Senior Grant Administrator

1 month ago

Boston, Massachusetts, United States Massachusetts General Hospital Full time
Excellent opportunity for an administrative professional to join the growing Emergency Medicine research program at MGH. The MGH Department of Emergency Medicine is the largest emergency medicine research program in the country and is experiencing continued growth. The department is involved in multiple research studies and other sponsored projects requiring attention to detail, thinking outside the box while maintaining compliance, and coordination. These include but are not limited to clinical trials, NIH and DoD projects, geriatrics, emergency preparedness, healthcare access and equity, global health, human trafficking intervention, and other diverse initiatives with about 100 active project funds and 25 physician principal investigators. The department is seeking motivated candidates who wish to leverage and expand their knowledge of research administration, and who take pride in the quality as well as the quantity of their work product.

General summary/ overview statement:

Under the supervision of the Senior Administrative Manager for Research and Finance, the Senior Grant Administrator (Sr. GA) provides day-to-day administrative support for multiple studies and projects in the Department of Emergency Medicine research portfolio. The Sr. GA works with PIs to develop and prepare grant applications and submissions, establish new research funds, provide monthly monitoring of research funds, tracking of budgetary performance, and submission of required reports for designated grants and contracts. Also provides additional specific support for networked projects including industry and NIH sponsored clinical trials. The position works closely with the department Grant Coordinator

Works with Mass General Brigham (MGB) Research Management as well as Emergency Medicine physicians and other department staff to ensure a quality-based, customer focused work environment.

Please see below for full list of responsibilities and requirements.

Principal duties and responsibilities:

  1. Grant Applications: Coordinates and prepares grant application submissions including budgets and other sponsor-required proposal documents, internal forms, and systems requirements.
  2. Award Management: Manages all phases of research grant and contract administration. Prepares grant progress reports, carry-forward requests, and other required research-related grant reporting. In cooperation with the Grant Coordinator, adapts and maintains internal monitoring and reporting systems for clinical trial portfolio. Meets regularly with PI's to review portfolio costs and planning.
  3. Revenue: In cooperation with the Grant Coordinator, responsibilities include overseeing clinical trial and licensing invoicing, monitoring contract billing and receivables, tracking payment deposits and electronic transfers, and troubleshooting outstanding receivables.
  4. Expenses: In cooperation with the Grant Coordinator, monitors expenses including tracking, reconciliation and compliance with sponsor guidelines, and cost transfers to/from funds.
Performs other projects and duties as assigned.

Sample of activities:
  • Prepare and submit grant application documents under tight deadlines. Includes budget assistance and review of administrative documents.
  • Initiate clinical trials in cooperation with the Sr. Clinical Research Program Manager and the MGB Clinical Trials Office (CTO).
  • Manage all phases of research grant and contract administration (for NIH, industrial, foundation grants, sundry funds, clinical trials, etc.).
  • Lead all aspects of creation, sending, and tracking of invoices for department NIH and industry sponsored clinical research studies. Troubleshoot outstanding receivables.
  • Advise regarding the allowability of costs to be charged to fund to avoid future cost disallowances. Review appropriateness of transactions and budget reallocations against funding source guidelines.
  • Reconcile monthly fund statements; coordinate with Research Finance, Payroll, and other departments as needed for resolution of errors or identification of charges; provide Principal Investigators with regular status reports of research funds; approve all PI reimbursements to research funds; assign expenditures to funds as necessary; ensure appropriate reporting to funding agencies, organizations, donors, etc.
  • Review grants and funds regularly with Principal Investigators; resolve accounting and reporting issues as necessary; prepare budget-versus-actual status reports for use by Principal Investigators and functional directors, and facilitate implementation of grant awards by obtaining fund numbers, activating salary assignments to grants, and other associated tasks.
  • Maintain current working knowledge of federal and private sponsor regulations as well as Institutional guidelines pertaining to research management.
  • Review, authorize, and track invoicing done by MGB Research Finance office.
  • Review all incoming subcontract invoices for approval.
  • Review and understand grant and contract documentation, terms, and conditions, and monitor funds for compliance.
  • Submit and reconcile cost and revenue transfers.
Skills & competencies required:

Good working knowledge of Microsoft Excel, Word, Outlook, and internet search functions.

Meticulous attention to detail.

Strong analytical abilities.

Excellent written and oral communication skills.

Flexibility to learn new tasks on a regular basis.

Ability to work independently and as a member of a team.

Outstanding organizational skills and ability to balance multiple tasks and deadline pressures.

Ability to prioritize tasks effectively.

Education

Bachelor's degree required; Master's degree preferred

Experience

5 years of relevant grant management experience, preferably in an academic medical center department handling many diverse grants, including clinical trials

Knowledge of NIH grant systems

Fiscal Responsibility

Varies depending on sponsored program grant portfolio, but average annual budget is approximately $10 million.

Working Conditions

Work is fully remote (computer and peripherals provided by department). If hybrid is preferred, touch-down office is available.

The information contained in this document is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of individuals so classified.

Massachusetts General Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

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