Grants Administrator

amfAR, The Foundation for AIDS Research, is seeking a dynamic and strategic Grants Administrator.

amfAR, The Foundation for AIDS Research, is one of the world’s leading nonprofit organizations dedicated to the support of AIDS research, HIV prevention, treatment education, and advocacy. Since 1985, amfAR has invested close to $635 million in its programs and has awarded grants to more than 3,800 research teams worldwide.

PRIMARY FUNCTIONS:

Implements and maintains procedures in keeping with amfAR policy and funder requirements for the efficient administration of research grant and award programs, from pre-award activities through final grant payment and close-out. Works closely with research program staff and officers to ensure that the administration of grant and award programs is consistent with amfAR’s mission and supports program objectives. Works with amfAR’s Accounting Department to insure accuracy and consistency of grant and award funding information. Maintains records for all solicited proposals and applications, review processes and results, and funded grants and awards, and provides information and analysis as required. Provides project coordination and operational support to the VP and Director, Research. Takes a lead role in ensuring effective internal and external operation of the foundation’s grants management database and CRM.

DUTIES AND RESPONSIBILITIES:

• Participates in and provides administrative support for the planning and implementation of research division grant and award funding cycles.
• Prepares requests for proposals (RFPs) and funding opportunity announcements and/or other grant and award program information, and coordinates timely dissemination.
• Responds to inquiries from involved parties about amfAR’s grants and awards programs and maintains records of all requests.
• Ensures that accurate and complete database records are maintained for solicited proposals and applications, grants and awards, advisory committee members, and ad-hoc reviewers.
• Creates and maintains complete and accurate grant, reviewer, and advisory committee files.
• Serves as a system administrator for the grants management system and related databases.
• Prepares and maintains the online grant application and review portal.
• Provides help support to applicants using the portal.
• Develops and maintains instructions and guidance for use of the grants system application portal
• Receives, acknowledges, processes, and tracks applicant submissions and conducts initial administrative reviews.
• Provides administrative support for application review process.
• Coordinates review meetings, including arrangements for related functions (e.g., reviewer dinners), and reviewer travel and lodging; provides administrative support at review meetings. Assists with arrangements for other program-related meetings as required.
• Prepares research funding recommendation materials for staff and board review.
• Prepares and disseminates notices of award and agreements; prepares and disseminates declination notices.
• Verifies and tracks status and completes initial review of grantee receivables, routes for review, and tracks approvals.
• Prepares payment authorization/requests and financial closeout summaries, routes for approval and submits to accounting; tracks and maintains records of payments issued to grant and award recipients; provides summary reports to accounting as requested; provides explanation and/or resolves noted variance between accounting and grants administration records and reports.
• Receives and acknowledges administrative requests (e.g., extension requests) from grant and award recipients; routes for review and tracks required approvals; provides timely notice of decisions to grant and award recipients.
• Develops and implements procedures to maintain accurate, consistent grants data in all program areas.
• Prepares accurate information regarding current and historic grants and awards in response to staff requests and external inquiries.
• Coordinates meeting and travel logistics for the VP and Director, Research.
• Serves as liaison to the Scientific Advisory Committee and other committees specific to programs of the research division.
• Provides scientific/programmatic guidance related to research grant administration (e.g., assigning reviewers).
• Serves as liaison with fundraising team to report grantee progress and other updates.
• Conducts research (e.g., web-based) relevant to the goals of the research program.
• Provides administrative support for awards and grants in other program areas as required.

QUALIFICATIONS:

BA/BS and 1 year experience in grants management or a related field. Knowledge of: HIV/AIDS and/or biomedical research concepts and terminology helpful. Familiar with cloud-based, constituent relationship management (CRM) systems and databases, (Salesforce experience preferred), proficiency using business applications such as MS Excel, Word and Outlook. Excellent written and verbal communications skills, experience with detail-oriented, deadline-driven projects, managing multiple demands, prioritizing tasks and working independently; discretion and tact in handling sensitive or confidential information; ability and willingness to undertake self-directed learning about the science relevant to the foundation’s biomedical research priorities; flexibility to work some extended hours and weekends, and to travel occasionally. Ability to lift and manage record files weighing up to 20 pounds.

Outstanding benefits package that encompasses: medical, dental, life, STD, LTD, vision coverage, commuter, dependent care and medical FSA savings, 403B with a very generous employer match. Time off includes: vacation, personal, sick days, and Summer Fridays.

We are currently on a temporary hybrid work schedule. Prior COVID vaccination plus one booster is required to work at amfAR.

Salary range: $60,000 - $65,000

Interested applicants should forward their resume, cover letter and salary requirements to: jobsvs@amfar.org

We are an Equal Opportunity Employer.

No agencies please.