday, helpful

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED

Planning and Workflow Management Skills:

• Ability to independently prioritize, multi-task, and meet deadlines
• Demonstrated ability to be organized and flexible in an environment that requires continuous monitoring of priorities
• Exceptional attention to detail and follow-through skills
• Robust problem-solving ability, including the ability to gather information, identify resources, and imagine alternatives

Communication Skills:

• Excellent written and verbal communication skills
• Cognizant and respectful of cultural differences in communication approach
• Skillful at negotiating and building persuasive arguments supported by policy
• Sense of humor is a must

Professionalism and Integrity:

• Exceptional judgment and an ability to maintain confidentiality
• Excellent interpersonal and management skills with facility to interact professionally at all levels
• Positive customer-service orientation
• Desire to promote change and initiate new ideas for constant improvement

WORKING CONDITIONS

Duties will be carried out in a typical office environment with remote working options available. Occasional hours outside the 8-5 workday may be required, particularly around grant submission deadlines.

SUPERVISORY RESPONSIBILITY

Responsible for management of personnel records in Workday

FISCAL RESPONSIBILITY

The candidate will be responsible for the oversight and management of $7 million of research related funding.

The above is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of personnel so classified.

Essential Functions

• Processes and prepares research grant proposals, awards and transactions, maintaining grant/contract record in compliance with institutional and research sponsors.
• Prepares budgets, justifications, and materials for financial reporting.
• Identifies and prevents projected overruns, identifies cost sharing opportunities, proposes and implements creative solutions to potential fiscal issues.
• Ensures proposal compliance with sponsor and organizational guidelines; verify all sponsor requirements are met and documented in appropriate system.
• Serves as department or team grant management expert.
• Train and orient new staff.
• Supports highest complexity work and may achieve institutional signing authority.

Education
Bachelor's Degree Related Field of Study required

Experience
research administration experience 3-5 years required

Knowledge, Skills and Abilities
- Proficient in spreadsheet, database, accounting and other computer applications.
- Excellent verbal and written communication, interpersonal and problem solving skills.
- Good organization and coordination skills.
- Ability to work with large financial data sets with accuracy.
- Good working knowledge of research agency, sponsor and organization funding guidelines and policies.
- Good negotiation skills.
- Ability to work independently.
- Ability to make good judgements and resolve problems.