Senior Grant Administrator, Infectious Disease

Mass General Brigham•Boston, MA

5h•Hybrid

About The Position

Brigham and Women's Hospital’s Division of Infectious Diseases (ID) is seeking a full-time Senior Grant Administrator (Sr. GA) to join the grant administration team to provide oversight and management to the Division’s sponsored research portfolio throughout the funding life-cycle. The candidate will serve as the primary liaison between the Principal Investigators (PI) and MGB Research Management. The Sr. Grant Administrator will comply with NIH, Industry, and Foundation pre-award and post-award policies and procedures. The Sr. Grant Administrator will develop budgets for new and competing grant awards, perform regular reviews of funds and budgets for purposes of confirming charges and reconciling discrepancies, and will do budget projections for the lifetime of each grant for the ID Division. The Sr. GA position requires both grant management and department operation skills. Experience in research grant administration is highly preferred, as is a working knowledge of NIH and other federal, state, and foundation grant regulations and requirements. This role is an excellent opportunity for a motivated, detail-oriented individual interested in working in an academic medical research environment. We are committed to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion. This commitment applies to staff members at all levels as well as the patient populations we care for. The ID Division is looking to hire a Sr. Grant Administrator who demonstrates these same values to join our team.

Requirements

Bachelor’s degree required.
5 years of related experience, experience with NIH grants and/or clinical trials preferred
Advanced Excel skills required; experience using other accounting or financial software, such as MicroStrategy, Insight, Oncore and Workday, helpful
Ability to independently prioritize, multi-task, and meet deadlines
Demonstrated ability to be organized and flexible in an environment that requires continuous monitoring of priorities
Exceptional attention to detail and follow-through skills
Robust problem-solving ability, including the ability to gather information, identify resources, and imagine alternatives
Excellent written and verbal communication skills
Cognizant and respectful of cultural differences in communication approach
Skillful at negotiating and building persuasive arguments supported by policy
Exceptional judgment and an ability to maintain confidentiality
Excellent interpersonal and management skills with facility to interact professionally at all levels
Positive customer-service orientation
Desire to promote change and initiate new ideas for constant improvement
Processes and prepares research grant proposals, awards and transactions, maintaining grant/contract record in compliance with institutional and research sponsors.
Prepares budgets, justifications, and materials for financial reporting.
Identifies and prevents projected overruns, identifies cost sharing opportunities, proposes and implements creative solutions to potential fiscal issues.
Ensures proposal compliance with sponsor and organizational guidelines; verify all sponsor requirements are met and documented in appropriate system.
Serves as department or team grant management expert.
Train and orient new staff.
Supports highest complexity work and may achieve institutional signing authority.
Proficient in spreadsheet, database, accounting and other computer applications.
Excellent verbal and written communication, interpersonal and problem solving skills.
Good organization and coordination skills.
Ability to work with large financial data sets with accuracy.
Good working knowledge of research agency, sponsor and organization funding guidelines and policies.
Good negotiation skills.
Ability to work independently.
Ability to make good judgements and resolve problems.

Nice To Haves

Master’s degree in a related field preferred.
Sense of humor is a must

Responsibilities

Coordinate grant proposal preparation; identify new opportunities for funding; is aware of and works with internal and external proposal submission deadlines for various funding opportunities
Oversee all aspects of the grant application process, including development of study budgets for sponsored research and associated funds in accordance with sponsor fiscal policies and procedures
Serve as primary contact for collaborating sites regarding development of budgets, addressing fiscal questions, and monitoring for compliance with MGB and sponsor policies
Understand and conform with the administrative, budgetary, and financial compliance regulations of all sponsors as well as with MGB fiscal policy; stay current and up-to-date on all policy changes
Assist Grant Administrators in establishing and disseminating policies and procedures. Evaluate, initiate, and implement various systems and procedures to maximize efficiency.
Review outgoing subaward invoices and financial status reports
Collaborate with PIs on annual NIH/foundation progress reports
Provide timely closeout of all expired projects through the coordination of fiscal and administrative resources throughout the system
Advise regarding the allowability of costs to be charged to a grant; work with Research Finance to resolve complex accounting issues
Ensure appropriate approvals and agreements are in place for human subjects work and data transfers; monitor as appropriate through award life cycle
Work with the Office of Research, Venture, and Licensing in the oversight of administrative policies regarding patents and material transfer agreements (MTA)
Monitor project expenditures, including monthly assessments of fund activity; recommend action as necessary; prepare and maintain financial reports on an ongoing basis
Identify and prevent project overruns
Process outgoing subaward payments for approval and track them against budgets
Review check requests and reimbursements for errors and missing documentation before seeking Senior Research Administrative Manager’s authorization
Provide PIs and subaward sites counsel regarding fiscal strategy; anticipate and proactively address problems
At discretion of PIs, serve as liaison to HR on behalf of PIs’ staff members; furnish PIs and their staff with hospital policies and procedures; review finances for proposed new hires
Manage Workday transactions for select staff members
Train and provide support for division’s Grant Coordinator (GC) and Grant Administrators (GA); ensure appropriate resources are available to GC and GAs to successfully perform his/her job responsibilities
Manage independent contractor setup and invoicing as needed
Attend weekly Grants Administration team meetings
Participate in MGB, DOM and ID Research Administrators Discussion Groups
Manage bi-annual effort certification reports for select PIs; review reports to ensure accuracy and consistency
Support standardization of pre-award and post-award activities to include standard templates, processes, and adherence to deadlines.
Respond to audit questions and queries and maintain all records for potential audits.
Assist Sr. Research Finance Manager implement an organizational structure for the division’s Research Administration team
Maintain a Workday sup org for employees funded by PI portfolios, manage costing allocations and HR policy compliance