Grants Administrator, Dept. of Surgery HYBRID

The Grants Administrator will be responsible in the management of a portfolio of grants and contracts within a group of divisions and centers in the Department of Surgery. These groups shall include divisions assigned by the Administrative Director of Research. Primary responsibilities include working with Principal Investigators to develop and fully manage and coordinate the funding proposal preparation for new, continuing, and competing grant and contract applications; functioning as liaison to federal and non-federal grantor agencies and subcontracting institutions. Maintain timely coordination and communication with involved parties regarding grants management issues. Serve as liaison between internal and external groups to manage programs and funds. Serve as primary resource for Principal Investigators with respect to updates/changes in regulations and policies of grantor agencies.

The candidate will report directly to the Administrative Director of Research for the Department of Surgery and will work closely with the assigned physicians and their staff. The candidate is required to maintain a collaborative working relationship with the division chiefs, investigators, research fellows, research nurses and all other related research personnel within the group and to maintain a constant and open communication with the Administrative Director of Research.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

RESEARCH ADMINISTRATION - Engage as part of the research team in problem-solving, process analysis and pre- and post-award activities.

Pre-Award

• Works with Principal Investigators and their support staff to coordinate all aspects of grants submission, including but not limited to, preparing budgets and budget justifications; ensuring proposal compliance with Hospital and grantor policies and procedures, as well as those of subcontracting institutions.
• Apprises investigators of submission dates and any changes in the funding guidelines and submission process, both internal (BWH/MGB) and external (granting agencies and subcontracting institutions).
• Develops collaborative working relationships with ancillary services such as Research Management, Purchasing, etc.
• Creates an Insight record for all proposals and agreements.
• Collects and compiles all internal and external documents, including from institutions included as subcontracts on proposals.
• Reviews all proposal and agreement related documents for accuracy and completion before uploading in Insight and submitting to Research Management.
• Communicates any changes requested by Research Management and works with PIs and other research staff to ensure that changes are made in a timely and accurate manner.
• Sets up an online folder for all proposals and agreements and saves relevant documents.
• Compiles JIT documents, IRB, IACUC and other support pages.
• Other duties as assigned.

Post-Award

• Sets up online post-award folder and saves all relevant documents, including materials submitted during the proposal process.
• Tracks spending to ensure availability of funding and compliance with institutional, federal, and granting agency requirements.
• Provides consistent and accurate financial reports to investigators on a monthly, bi-monthly or quarterly basis to investigators regardless of funding level. Works with investigators to identify funding shortfalls in advance of project end date.
• Works with Department of Surgery Finance Office and Partners Research Finance on timely submissions of salary distribution changes, invoicing, journal entries, and other required transactions.
• Advise regarding the allowability of costs to be charged to a grant. Work with Research Finance to resolve complex accounting issues.
• Facilitates timely payment of subcontract and other invoices.
• Provides timely closeout of all expired projects through the coordination of fiscal and administrative resources throughout the system.
• Other duties as assigned.

QUALIFICATIONS:

• Bachelors degree in Business or equivalent.
• 2 yrs exp, demonstrated research administration experience with pre- and post- award emphasis.
• General knowledge of NIH and other federal, state and foundation regulations and requirements.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Strong analytical and organizational skills and the flexibility to handle multiple tasks and deadline pressures
• Interest and enthusiasm for change
• Ability to resource efficiently
• Strong interpersonal/communications skills
• Demonstrated proficiency in Microsoft Office, Word, Excel, and grant management applications
• Demonstrated ability to be organized and flexible in an environment, which requires continuous monitoring of priorities
• Highly goal oriented, self-motivated, and able to work independently as well as in coordination with various teams
• Willingness to take on new challenges and openness to change

FISCAL RESPONSIBILITY:

Responsible for a portfolio of research grants and sundry funds within the Department of Surgery