GENERAL SUMMARY/ OVERVIEW STATEMENT:
The Division of Sleep & Circadian Disorders is part of the Department of Medicine and affiliated with Harvard Medical School. We have one of the premier research programs in the world that is focused on sleep and circadian rhythm research. The research conducted by division faculty addresses the entire breadth of this field, from studies of basic physiology, pharmacology, and neurobiology, to clinical studies, including studies of normal physiological processes during and influenced by sleep, pathophysiology of sleep disorders, treatments for sleep disorders, the impact of sleep on health, to field studies of the effects of sleep loss in various populations and occupations, and epidemiologic studies of sleep and its disorders. Our 40 or so faculty have over 145 funded, active research grants with extensive funding from several funding agencies including the National Institutes of Health and National Aeronautics and Space Administration.
The Sr. Grants Administrator directs the fiscal activities for the Division of Sleep and Circadian Disorders research portfolio to support the entire grants and contracts life cycle. This position involves performing a wide range of pre- and post-award tasks and will share in overseeing the management of ~$21M per year in total costs. He/she coordinates research proposals and monitors expenses for several research grants, contracts, clinical trials, discretionary accounts, operating funds, and HMS professorships from a variety of federal, foundation, and industry sponsors. He/she is responsible for meeting regularly with the Division's investigators as well as the Division Administrator to assess budget statuses as well as to make long -range financial projections. You will join a dedicated administration team of 5 individuals and contribute to the daily operations of the division as well as regularly interacting with members of MGB Research Management.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
1. The Sr. Grants Administrator maintains statistical and fiscal reporting systems that accurately represent the status of grants/contracts within the division. He/she monitors all expenditures, obligations, and salary and fringe benefit projections. He/she ensures that the funds are spent in accordance with federal/sponsor and BWH institutional guidelines. He/she prepares financial summary reports for review and discussion with senior faculty and individual grantees. He/she advises investigators and the division administrator of changes to be made.
2. Sr. Grants Administrator monitors all faculty, fellow, and staff salaries, and supports and advises investigators and administration in the staff hiring process to ensure salaries are allocated appropriately. When salary changes are needed, they are done so in an accurate and timely fashion.
3. He/she represents the Division to the Research Management and all other financial departments within BWH/Partners (such as Payroll, Accounts Payable, Purchasing etc.). Day to day work entails review and authorization of grant year-end reports, FSR's, request for "no-cost extension", resolution of accounting discrepancies, the establishment of new projects, correspondences with granting agencies, effort certifications, statements of appointment, and salary changes for professional and non-professional staff. He/she also assists with contract negotiation, as well as review of incoming subcontract agreements/amendments and initiation of outgoing subcontract agreements/amendments.
4. He/she reviews and approves expenditure requests in consideration of hospital and sponsor guidelines. He/she reviews check request forms, petty cash requests, purchase orders, and travel expense reports, to ensure that they are charged to the correct projects. He/she has approval authority on expenditures and maintains an active database of all research grants, contracts and HMS professorships budget within the division. He/she is responsible to stay current with sponsor, Mass General Brigham and BWH polices and disseminate information and changes as necessary to all staff.
5. He/she is responsible for preparing and submitting proposals and Just-In-Time documentation to the Research Management and various sponsors. He/she may review proposal guidelines, meets with investigators to prepare budgets and budget justifications, and coordinate receipt of files required for each submission (which often involve subcontracts), ensuring that proposals are routed for institutional review in accordance with institutional guidelines.
6. Participates in institutional training sessions, monthly Research Administration (BRISC) meetings, and weekly Division administration meetings to stay abreast of changes both internally and externally.
7. He/she performs all other duties and assignments as requested.
Qualifications
QUALIFICATIONS:
• Bachelor's degree required, MBA or relevant graduate degree preferred. Certified Research Administrator (CRA or CFRA) designation or willingness to obtain certification preferred.
• 5 years of grants management experience required. Experience with National Institutes of Health (NIH) grant application and monitoring (pre and post award) processes as well as Sponsored Research training preferred.
• Must be able to prioritize workload and multi-task in a busy research / academic setting, paying attention to detail.
• High ability to show discretion when dealing with sensitive and confidential information.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
• Excellent project management and financial skills, including accounting and forecasting.
• The ability to prioritize tasks and to easily assimilate a large quantity of information, thereby ensuring the smooth and efficient conduct of many different projects simultaneously.
• Excellent organizational skills in order to formulate, implement, and monitor a number of interrelated tasks.
• A high degree of computer literacy in order to utilize various spreadsheet, database, accounting and word processing software packages to assist in grant and financial management. Proficiency in Microsoft Office, especially Excel, is required. Familiarity with PeopleSoft and Insight preferred.
• The ability to work with minimal supervision, display sound independent judgment, accept responsibility and take initiative for designated assignments, and meet deadlines efficiently.
• The ability to constantly reestablish priorities and handle urgent request
• Ability to interpret and abide by numerous research policies mandated by the NIH and other granting institutions, while staying abreast of granting agency's continual policy changes.
• Excellent interpersonal and communication skills; both oral and written.
• High attention to detail.
WORKING CONDITIONS:
Flexible hybrid schedule.
SUPERVISORY RESPONSIBILITY:
• N/A
The Division of Sleep and Circadian Disorders currently has a research budget of ~$21M million dollars of total costs. It employs over 130 people. This position is responsible for all financial management of the division's research portfolio.
EEO Statement
BWH is an Affirmative Action 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. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.