Grant Coordinator

Under the general direction of the Senior Grant Administrators, Senior Financial Analyst, and Senior Administrative Manager of the MGH/CBRC, the Grant Coordinator is responsible for post-award and funds administration for the MGH Dermatology Clinics, CURTIS (Clinical Unit for Research Trials & Outcomes in Skin), and clinical faculty at the MGH Department of Dermatology with research funding. The Grant Coordinator will provide guidance and support to various clinical investigators in managing their funds' portfolio in compliance with sponsor guidelines and Institute standards for excellence. The role involves overseeing all phases of day-to-day grant and research fund management at the MGH Department of Dermatology, MGH Derm Clinic, and Curtis. This includes working with 17 clinicians, 2 postdoctoral fellows, technicians, medical students, and support staff. Additionally, the Grant Coordinator ensures compliance with MGH/MGB research, as well as administrative, fiscal, and personnel policies and procedures.

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.

• Work with faculty and fellows in the management of post award portfolio, in compliance with sponsor guidelines and Institute standards for excellence.
• Prepares progress reports and FSRs; ensures proposal compliance with Hospital and grantor policies and procedures, as well as those of subcontracting institutions.
• Serve as liaison to subcontracting institutions.
• Monitor proposal compliance issues by working closely with MGB Research Management, Principal Investigators and Departmental Management.
• Create Insight records for industry-sponsored studies, MTAs, CDA's etc.

Act as liaison with MGB Innovations, Clinical Trials Office (CTO), and IRB Office.

• Maintain current working knowledge of federal and private sponsor regulations.
• Reviews in accordance with MGB Research Management the terms and conditions of contracts, subcontracts, and purchased service agreements with federal and state agencies, foundations, industry, and not-for-profit entities.
• Interpret and explain terms and conditions to internal staff and sponsor representatives.
• Ensure that progress reports and FSRs comply with all policies of the Hospital, granting institutions, and subcontracting agencies.
• Effectively work with Management and Principal Investigators and be able to identify potential risks to the institution and escalate issues appropriately in a timely manner
• Attend monthly Research Administration Discussion Group (RADG) meetings and periodic training sessions to remain current with federal, state, and other sponsor requirements and policy issues.
• Report generation and special projects as needed by management.
• Prepares annual research budget for the Department of Dermatology/Dermatology Clinics/Curtis

administration and individual principal investigators using Insight and/or Microstrategy.

• Reviews and monitors monthly expense report statements and prepares monthly financial status reports for

each fund, meeting with faculty on a month-to-month basis, or as needed, to review their individual financial

progress.

• Prepares financial status reports and progress reports. Acts as a Liaison to MGB Research Finance and

Accounts Payable.

• Responsible for maintaining all financial data related to multiple lab funds. Analyzes monthly financials of

all funds to review revenue and expenses, while monitoring variance and trends, including current and future

royalty funds streams, and interface with industry funds. Resolves all problems/inquiries from MGB

Research Finance.

• Provides advice and guidance in the areas of financial strategy and strategic planning, provides analysis and

organization around current funds and expenses to ensure the health of all research activities.

• Monitors variance and trends. Identifies errors or areas of concern, reports to Sr. Management, and

works with relevant parties to resolve issues, or give recommendations based on analysis.

• Performs ad-hoc analysis and projections in response to inquiries from Senior Management and

PIs.

• Prepares new fund activation requests, monitors fund balances and close out of expired funds promptly.
• Reviews and approves FSR and final invoices, works with PIs, Administrative Manager and Research

Management on closeouts.

• Monitor award/agreement milestones, payment schedules and payments, reaching out to sponsors if needed.
• Review all funding agreements with emphasis on sponsor special terms and conditions to communicate

these to the PI.

• Oversees subcontracts both within the dept and subcontracts out to sponsors to ensure invoicing is processed

timely, contacting the sponsor of funds available, reviewing expenses confirming they are appropriate to bill and

approving outgoing invoices to sponsors.

• Monitors PI efforts across all grants, ensuring efforts are in the appropriate range of NIH funding, notifying

PIs is NIH approval is needed. Assisting with reporting efforts for personnel on all progress reports.

• Maintains all department cores including annual core budget analysis, processing monthly charges through

cost transfers and journal submissions, and tracking revenue in profit/loss analysis.

• Develops and maintains department spreadsheets including subcontracts, and efforts, to more efficiently manage

funds, and track and monitor expenses and revenue.

• Assists with the identification and prevention of projected overruns and for the resolution of projects in deficit

situations. Advises regarding the allowability of costs to be charged to programs.

• Review the appropriateness of transactions and budget reallocations against funding source guidelines.
• Responsible for the interpretation and articulation of institutional and sponsor policies and procedures to

ensure compliance. Effectively interacts with all levels of management and handles confidential institutional

information. Performs/coordinates/supports special projects for Sr Administrative Manager and/or

Department as assigned.

SKILLS/ABILITIES/COMPETENCIES REQUIRED: Must be realistic, objective, measurable and related to essential functions of this job.

• Must possess the ability to thrive in a busy, high-volume, and deadline-driven work team environment that

requires coordination of multiple activities and the judgment and flexibility to reprioritize tasks as needed.

• Ability to work well under the pressure of deadlines
• Ability to handle confidential and sensitive information.
• Ability to identify problems and develop solutions
• Strong attention to detail.
• Strong analytical, computer, and financial skills.
• Outstanding organizational skills.
• Excellent word processing/spreadsheet/database skills.
• Willingness and ability to be resourceful and accountable.
• Good interpersonal and communication skills.
• Strong understanding of institutional and sponsor policies related to federal collaborations and research

agreements, including multi-party agreements.

• Strong working knowledge in sponsored project financial management, human- and animal-subject

compliance, and conflict of interest.

• Proficiency in financial analysis and keen attention to detail.
• Ability to work very independently and within a team environment with all levels of staff
• Possess excellent analytical skills
• Ability to articulate policies and requirements to senior management, faculty, staff, and sponsoring

agencies.

• Excellent oral and written communication skills.
• Proficiency in Microsoft Office Suite.
• Excellent problem-solving skills.

LICENSES, CERTIFICATIONS, and/or REGISTRATIONS (if applicable): Specify minimum credentials and clearly indicate if preferred or required

None

EDUCATION: Specify minimum education and clearly indicate if preferred or required

Bachelor's Degree required and a minimum of one year of healthcare field-related experience.

EXPERIENCE: Specify minimum creditable years of experience and clearly indicate if preferred or required

• Required: 1-3 years of related experience with research funds.
• Demonstrated research administration experience with post-award emphasis.
• Working Knowledge of NIH and other federal, state, and foundation regulations and requirements (helpful).

SUPERVISORY RESPONSIBILITY (if applicable): List the number of FTEs supervised.

None

FISCAL RESPONSIBILITY (if applicable): Indicate financial "scope" information, i.e.: size of budget, volume, revenue, etc.; Indicate total physician/non-physician FTE scope

WORKING CONDITIONS: Describe the conditions in which the work is performed.

Work performed in an office setting within a large research center. Limited exposure to the lab settings. Hybrid setting