Grant Administrator (per diem) – System Grant Administration - MaineHealth Institute for Research

MaineHealth•Scarborough, ME

About The Position

The per diem System Grant Administrator provides resource support to the current team and handles defined pre-application and intake tasks. The role monitors the team inbox, reconciles emailed requests with existing tickets, creates or updates intake records, saves supporting correspondence, requests missing information, and routes requests to the assigned Grants Administrator for prioritization. For upcoming applications, the position builds requirement and attachment checklists using sponsor instructions and prior submissions; flags unusual requirements for Administrator review; collects attestations and ancillary documents; locates and maintains reusable application materials; enters application data; schedules planning meetings; and follows up with document owners and authorized signers. The employee assembles application packages and tracks outstanding items against internal deadlines. Current Grants Administrators retain responsibility for substantive review and application readiness. The role also maintains reporting calendars and award trackers, prepares weekly notices of upcoming deadlines, and coordinates updates for expanded AORs as responsibilities and workflows develop. The position may be filled at the Grants Administrator or Senior Grants Administrator level depending on qualifications and experience. Work may be performed on a flexible on-site/off-site schedule from the Scarborough, Maine offices or fully remotely, except from Alaska, California, Colorado, Nevada, Puerto Rico, or Washington, D.C.

Requirements

Bachelor’s degree required.
Five years of progressive experience in grant writing, grant administration, and management in a health or health-related field required.
Demonstrated ability to coordinate large grants (over $100,000) and/or contracts from various sources required.

Nice To Haves

Master’s degree preferred.
Ability to use online submission systems preferred.

Responsibilities

Monitor the team’s inbox and reconcile emailed requests with existing tickets.
Create or update intake records, save supporting correspondence, request missing information, and route requests to the assigned Grants Administrator for prioritization.
Build application requirement and attachment checklists from sponsor instructions and prior submissions.
Identify unusual application requirements for Administrator review.
Collect attestations and ancillary documents, locate materials not already saved, and maintain reusable document files.
Enter application data and schedule planning meetings.
Follow up with document owners and authorized signers.
Assemble application packages and track outstanding items against internal deadlines.
Maintain reporting calendars and award trackers.
Prepare weekly notices of upcoming deadlines.
Coordinate updates for expanded AORs as responsibilities and workflows develop.