Grant Administrator II - Postaward

Beth Israel Lahey Health • Boston, MA

1d

About The Position

The Grant Administrator II - Postaward provides advanced post-award administration with greater independence than a Grant Administrator I - Post-Award. Under supervision, the role supports daily post-award operations for assigned grant portfolios, ensures accurate financial transactions, and helps Principal Investigators maintain compliance with federal, state, sponsor, and institutional policies. The administrator independently manages a portfolio of investigators and serves as their primary contact for financial projections, prior approval requests, award compliance, and other post-award matters.

The role manages financial activity, compliance, and reporting for assigned research portfolios; reconciles information and reports with Financial Analysts and others; and provides PIs with regular financial status reports and projections. It monitors purchases, actual and encumbered expenses, salary distributions, and time-and-effort reporting, and escalates complex, sensitive, unusual, high-risk, or high-dollar matters as appropriate. The administrator also prepares and routes carryforward and no-cost extension requests for supervisor approval and submission.

Working within a team structure under a Grant Manager/Grant Advisor Team Lead, the administrator coordinates assignments, maintains team trackers, supports colleagues during absences or heavy workloads, contributes to continuous-improvement discussions, and informally mentors Grant Administrator I - Post Award staff. The role also participates in cross-training on pre-award duties to build working knowledge of the full grant cycle.

Requirements

• 3–5 years of research administration experience.
• Experience with computer systems, including web-based applications and some Microsoft Office applications such as Outlook, Word, Excel, PowerPoint, or Access.
• Aptitude for numbers, including budget management.
• Familiarity with research federal policies.
• 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, and ability to apply them in varied situations.
• Ability to work collaboratively 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 make decisions guided by general instructions and practices, use judgment to address moderately complex problems, follow precedents and procedures, organize work within general guidelines, and seek assistance in difficult or unpredictable situations.
• Ability to maintain close attention to detail and respond using judgment to potential unplanned events.

Nice To Haves

• Bachelor’s degree preferred.

Responsibilities

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

Benefits

• Influenza vaccination is required as a condition of employment.

What This Job Offers

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