Senior Grant Administrator

Wentworth-Douglass Hospital Somerville , MA 02143

Posted 6 months ago


As a not-for-profit organization, Partners HealthCare is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system. Founded by Brigham and Women's Hospital and Massachusetts General Hospital, Partners HealthCare supports a complete continuum of care including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care and other health-related entities. Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research.

We're focused on a people-first culture for our system's patients and our professional family. That's why we provide our employees with more ways to achieve their potential. Partners HealthCare is committed to aligning our employees' personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors. We support each member of our team to own their personal developmentand we recognize success at every step.

Our employees use the Partners HealthCare values to govern decisions, actions and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.


The Pre-Award Senior Grant Administrator (Senior GA) is an active member of the Partners' Central Research Management office, and is a primary point of contact for Principal Investigators(PIs) and Department Administrators(DAs) at Brigham and Women's Hospital, Massachusetts General Hospital, and other institutions within the Partners' HealthCare System. The Senior GA is committed to identifying and adhering to best practices in grants and contracts administration, while upholding the highest standards of integrity and fiduciary responsibility. The Senior GA will proactively address the demands of research grant administration by providing exceptional customer service to Partners' distinguished research community and collaborators in their pioneering efforts in science and medicine.

The Senior GA actively and independently manages the grant related activity of an assigned portfolio of research departments. As a primary contact for these departments, the Senior GA provides guidance, resolves issues, and helps navigate the research proposal submission and application process. Included in these responsibilities is budget development assistance, interpretation of sponsor requirements, as well as ensuring that proposals meet sponsor and institutional guidelines and regulations. The Senior GA will be expected to hold Institutional Signing Authority, will handle the more complex hospital departments, and will be expected to show a high level of professionalism and the ability to represent the office both internally and externally. The Senior GA will act both independently and as a member of a dynamic group to achieve the goals of the Pre-Award team and of Partners' Research Management overall. The volume and complexity of the work is commensurate with experience; and the opportunity exists to take on a greater and more in-depth workload with successful performance.


  • Take ownership of managing an assigned portfolio of research departments, and serve as the primary Pre-Award resource for DAs and PIs.

  • Review research proposals for compliance with sponsor and internal Partners' guidelines; provide comments and feedback to department. Review revised submission for accuracy; obtain/verify necessary compliance documents and approvals. Verify that all sponsor submission requirements have been met in advance of signatory approval.

  • Independently field inquiries from DAs and PIs, and communicates institutional policy, procedure and documentation requirements.

  • Retain extensive working knowledge of NIH Grant Policy Statement, standard federal grant regulations, as well as Partners policy and standard operating procedures.

  • Maintain Electronic Grants Management System records in compliance with institutional and sponsor policies for all proposals submitted.

  • Review, edit, update all Pre-Award data fields in Electronic Grants Management System and ensure that all proposal documentation is properly uploaded to the record; as well as updating the file's Activity Log to allow for easy tracking of progress and accuracy.

  • Review and approve Just in Time information requested by sponsor, including Other Support effort documentation, IRB and IACUC protocol approvals.

  • Work with Pre-Award Manager on complex transactions, including the review of federal contract solicitations and applications.

  • Use Financial Management System, PeopleSoft queries, and Microstrategy reports to measure and manage workflow effectively and efficiently.

  • Correspond directly with the sponsor's representative in order to resolve compliance and budgetary questions; ensuring that the resulting award is issued accurately.

  • Expected to obtain Institutional Signing Authority within six months of start date.

  • Assist Manager, as delegated, in the orientation, training and mentoring of GA I and GA II staff.

  • Assist Manager, as delegated, in the review of GA I and GA II work and the QC review of all data entered into Electronic Grants Management System.

  • Work with assigned Department Administrators and PIs, or as triaged by Manager, on the review and development of all new applications for funding including submissions in response to complex RFP's and BAAs. Proposal reviews are provided to department contacts in standard format with clear notation on required and suggested changes. As needed, contacts sponsor's grant's officer for clarification and guidance on sponsor's regulations and requirements.

  • When reviewing applications that contain subcontractors, verify subrecipeint eligibility for the subcontractor PIs and the entity as part of the review and submission process.

  • Identify departments that need additional support and training on the application process, procedures and policies to be adhered to throughout the process. Assist Manager and Director in the development and implementation of needed training modules.

  • Expected to handle special projects such as training new hospital administrators, giving presentations on proposal preparation to new investigators, giving presentations at NCURA and similar meetings, system improvements and specific compliance areas such as IRB or COIs.

  • Assume additional responsibilities as assigned.
    5 years of experience in research administration in an academic setting (hospital, non-profit organization or university) is required.

  • Bachelor's Degree preferred. Master's degree is a plus.


  • Must possess the ability to thrive in a busy, high-volume, and deadline driven team environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize tasks as needed.

  • Extensive knowledge of program administration guidelines for Federal and non-Federal funding agencies supporting biomedical research.

  • Extensive knowledge of federal regulations governing research in particular those pertaining to use of human and animal subjects, effort reporting, and financial conflicts of interest.

  • Experience with all types of award mechanisms including grants, contracts, subcontracts, and cooperative agreements.

  • Experience with, eRA Commons, Proposal Central, and sponsored programs grants management software.

  • Ability to manage high volume and complex transactions under tight deadlines. Ability to solve complex problems where there is no specific written policy or regulatory guidance.

  • Proficiency in Microsoft Office Suite.

  • Excellent problem solving skills.

  • Excellent verbal and written communication skills.

  • Requires strong organization and communication skills with a focus in customer service.

  • Must be attentive to detail and able to accurately prioritize and manage workflow.

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Senior Grant Administrator

Wentworth-Douglass Hospital