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Senior Grants Administrator

Brigham and Women's Hospital
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SENIOR GRANTS ADMINISTRATOR / 40 HOURS / DAY / - BWH SURGERY

 

General Summary:

 

The Senior Grants Administrator (Sr. GA) will be part of a dynamic central research administration (grants management) team for the Department of Surgery (DOS). S/he will primarily work with the Principal Investigators (PI) and Division Administrators (DA) in the Division of Plastic Surgery, the PROVE (Patient-Reported Outcomes Value & Experience) Center, and other assigned divisions in pre-award and post-award grants management. This position will report to the Senior Administrative Director of Research (AD).

 

DOS Research supports surgical researchers at all levels (post-doctoral fellows, junior faculty, and senior faculty) across thirteen divisions and two research centers within the department. DOS faculty perform basic science/translational research and/or clinical research in laboratory space across Longwood Medical Area (LMA) campus. DOS Research is the third largest department at the hospital in terms of total research revenue. Research funding sponsors include U.S. Department of Health & Human Services (DHHS) agencies, other federal agencies (Department of Defense), foundations, industry, and internal sources.

 

 


PRINCIPAL DUTIES AND RESPONSIBILITIES:    Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.


 

Grants Management
  • Responsible for all pre-award and post-award grants management for assigned portfolio and PIs.
  • Pre-award duties include: interpretation of sponsor guidelines; assistance with identifying funding opportunities and reviewing eligibility; compose and assemble administrative sections of grant proposal applications (i.e. budget, justification, biographical sketch, facilities/resources page, letters of support, etc.); collect required IRB and FCOI approvals; timely submission of grant applications and requests including Just-In-Time materials.
  • Post-award duties include: reviews notices of award terms and conditions, agreements and amendments; works with Partners Research Management to set-up new accounts; ensures expenses are charged to appropriate cost centers; monitors grant balances and expenditures in adherence to sponsor guidelines; assists with progress report submissions; regular review and maintenance of PI’s Other Support pages; sub-recipient monitoring in adherence to federal Uniform Guidelines (UG); administers publication compliance; generates financial reports and multi-year projections for financial meetings; bi-annual effort reporting and salary cap calculations in accordance with hospital cost principals; prepares for grant close-outs in partnership with Partners Research Finance.
  • Anticipates and detects financial discrepancies and variances; proposes solutions and independently initiates corrective measures.
  • Meets regularly with assigned PIs to review pre- and post-award tasks; provides consultation and grants expertise to PI by reviewing project burn rates, encumbrances, balances, projections, research personnel allocations, and PI salary and over-the-cap distributions.
  • Works with post-doctoral fellows to ensure all training grant paperwork is submitted accurately and in a timely fashion; tracks all appointments to the training grant for successive years.
  • Operational and Compliance Management      
  • Interfaces with internal and external groups and central offices to accomplish research goals and resolve grant issues: DOS Division Administrators, BWH Research Administration and Compliance, BWH Development, Partners Research Management, Partners Research Finance, and Partners Clinical Trials Office (CTO).
  • Engages as part of DOS research administration team in problem-solving, process analysis, efficiency improvement, and internal controls; participates in research work groups and serves as DOS representative in committees at department and hospital levels as assigned.
  • Supports PI with IRB and IACUC inquiries, data use/transfer agreements, and audits.
  • Guides PI and DA with onboarding new sponsored and non-sponsored research staff in partnership with Human Resources.
  • Meets regularly with AD to provide status updates of grant portfolio items.
  • Prepares for all financial research audits with AD.
  • Provides ad hoc financial and research reports for AD when requested.
  • Continually seeks new grants management knowledge such as hospital policy updates, funding regulations changes, and best practices.
  • Performs other related financial/administrative duties as assigned by AD.

QUALIFICATIONS:   (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
  • Bachelor’s degree required; business degree preferred.
  • Holds the Research Administrators’ Certification Council’s Certified Research Administrator (CRA) designation, or willingness to sit for the exam in the first two years of employment
  • 5+ years of progressive responsibility in a complex academic research environment.
  • Research fiscal management experience preferred.
  • Preferred working knowledge of federal funding guidelines, PHS and HMS policies and compliance pertaining to federal cost accounting and grants management.

 SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:   (MUST be realistic, measurable, objective, and related to the essential functions of the job.)
  • Must have outstanding organizational skills to manage a large, growing research portfolio. 
  • Good judgment and decision-making competency.
  • Demonstrated problem-solving ability, analytical skills, and attention to detail.
  • Must have effective interpersonal skills and a high degree of social facility in obtaining cooperation and support from a broad range of people. Demonstrated ability to interact with all members of the organization in ways that enhance understanding, respect, cooperation and problem-solving.
  • Excellent verbal and written communication skills to work effectively with a large and diverse constituency and other departmental leadership as well as collaborating institutions nationally and internationally, regulatory and funding agencies and internal offices, vendors and medical schools.
  • Strong time-management skills to work under pressure and prioritize overlapping deadlines and high volume of work.
  • Highly task-oriented, self-motivated, and able to work independently as well as in coordination with various teams.
  • Knowledgeable in the ethical conduct of research and standards that govern the conduct of industry-supported clinical trials and other research.
  • Demonstrated proficiency in Microsoft Office and grant submission systems/online platforms.

WORKING CONDITIONS:    Describe the conditions in which the work is performed.
Normal office conditions, with flexible work arrangement after completion of first 90 days.

FISCAL RESPONSIBILITY: Indicate financial “scope” information, i.e.: size of budget, volume, revenue, etc.
Responsible for a large and diverse portfolio of research grants and sundries for Plastics Surgery Division & PROVE Center ($3M research revenue, 15 faculty researchers), and other divisions (<$2M research revenue, 10-15 faculty researchers) within the Department of Surgery.