Grants Administrator

Albert Einstein College of Medicine•New York, NY

About The Position

Reporting to the Department Administrator, the Grants Administrator coordinates administrative operations supporting the department’s research, financial, human resources, and office functions. The role manages the administrative components of sponsored-project proposals and awards from pre-award planning through post-award administration and closeout; supports responsible financial stewardship; processes personnel and visa actions; and helps maintain efficient, compliant office operations. The Grants Administrator serves as a resource to faculty, principal investigators, research staff, and central administrative offices, exercising accuracy, discretion, service-oriented communication, strong follow-through, and independence. The position coordinates grant and fellowship proposal preparation, review, routing, and submission; administers subawards and award actions; maintains investigator records; and ensures proposal and award files are organized and audit-ready. It supports financial and award management, including award setup, monitoring funds and expenses, processing transactions, procurement, reconciliations, and closeout. The role also assists with personnel actions, visa applications, onboarding and offboarding, confidential records, calendars, office workflows, and administrative inquiries.

Requirements

Bachelor's degree in business, finance, or another related field.
Three years of experience working with grant budgets and grant expenses, with knowledge of grant accounting.
Pre-award and post-award budgeting experience, including strong grant accounting and bookkeeping experience.
Superior computer skills, including proficiency in Microsoft Office.
Strong oral and written communication skills and the ability to work with staff and faculty at all levels.

Nice To Haves

Direct experience with NIH or other federal sponsors and familiarity with proposal, award, and reporting requirements.
Experience using Cayuse, eRA Commons, Banner, iCIMS, ePAFs, LRDS, or comparable research, finance, and human resources systems.
Experience supporting principal investigators or faculty in an academic medical center, university, research institute, or similarly complex organization.
Familiarity with subawards, research-compliance documentation, procurement, travel, and reimbursement.

Responsibilities

Coordinate preparation, review, routing, and timely submission of research grant and fellowship applications to federal, state, public, private, and foundation sponsors.
Prepare and verify administrative and non-scientific proposal and award documentation, including forms, budgets, certifications, supporting materials, and attachments; coordinate approvals, signatures, and submission through Cayuse or other systems.
Interpret sponsor and institutional requirements, communicate deadlines, and coordinate electronic or manual submissions through institutional systems and sponsor portals.
Monitor and administer subawards from inception through final payment, collecting and reviewing required documentation and coordinating resolution of missing or inconsistent information.
Maintain faculty and investigator support files, including biosketches, publications, Other Support documentation, IACUC and IRB approvals, usernames, and grant-submission records.
Assist principal investigators and research support staff with sponsor-system access, including eRA Commons usernames, as appropriate.
Coordinate post-submission and award actions, including Just-in-Time requests, progress reports, budget revisions, scope changes, no-cost extensions, and subaward initiation.
Maintain organized, audit-ready proposal and award records and track deadlines, approvals, outstanding items, and follow-up through completion.
Monitor sponsor policies, federal regulations, and institutional procedures and keep current with relevant publications and communications.
Coordinate with the Department Administrator, faculty, and Research Finance to support accurate and timely financial information and administrative support.
Finalize approved budgets with principal investigators upon award notice and coordinate accurate and prompt award setup with Research Finance.
Monitor awarded funds and account activity to confirm availability and that expenses are allowable, properly allocated, and consistent with sponsor terms and institutional policy.
Prepare cost transfers and support account reconciliations, award closeouts, and resolution of financial discrepancies.
Review and approve purchase orders, travel reimbursements, ClinCard payments, requisitions, and related transactions within delegated authority.
Coordinate procurement of supplies, equipment, and services; identify and resolve issues that could delay delivery or payment.
Monitor compliance with procedures for purchasing, travel, requisitions, equipment, maintenance agreements, contracts, and subscriptions, and provide guidance as needed.
Collaborate with Accounts Payable, Procurement, and other ancillary areas to confirm receipt of goods and services, facilitate payment, and resolve transaction issues.
Facilitate review and approval of subcontractor invoices and create LOAs for payments to MMC according to institutional procedures.
Identify financial risks, variances, or compliance concerns and escalate complex or high-risk matters to the Division Administrator or appropriate central office.
Assist with faculty, administrative, and research staff personnel actions, including recruitment and hiring, appointments, promotions, salary adjustments, funding or effort changes, and separations.
Prepare and route transactions in iCIMS, ePAFs, LRDS, and other applicable systems; track approvals and follow up to support timely and accurate completion.
Assist in coordinating new visa applications and extension requests for exchange visitors with appropriate institutional offices.
Maintain confidential human resources records and update them at least monthly to reflect changes in effort, funding, appointments, or employment status.
Support onboarding and offboarding, communicate administrative requirements, and help ensure access, documentation, and required actions are completed.
Safeguard confidential employee and applicant information and use sound judgment with sensitive personnel matters.
Support the ID Division Administrator in providing day-to-day guidance on departmental and institutional policies, procedures, priorities, and administrative workflows.
Coordinate appointments, meetings, events, and clinical, research, and administrative calendars; anticipate conflicts and communicate changes promptly.
Serve as the Division Administrator's designated proxy in Banner systems within assigned authority and institutional requirements.
Maintain accurate, current, and accessible shared electronic files, records, databases, and procedural documentation in accordance with retention and confidentiality requirements.
Respond to administrative inquiries, route requests to appropriate resources, and communicate decisions and rationale clearly and respectfully.
Document recurring processes, recommend workflow improvements, and help implement changes that improve service, accuracy, compliance, or efficiency.
Contribute to a respectful, inclusive, service-oriented work environment and collaborate effectively with colleagues and stakeholders from varied backgrounds and perspectives.
Complete special projects and related responsibilities consistent with divisional needs.