Senior Grant Administrator
General Summary
The Department of Surgery is the one of the largest academic surgical departments in the United States. Annual research expenditures exceed $55M and new NIH funding is currently $32M. The Department has eleven clinical divisions and four specialized centers of excellence actively involved in research. Over 100 scientists and clinicians engage in multiple scientific disciplines to solve everyday challenges in clinical medicine. The Department has a variety of robust research programs in basic, translational, and outcomes research in a broad range of surgical subspecialties with the goal of advancing scientific knowledge which will ultimately improve patient care.
The Senior Grant Administrator will provide administrative and financial oversight for all research activities in the following Divisions in the Department of Surgery; Cardiac Surgery, Vascular Surgery, Pediatric Surgery, and Tissue Engineering. Receiving general direction from the Administrative Director for Research and the Division Chiefs, the Senior Grant Administrator will be independently responsible for managing awarded grant funds and will assist Principal Investigators during the grant application process. The incumbent will bring a broad range of knowledge and experience in Research Administration and will be well-versed in sponsor policies and procedures, particularly with managing and submitting NIH and DOD grants.
Principal Duties and Responsibilities
Pre-Award Grant Administration
- Work closely with Principal Investigators (PI), coordinating all aspects of the grant submission process, including developing budgets, budget justifications, and managing the required administrative components of the proposal to ensure he PI focuses exclusively on the science sections.
- Review submission guidelines to ensure eligibility requirements are met.
- Liaise with administrative counterparts in other departments and institutions to ensure subcontract paperwork is completed accurately and in a timely manner.
- Maintain up to date biosketches for PIs and tracks total funding to ensure other support is current.
- Submit progress reports and coordinates requests for JIT.
- Oversee and conduct proposal development training for research staff, if needed.
- Maintain current knowledge on NIH grant submission deadlines for new awards, progress reports, competing renewals, & resubmissions.
Post-Award Grant Administration
- Work closely with principal investigators throughout the entire grant life cycle to maintain fiscal and administrative compliance with sponsor guidelines.
- Prepare financial reports and meet frequently with principal investigators to review grant portfolio to prevent unintended accelerated spending and cost overruns.
- Routinely calculate “burn rates” for principal investigators to ensure laboratory is financially sound, grants are meeting the specific aims of the proposal, and staffing is appropriate.
- For any financial issues that surface, recommend an appropriate and compliant solution to the principal investigator.
- Prepare and submit research related transactions in PeopleSoft, including travel reimbursements, employee earnings distributions, research post-only, and check requests.
- Collaboratively and proactively work with Partners Research Management to identify and resolve accelerated spending patterns, deficits, and underutilization of funds.
Human Resources
- Work closely with the various offices in the hospital involved in the hiring process: Human Resources, Payroll Office, Medical Staff Office, Bullfinch Temps, and the Partners International Office.
- Work closely with the HR Business Partner and the Administrator Director for Research to ensure salary equity among administrative, technical, and research fellow staff.
- Partner with the PI and HR Business Partner to create job descriptions for new positions and take the lead during the on-boarding process for new hires.
- Coordinate the annual performance evaluation process, ensuring assignment to evaluators and timely completion of feedback by evaluators and staff.
- Interpret institutional personnel and related policies and procedures and assist principal investigators with other personnel related issues.
- Facilitate the appointment process for research fellows, process visas, and assist, as needed, related to professional research staff appointments.
Operations
- Manage research space, office, and lab assignments for research staff.
- Collaborate with off-site PIs and site administrators regarding operational matters.
- Serve as the primary liaison with Partners Research Management, Partners Innovations, The Clinical Trial Office, and other hospital-based and Partners based entities.
- Act as the key-giver for all computer logons and passwords for shared drive access.
- Oversee computer hardware and software purchases and upgrades.
- Work closed with the Laboratory Manager and maintain an inventory of equipment.
- Generate reports, as needed and as requested by, the Administrative Director for Research, PI’s, and Division Chief’s.
- Prepare and confirm PI certification during biannual effort reporting period.
- Attend monthly RADG and Department of Surgery Research Administration meetings.
- Maintain a current working knowledge of all pertinent sponsor regulations through attendance at regional and national seminars.
Qualifications:
· Advanced knowledge of, and the ability to; manage sponsored research grants (post-award) and submit grant applications (pre-award).
· Well versed in, or the ability to learn, policies and procedures related to awards and applications from a wide variety of sponsors; federal, non-federal, foundations, industry sponsored clinical trials, etc.
· Exceptional organizational and time management skills.
· Must have the flexibility to manage multiple tasks simultaneously, especially during pre-award application deadlines.
· Must be able to manage sensitive and confidential information.
· Ability to facilitate recruitment of staff, ensure performance evaluations, weekly payroll, employee changes, and other HR transactions are completed in an accurate and timely manner.
· Effective financial and analytical skills, including the ability to develop and monitor budgets.
· Excellent interpersonal and communication skills.
Education
Bachelor’s degree required, preferably in business administration.
Experience
- 3-5 years of Research Administration experience is required. Preferably, in both pre and post award grant management.
- Working knowledge of current NIH and other federal, state and foundation regulations and requirements.
EEO Statement
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.
Primary Location MA-Boston-MGH Main Campus
Work Locations MGH Main Campus 55 Fruit Street Boston 02114