GENERAL SUMMARY/ OVERVIEW STATEMENT:
The Wellman Center for Photomedicine http://www.massgeneral.org/wellman is the world's largest academic research facility dedicated to investigating the effects of light on human biology and to the development of light-mediated, minimally invasive diagnostic and therapeutic technologies. A pioneer in light-based biomedical research, the Center has a proven track record of translation of applications to clinical use. The Center operates on a current research budget of $39 million and employs over 170 research staff in 13 laboratories.
The Sr. Grant Administrator will be responsible for all pre and post award management of a portfolio of grants and contracts at Wellman Center. Primary duties include compliance, budget development, oversight and maintenance, subcontract management, reports to sponsors and Center leadership, and daily administrative and operational requirements for a financial portfolio for several principal investigators.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
The Sr. Grant Administrator will work directly with several research laboratories within the Center. Fiscal responsibility includes providing pre- & post-award support for the fiscal management of the research grant portfolio. Responsible for: monitoring spending on research grants to ensure compliance with sponsor regulations; preparing monthly financial reports to inform the finance/administrative director & principal investigators of spending activity; maintaining a database of all active and pending grants; performing complete funding analysis on each grant and assisting Research Management with the timely closeout of all expired projects.
Assist with the preparation of research proposals, awards and transactions related to grant/ contract management.
Prepare budgets and budget justification; ensure proposal compliance with Hospital and grantor policies and procedures, as well as those of subcontracting institutions.
Serve as liaison to subcontracting institutions.
Maintain grant, contract and sponsored research agreements in WCP shared electronic files in compliance with institutional and research sponsor policies.
Facilitate implementation of grant awards by obtaining fund numbers, activating salary assignments to grants, and other associated tasks.
Maintain updated other support pages in shared electronic files for proposal and JIT requests.
Maintain timely coordination and communication with involved parties regarding grants management issues. Serve as liaison between WCP, PIs and internal and external groups to manage programs and funds.
Prepare new fund activation requests, monitor fund balances and close out expired funds in a timely fashion.
Work with Partners Innovations Office on administrative set up and monitoring of industry sponsored research agreements and MTAs.
Prepare budget forecasting; conduct ongoing monitoring of fund statements; resolve accounting problems and errors including personnel and non-personnel expenses.
Advise researchers regarding the allowability of costs to be charged to sponsored programs. Review appropriateness of transactions and budget reallocations against funding source guidelines. Work with Research Finance to resolve complex accounting issues.
Ensure financial integrity of the lab(s) with accurate and timely accounts reconciliation and approve travel vouchers, invoices, procurements, reimbursements to employees, credit card activities with proper justification.
Meet regularly with Principal Investigators to review funding portfolio.
Responsible for identification and prevention of projected overruns and for the resolution of projects in deficit situation. Initiate mechanisms of budget control and assist in implementation on short and long-term basis. Identify, propose and implement creative solutions to potential fiscal issues.
Monitor award/ agreement milestones, payment schedules and payments. In coordination with Research Finance, oversee contract billing, receivables and receipt of funds.
Prepare cost transfers, changes in salary allocations, No Cost Extension requests, Residual Balance Transfers and rebudgeting according to institutional and sponsor policies.
Prepare progress reports, just in time requests, continuation for future award years and maintain electronic file of updated biosketches, other support pages for proposal submission.
Responsible for the timely closeout of all expired projects through the coordination of fiscal resources. In conjunction with Research Finance, conduct final desk audit for sponsor compliance upon project termination.
Verify Financial Status Reports and subcontract invoices for accuracy.
Coordinate regularly scheduled "Time and Effort" reports for all sponsored activities in order to ensure compliance with government guidelines.
Maintain current working knowledge of Federal and Private sponsor regulations as well as institutional guidelines pertaining to research management.
Assist in education and training of staff and researchers regarding sponsored research applications and financial management of grants.
Assume additional responsibilities as assigned supporting the lifecycle of awards, contracts and unrestricted sources.
Use Partners research applications as needed for daily workflow (e.g. PeopleSoft, Insight).
Participate in Research Administrators Discussion Group and its task forces and committees.
Represents the department as "grant management expert" on Hospital committees or at external meetings/symposiums.
SUPERVISORY RESPONSIBILITY (if applicable):
May assist in supervising support staff if assigned
FISCAL RESPONSIBILITY (if applicable):
The Sr. Grant Administrator will be responsible for several laboratories with pre and post award financial oversight for portfolios of approximately $10 million in research funds.
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 of Federal and non-Federal funding agencies supporting biomedical research.
Familiarity/experience with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements, including complex multi-project awards.
Proficiency in Microsoft Office Suite.
Excellent problem-solving skills.
Excellent organizational and communication skills with a focus on customer service.
Ability to manage high volume and complex transactions
Office setting within Wellman Center
LICENSES, CERTIFICATIONS, and/or REGISTRATIONS (if applicable):
Bachelors degree required. Masters degree in a related field preferred
3-5 years of professional grant administration experience required
Massachusetts General Hospital