Senior Grants Administrator
Mass General Brigham(PHS)

Somerville, Massachusetts

Posted in Health and Safety


Job Info


The Pre-Award Senior Grant Administrator (Senior GA) is an active member of the Mass General Brigham's' (MGB) Central Research Management office and is a primary point of contact for Principal Investigators (PIs) and Department Administrators(DAs) at Brigham and Women's Hospital, Massachusetts General Hospital, and institutions within the MGBs' HealthCare System. The Senior GA is committed to identifying and adhering to best practices in grants and contracts administration, while upholding the highest standards of integrity and fiduciary responsibility. The Senior GA will proactively address the demands of research grant administration by providing exceptional customer service to MGBs' distinguished research community and collaborators in their pioneering efforts in science and medicine.

The Senior GA actively and independently manages grant related activities of an assigned portfolio of research departments. As a primary contact for these departments, the Senior GA provides guidance, resolves issues, and helps navigate the research proposal submission and application process. Included in these responsibilities is budget development assistance, interpretation of sponsor requirements, as well as ensuring that proposals meet sponsor and institutional guidelines and regulations. The Senior GA will be expected to achieve Institutional Signing Authority and will support the complex hospital departments. The expectation is to perform with a high level of professionalism and the ability to represent the Research Management office both internally and externally. The Senior GA will act both independently and as a member of a dynamic team to achieve the goals of the Pre-Award team and of MGBs' Research Management. The volume and complexity of a portfolio is commensurate with level experience. Additionally, there is opportunity to take on a greater and more in-depth workload with successful performance.

PRINCIPAL DUTIES AND RESPONSIBILITIES
As a new member of the Pre-Award team you will be required to:
• Complete all the necessary trainings required by the Pre Award Manager.
• Initially, work with Pre Award team members/mentors to assist with Pre-Award assignments.
• Become familiar with the grant management system (Insight).
• Become familiar with Mass General Brigham policies, standard operating procedures and Pre Award policies.
• Research and answer inquiries from Department Administrators and PIs, and communicate institutional policy, procedure and documentation requirements.
• Transition to an independent Senior Grants Administrator with minimal supervision. (usual with 6 month period).
• Own and manage an assigned portfolio of research departments serving as the primary Pre-Award contact for DAs and PIs.
• Build solid relationships with hospital Department Administrators during assignments at MGB entities.
• Keep up-to-date on NIH Grant Policy Statement, standard federal grant regulations, as well as, MGBs' policy and standard operating procedure.

Key responsibilities include, but not limited to:
• Build solid relationships with hospital Department Administrators during assignments at MGB entities.
• Act as a point of contact between the Principle Investigators, Department Administrators and Research Management teams.
• Review research proposals for compliance using sponsor and internal MGBs' guidelines; provide comments and feedback to department.
Review revised submission for accuracy; obtain/verify necessary compliance documents and approvals. Verify that all sponsor submission requirements have been met in advance of signatory approval.
• Support DAs and PIs by communicating institutional policy, procedure and documentation requirements.
• Maintain Grants Management System records in compliance with institutional and sponsor policies for all proposals submitted.
• Ensure that all proposal documentation is properly uploaded to the record; as well as updating the file's Activity Log to allow for easy tracking of progress and accuracy.

• Review and approve Just in Time information requested by sponsor, including Other Support effort documentation, IRB and IACUC protocol approvals. Support DAs and PIs by communicating institutional policy, procedure and documentation requirements.
• Maintain Grants Management System records in compliance with institutional and sponsor policies for all proposals submitted.
• Ensure that all proposal documentation is properly uploaded to the record; as well as updating the file's Activity Log to allow for easy tracking of progress and accuracy.
• Review and approve Just in Time information requested by sponsor, including Other Support effort documentation, IRB and IACUC protocol approvals.
• Review and approve all sponsor required Progress Report information and submit to sponsor.
• When requested, work with the Pre-Award Manager and contracting team to review and evaluate Incoming FDP and Foundation contracts. Prepare contract for signature.
• Work with Pre-Award Manager on complex transactions, including the review of federal contract solicitations and applications.
• Use Pre-Award reporting tools to measure and manage workflow effectively and efficiently.
• Correspond directly with the sponsor's representative to resolve compliance and budgetary questions; ensure that the resulting award is issued accurately.
• Expected to obtain Institutional Signing Authority within six months of start date.
• Work with assigned Department Administrators and PIs, or as triaged by Manager, on the review and development of all new applications for funding including submissions in response to complex RFP's and BAAs. Proposal reviews are provided to department contacts in standard format with clear notation on required and suggested changes. As needed, contacts sponsor's grant's officer for clarification and guidance on sponsor's regulations and requirements.
• Perform review and negotiation of terms and conditions for FDP templated for incoming/outgoing subawards and foundation awards obtaining manager signoff.
• When reviewing applications that contain subcontractors, verify subrecipient eligibility for the subcontractor PIs and the entity as part of the review and submission process.
• Identify departments that need additional support and training on the application process, procedures and policies to be adhered to throughout the process. Assist Manager and Director in the development and implementation of needed training modules.
• Expected to handle special projects such as training new hospital administrators, giving presentations on proposal preparation to new investigators, giving presentations at NCURA and similar meetings, system improvements and specific compliance areas such as IRB or COIs.
• Participate in the Research Management Training program, acting as a trainer, when needed.
• Create Pre Award PowerPoint presentations, in some case acting as the presenter.
• Assume additional responsibilities as assigned.

Qualifications
QUALIFICATION

• 5+ years of experience in research administration in an academic setting (hospital, non-profit organization or university) is required.
• Bachelor's Degree preferred. Master's degree is a plus.

SKILLS/ABILITIES/COMPETENCIES

• Requires strong organization and communication skills with a key focus in customer service.
• Must possess the ability to thrive in a busy, high-volume, and deadline driven team environment.
• Ability to coordinate multiple activities and have the flexibility to reprioritize tasks as needed.
• Extensive knowledge and resourcefulness with program administration guidelines of Federal and non-Federal funding agencies supporting biomedical research.
• Experience with a broad range of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements.
• Proficiency in Microsoft Office Suite.
• Excellent problem-solving skills.
• Excellent verbal and written communication skills.
• MS PowerPoint experience a plus.
• Experience in public speaking/presentation a plus.

WORKING CONDITIONS

• This position can be performed remotely in most states.
• Laptop, monitor, keyboard and mouse provided.

EEO Statement
Mass General Brigham is an Equal Opportunity Employer & by embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law.



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