Grant Administrator (Hybrid Role)

As part of the Grants Management Team under the direction of the Research Director, the Grant Administrator will assist the departmental level grant and contract administration with pre-award and post award management needs. This will be a Hybrid Position with onsite time expected between 1-2 days a week variable based on ongoing needs.

The Grant Administrator will work with multiple research and staff teams to assist with sponsored research submissions, to resolve accounting issues, upkeep databases, and assisting with essential departmental responsibilities to ensure sound management of awards.

Provides support to the Administrative Managers in updating departmental management systems used to manage spending within the department. They will also assist in the investigation of any questionable charges on research funds and will work to ensure errors corrected in a timely manner. Monitors hospital financial databases, coordinates, attends, and assists in taking minutes during sponsored projects budget meetings.

Administrative

Helps with maintaining departmental databases relating to the research efforts of the department. They will assist with adjusting the allocations of personnel to funds, monitor funds that are in “stop spending” status and modify fund allocations accordingly. In addition, this person will help in monitoring projects spending and run reports for projection purposes working under the guidance of the senior financial staff in the department and may join in budget meetings and assist with taking notes when needed.

Grants Management

Will update and maintain the spreadsheets that are used for expense tracking and monitoring and will identify and distribute the monthly fund status (on-track, watch, stop spending) report. Where they exist, subcontract monitoring, and follow-up of invoices and expenses will be his/her responsibility, ensuring conformance to requested or awarded budgets.

Other Duties and Responsibilities

Will participate in either a primary or support role in such other activities as:

• Coordination and Submission of competing applications and non-competing progress reports. Helping with the pre-award and post award functions of managing awards and assisting in coordinating the supporting documentation necessary.
• Coordination of receipt of Notices of Award and fund setup with the Administrative Manager and Research Management
• Ensuring the timely completion and submission of reports required by the sponsors, including FSRs, annual reports, final reports, and inventions.
• Proper filing of correspondence for future reference
• Tracking down and resolving errors and/or inconsistencies that are preventing funds from being closed.
• Gathering relevant data and creating invoices for shared services
• Coordination with the relevant parties of any Material Transfer Agreements in partnership with the department Projects Compliance manager and in connections with the lab managers and research community.

QUALIFICATIONS:

• 2-3 years of related experience required. Bachelor’s degree in finance or related field preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Candidate must be detail oriented, analytical and a self-starter.
• Must be able to work independently as well in a team set up, be flexible, responsible and possess the ability to manage multiple tasks and prioritize work.
• This position requires the ability to follow through on a variety of items and details to ensure timely completion of tasks.
• Must have good interpersonal skills and be able to work effectively with scientists and administrators.
• Due to the amount of personal and financial information involved, the Grants
• Administrator must have a facility for treating sensitive information related to salaries, department finances and science in a confidential and professional manner.
• Incumbent must be proficient with MS Excel and Word, Adobe Professional.
• The ability to learn new software programs and techniques quickly is essential.
• Must have accounting knowledge and be able to work with budgets.
• Must stay current with all new and existing regulatory requirements and institutional policies/procedures and keep PIs and department leadership informed of changes.

About Massachusetts General Hospital - Department of Molecular Biology

The Department of Molecular Biology (MOLBIO) at Massachusetts General Hospital is a part of both the research community of the hospital and the Division of Medical Sciences of the Harvard Medical School (HMS). Members of the Department are appointed within the Medical School Quad departments and carry out genetic and molecular biological research on a variety of topics at the cutting edge of the discipline. At present, approximately 350 people, including 18 Labs, over 85 postdoctoral fellows, roughly 30 senior research staff members, about 27 PHD graduate students, comprise the Department of Molecular Biology. Several labs additionally provide mentorship opportunities for students at the levels of High School, undergraduate and graduate levels to come for learning experiences each summer, with a concentered effort in supporting learning opportunities for all interested research as we strongly believe in extending the scientific opportunities and culture we have been afforded to others.

The Department of Molecular Biology currently has about 100 active research (external) and sundry fund (internal) accounts; the annual spending from all accounts is approximately $40 Mil. This position will help manage a portion of the sponsored projects portfolio (around 5 million annually).