Grant Administrator II - Postaward

Beth Israel Lahey Health • Boston, MA

3d • $66,000 - $88,450

About The Position

Provides advanced post-award administration with greater independence than a Grant Administrator I - Post-Award. Supports daily post-award operations for assigned grant portfolios under supervision, ensuring accuracy in financial transactions and assisting Principal Investigators (PIs) in maintaining compliance with federal, state, sponsor, and institutional policies. The role manages financial administration, compliance, reporting, and communications for research portfolios, and serves as a resource to investigators and junior staff.

The Grant Administrator II works with internal systems, including Workday and grant management software, to monitor purchases, actual and encumbered expenses, and salary distributions. The position works with Financial Analysts and other colleagues to reconcile information and provide regular financial reports and projections to PIs, and escalates complex, sensitive, unusual, or high-risk matters to senior staff or a supervisor as appropriate.

The role works within a team structure under a Grant Manager/Grant Advisor Team Lead, participates in regular coordination meetings and continuous-improvement activities, supports colleagues during absences or high workloads, and provides informal mentoring to Grant Administrator I - Post Award staff. Cross-training in pre-award duties is required to support working knowledge of the full grant cycle.

Requirements

• 3–5 years of research administration experience required.
• Experience with computer systems, including web-based applications and some Microsoft Office applications, is required; applications may include Outlook, Word, Excel, PowerPoint, or Access.
• Ability to make decisions guided by general instructions and practices that require some interpretation, and to recommend solutions to problems of moderate complexity and importance.
• Ability to analyze or interpret varied problems using observation, knowledge, skills, and general precedents.
• Ability to follow procedures and precedents, prioritize and organize work within general guidelines, and seek assistance with difficult or unpredictable situations.
• Ability to communicate clearly and effectively in written English with internal and external customers.
• Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families, and external customers.
• Working knowledge of standard concepts, practices, procedures, and policies, with the ability to apply them in varied situations.
• Ability to collaborate in small teams, contribute ideas, identify issues, and respect team members.
• Ability to provide professional, respectful, service-oriented customer service using active listening and problem-solving skills, and remain calm in stressful situations.
• Ability to perform work requiring close attention and accuracy and use judgment to respond to unplanned events several times a week.
• Sedentary physical work, including constant keyboard use and frequent sitting; occasional carrying, lifting, pushing, or pulling of up to 10 pounds, walking, standing, and fine manipulation using both hands.
• Close work involving paperwork, visual examination, monitor use, and conversation.

Nice To Haves

• Bachelor's degree preferred.

Responsibilities

• Independently manage a portfolio of investigators and serve as their primary contact for financial projections, prior approval requests, award compliance, and post-award matters.
• Manage financial administration, compliance, and reporting for assigned research portfolios and serve as a primary resource for investigators and junior staff.
• Use Workday, grant management software, and other internal systems to monitor purchases, actual and encumbered expenses, and salary distributions.
• Collaborate with Financial Analysts and others to reconcile information and reports and provide PIs with regular financial status reports in user-friendly formats.
• Conduct regular meetings with PIs to review financial projections and help avoid deficit spending; work with PIs and Grants Management team leadership to manage deficits as necessary.
• Maintain regular communication with assigned PIs about financial reports and portfolio activities, escalating complex or sensitive issues to senior staff.
• Manage time and effort reporting for assigned areas; work with PIs to monitor information and make changes as appropriate, and report unusual or non-compliant information to the PI and Grants Management Team Leadership.
• Ensure compliance with institutional and sponsor requirements; route unusual, high-risk, or high-dollar items to a Supervisor or Manager for review and approval.
• Connect PIs and study teams with appropriate resources for onboarding, visa management, employee issues, facilities management, IT, and compliance.
• Participate in grants management meetings, seminars, and programs to stay current with best practices and regulations, and support special projects as needed.
• Prepare and route carryforward and no-cost extension requests for supervisor approval and submission.
• Work under a Grant Manager/Grant Advisor Team Lead and participate in daily or weekly stand-up meetings to coordinate assignments and progress.
• Update team trackers with reconciliations, cost transfers, effort reports, and financial closeout tasks.
• Escalate complex, unusual, or high-risk financial activity early to the Grant Advisor.
• Support team members during absences or periods of high workload.
• Participate in feedback loops and team debriefs after closeouts or reconciliations to support team-wide improvements.
• Provide informal mentoring to Grant Administrator I - Post Award staff on effort reporting, closeouts, and financial compliance.
• Participate in required cross-training on pre-award duties to develop working knowledge of the entire grant cycle.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level