Senior Grant Administrator Hybrid

GENERAL SUMMARY:

As part of the Grants Management Team under the direction of the Sr. Admin Manager, the Grant Administrator will assist the departmental level grant and contract administration (Sponsors include (not limited to): DOD, NSF, NASA, NIH, of a midsize portfolio of foundation awards, contracts, and billing agreements). This is a Hybrid Position with onsite time expected between 4-8 days a month (generally 1 day a week) based on ongoing needs.

The administrator will work with multiple research and staff to assist with grant/fellowship full cycle management processes; and upkeep of databases while assisting with essential departmental responsibilities to ensure sound management of awards.

RESPONSBILITIES:

Financial

• Responsible for updating financial and management systems to monitor and oversee project spending.

• Monitor financial systems and investigate questionable charges on funds and work to ensure incorrect expenses are reallocated appropriately.

• Set up and assist in updating and running the lab budget meetings

Administrative

The Sr. Grants Administrator will:

• Monitor projects' spending and run reports for projection purposes working under the guidance of the senior financial staff in the department.

• Make recommendations and participate in the development and implementation of policies and procedures related to the fiscal aspects of research.

• Maintain and update departmental databases relating to the research efforts of the department.

• May represent the department as a grant management expert on committees and meetings both internal and external to the organization.

Grants Management

Pre-Award Grant Administration

• Work closely with Principal Investigators, coordinating all aspects of the grant submission process, including developing budgets, budget justifications and required administrative components of the proposal as well as setting up records in internal systems and sponsor platforms to ensure the PI focuses exclusively on the science sections.

• Liaise with administrative counterparts in other departments/institutions to ensure subcontract/billing agreement paperwork is completed accurately and in a timely manner where necessary.

• Review submission guidelines to ensure eligibility requirements are met.

• Submit progress reports and coordinates requests for JIT.

• Help with proposal development training for departmental research staff, if needed.

• Maintain current knowledge on all NIH grant submission deadlines for new awards, progress reports, competing renewals, & resubmissions.

Post-Award & Financial Grant Administration

• Work closely with principal investigators throughout the entire grant life cycle to maintain fiscal and administrative compliance with sponsor guidelines.

• Update and maintain the databases used for spending and forecasting purposes of funds to identify and prevent overruns and underspending.

• Manager and Monitor subcontracts and billing agreements by follow up of invoices and expenses will be his/her responsibility, ensuring conformance to requested or awarded budgets.

• Prepare financial reports and meet frequently with principal investigators to review grant portfolios to prevent unintended accelerated spending and cost overruns.

• Prepare and submit research related transactions in PeopleSoft, including travel reimbursements, employee earnings distributions, RPO's, and check requests and corporate card reconciliation approvals respectively.

• Collaboratively and proactively work with Partners Research Management to identify and resolve accelerated spending patterns, deficits, and underutilization of funds.

• Works with central teams to complete final reports, and closeout projects in a timely manager for all projects that have ended.

• Submits cost transfers where necessary if necessary.

Other Duties and Responsibilities

The Sr. Grants Administrator will participate in either a primary or support role in such other activities as:

• Coordination of receipt of Notices of Award and fund setups and close outs

• Proper filing of correspondence for future reference

• Gathering relevant data and creating invoices for shared services

• Coordination with the relevant parties of any Material Transfer Agreements, IRB and or IACUC and or PBIC protocol approvals/amendments as needed.

QUALIFICATIONS:

• Bachelor's degree Required

• 3-5 years of Research Administration experience is required. Preferably, in both pre and post award grant management.

• Working knowledge of current NIH and other federal, state and foundation regulations and requirements

SKILLS:

Candidate must be detail oriented, analytical and a self-starter. Must be able to work independently as well in a team set up, be flexible, responsible and possess the ability to manage multiple tasks and prioritize work. This position requires the ability to follow through on a variety of items and details to ensure timely completion of tasks. Must have good interpersonal skills and ability to work effectively with scientists and administrators.

Must be proficient with MS Excel and Word, Adobe Professional. The ability to learn new software programs and techniques quickly is essential.

Must have accounting knowledge and ability to work with budgets.

Advanced knowledge and ability in full cycle grants management (pre/post-award) and skilled in administering various types of grants

Well versed in federal, sponsor, hospital, and other grants regulations

Exceptional organizational skills and ability to organize time and priorities. Flexibility to handle multiple tasks and deadline pressures.

FISCAL SCOPE:

The Department of Molecular Biology currently has about 130 active research (external) and sundry fund (internal) accounts. This position helps manage a portion of the sponsored projects portfolio (between 7-10 million annually over approximately 40 funds at any given time which could include diverse portfolios and include subcontracts and/or billing agreements).

SUPERVISORY:

No direct reports: but indirectly mentors and guides grant coordinators, staff assistants, lab managers, PIs, and other staff involved in the project management process within labs.

ENVIROMENT:

About Massachusetts General Hospital - Department of Molecular Biology

The Department of Molecular Biology (MOLBIO) at Massachusetts General Hospital is a part of both the research community of the hospital and the Division of Medical Sciences of the Harvard Medical School (HMS). Members of the Department are appointed within the Medical School Quad departments and carry out genetic and molecular biological research on a variety of topics at the cutting edge of the discipline. At present, approximately 350 people, including 18 Labs, over 85 postdoctoral fellows, roughly 30 senior research staff members, about 27 PHD graduate students, comprise the Department of Molecular Biology. Several labs additionally provide mentorship opportunities for students at the levels of High School, undergraduate and graduate levels to come for learning experiences each summer, with a concentered effort in supporting learning opportunities for all interested research as we strongly believe in extending the scientific opportunities and culture we have been afforded to others.

Diversity, Equity, & Inclusion

MOLBIO strongly believes that actively addressing issues related to institutional racism and other forms of oppression such as sexism will improve our community, address our past complacency, and increase scientific creativity. MOLBIO has established an active Diversity, Equity, and Inclusion (DEI) Committee that works with a full-time departmental manager who was hired to facilitate DEI efforts. We seek new department members in all capacities who have the interest and drive to continuously enhance our workplace culture. We believe that the most impactful science will be done by creating an environment where people of diverse socio-economic origins, nationalities, immigration statuses, races, colors, religions, genders, gender identities or expressions, sexual orientations, genetics, disabilities, ages, or veteran statuses feel a sense of belonging.