Grant Administrator- Part Time

GENERAL SUMMARY/ OVERVIEW STATEMENT:

The MGH Division of Pulmonary and Critical Care Medicine (DPCCM) has an active and growing program in clinical and translational research. Our investigators study a variety of lung diseases including chronic obstructive pulmonary disease (COPD), idiopathic pulmonary fibrosis (IPF), pulmonary hypertension, pleural effusion and acute lung injury.

This position is part-time, 20 hours per week. Remote, hybrid, and in-person schedules available. Reporting to the Senior Grants Administrator, the Grant Administrator works directly with the Principal Investigators, Administrative Director, and the staff of Mass General Brigham Research Management in the development and submission of grant and funding applications. Develops and monitors all financial and post-award aspects of complex awards, many with international activities and subcontracts. Primary duties include compliance, budget oversight and maintenance, subcontract management, reports to sponsors, and daily administrative and operational requirements of assigned contracts/grants.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

SCOPE:

With minimal oversight, the Grants Administrator is responsible for managing all phases of research grant and contract administration. Incumbent works with PIs to develop grant submissions, performs budget forecasting, monitors fund statements and activity, resolves accounting issues, and functions as the liaison to grantor agencies and subcontracting institutions. Displaying a high degree of initiative and independent judgment, the incumbent will collaborate closely with physician, scientist and departmental leadership to ensure that the research enterprise within the department runs smoothly and efficiently. Incumbent possesses a thorough knowledge of current MGH, NIH, and other research-related policies/procedures, guidelines and standards. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information.

Financial Responsibilities:

1. Participates in pre- and post-award management for research funding (grants and sundries), including developing budget, key personnel and other support components; informs the principal investigators on the allowable costs to be charged to the program; reviews proposals for submission, in coordination with principal investigators and Research Management.
2. Works with principal investigators to maintain and perform duties related to fiscal and administrative compliance with institutional, Federal, private and industrial guidelines, terms and conditions.
3. Performs funding analyses, including forecasting anticipated deficits/surpluses. Implements systems to monitor and analyze all aspects of grant management.
4. Identifies, proposes and implements creative solutions to potential fiscal issues.
5. Reconciles monthly fund statements.
6. Coordinates with Accounts Payable, Research Finance, Payroll, Contracting, and other departments as needed for identification of charges and resolution of errors.
7. Also works with departments above as needed in executing purchase orders, contracts, eChecks, vendor/subcontract setup and other financial transactions as related to research project execution.
8. Develops quarterly status reports of funds within portfolio and presents to leadership team.
9. Meets with physicians/PIs frequently or as needed to review fund statements.
10. Recommends and implements strategies for the resolution of financial overruns; Responsible for working with principal investigators to identify and resolve projected overruns and for resolving any deficits in a timely manner.
11. Responsible for the timely closeout of expired projects; in conjunction with Research Finance, performs final review for sponsor compliance prior to project termination.
12. Works collaboratively and jointly with other members of department grant management team to problem-solve, troubleshoot and provide coverage.

Human Resources-related responsibilities:

1. Establishes effective working relationships with principal investigators, sponsor agency representatives, MGH/Partners research management staff at MGH and Partners, Human Resources/Payroll contacts, etc.
2. Organizes and helps manage a process of communication and collaboration with grant funding institutions/industry that establishes effective cooperation among government, academia and the private sector.
3. Responsible for relevant PeopleSoft transactions and duties for research staff (professional and weekly), including Earnings Distribution Changes, Salary Changes, Performance Evaluation entries and reminders, etc.
4. Approves expense reports for costs charged to research funds in portfolio.

Other:

1. Attends monthly hospital grant management (SRAG and RADG) meetings and other hospital- and system-wide groups and task forces as requested and appropriate.
2. Participates in regular staff meetings and department-wide research meetings for research PI's and staff.
3. Manages research space inventory in coordination with the Research Space Management Group; monitors research space density calculations and research investment; coordinates space allocation.
4. Assists with other administrative duties and special projects as needed.

Qualifications

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

1. Strong financial, accounting, analytical skills, and ability to manage all phases of the grant cycle.
2. Meticulous attention to detail.
3. Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures in fast-paced and dynamic work environment.
4. Ability to prioritize tasks effectively.
5. Excellent communication skills.
6. Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained whenever possible.
7. Ability to work effectively and collaboratively with internal and external constituents.
8. Exceptional computer skills (including operating systems, word processing, database, and spreadsheets) and familiarity with systems-wide accounting/financial programs (Insight, Ebuy, PeopleSoft).

EDUCATION:

Bachelor's degree required or at least 3 years of direct grant management experience, post and pre-award.

Master's Degree and CRA certificate preferred.

EXPERIENCE:

Required: Minimum of 3 years of directly related research management experience or hospital/research sponsored setting.

Required: Experience with managing large and complex research portfolios.

FISCAL RESPONSIBILITY (if applicable):

With the Senior Grants Administrator, responsible for ensuring the management of over 50 individual research grants and research sundry funds totaling $10-$15 million dollars. Is responsible for collating, analyzing, and presenting sensitive fiscal information and participating in various aspects of fiscal management of research funds.

EEO Statement: Massachusetts General Hospital 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.