Integrated Grant Admin. I

Integrated Grant Admin. I

As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system. Founded by Brigham and Women’s Hospital and Massachusetts General Hospital, Mass General Brigham supports a complete continuum of care including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care and other health-related entities. Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research.

We’re focused on a people-first culture for our system’s patients and our professional family. That’s why we provide our employees with more ways to achieve their potential. Mass General Brigham is committed to aligning our employees’ personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors. We support each member of our team to own their personal development—and we recognize success at every step.

Our employees use the Mass General Brigham values to govern decisions, actions and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.

PRE-AWARD RESPONSIBILITIES:

• Take ownership of managing an assigned portfolio of research departments, and serve as the primary resource for department administrators and PIs.

• Field inquiries from Department Administrators and PIs, and communicates institutional policy, procedure and documentation requirements.

• Obtain solid working knowledge of NIH Grant Policy Statement, standard federal grant regulations, as well as Partners policy and standard operating procedures.

• Review Request for Proposals (RFPs) for eligibility and clarify requirements as needed

• Work with faculty to identify and organize components necessary for grant submission

• Track progress of grant application through submission and sponsor decision

• Review research proposals for compliance with sponsor and internal Partners’ guidelines

• Verify that all sponsor submission requirements have been met in advance of signatory approval.

• Review, edit, update all Pre-Award data fields in Electronic Grants Management System and 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 Just - in - Time information requested by sponsor, including Other Support effort documentation, IRB and IACUC protocol approvals.

• Work with Manager or Senior IGA mentor on complex transactions, including the review of federal contract solicitations and applications.

• Work with faculty to identify and organize all requirements necessary for timely progress report submission

• Prepare annual progress reports and supporting documents (eSNAP, RPPR and paper submissions)

• Maintain Electronic Grants Management System records in compliance with institutional and sponsor policies for all proposals and progress report submissions

AWARD MANAGEMENT RESPONSIBILITIES:

• Conduct thorough review of all award terms and conditions for all new and renewal grants for assigned workload.

• Under the supervision of managers, assist as needed to ensure Partners compliance with terms.

• Ensure timely handoff to Agreement Associate for non-standard incoming and outgoing agreements.

• Verify compliance approvals (Human Subjects, Cost Share, Animal Use, etc), as part of the award acceptance process.

• Upon receipt of award, complete system database for all new awards being funded, and continue the account set up and corresponding data entry of award information into InfoEd system. Maintain electronic InfoEd record in compliance with institutional and sponsor policies.

• After award information has been entered into InfoEd, work with Manager or Senior IGA to review and activate the account. Notify PI and department administrator once approved and activated.

• Prepare outgoing subcontract modifications that do not include changes to terms and conditions.

• Communicate with department and PIs throughout grant lifecycle and assist in the development and submission of all requests for a change of PI, change in scope of work, extension requests, and rebudgeting requests.

• Confirm and enter salary allocations for personnel with salary that are directly charged to sponsored research agreements. Check to make sure all accounts are active and that the proposed changes are appropriate and allowable per the terms of award.

• Work with assigned departments and other Partners offices, as needed, on all PI transfers.

• Work with Manager or Senior IGA to revise faculty & staff effort due to new award

• Complete bi-annual effort reporting for PIs

• Submission of purchase order requisitions/payment of vendor invoices

• Submission of one-time eCheck payments

• Coordinating set up of consultants with Supply Chain

RESEARCH FINANCE RESPONSIBILITIES:

• Coordinate monthly internal reporting and organize and attend quarterly (or more frequent as needed) PI meetings

• Conduct financial analysis for all active accounts on assigned Investigator portfolio.

• Ensure that awards/accounts are managed in a fiscally responsible manner and in full compliance with all applicable rules and regulations established by both the sponsor and Partners.

• Review and process non-personnel costs transfers.

• Confirm expenses to be assigned to sponsored projects and work with others applicable to ensure ordering is accurate.

• Prepare and review monthly, final, and custom invoices in accordance with Sponsor requirements.

• Prepare Financial Status Reports (FSR) in accordance with sponsor requirements.

• Actively monitor grant expenses, receivables and revenue.

• Review and approve incoming subcontract invoices to ensure accuracy and compliance with sponsor terms before being paid.

• Provide institutional oversight to ensure that all expenses posted to a sponsored project are allowable, and the accurate recording of these expenses in the general ledger in a manner that is consistent with generally acceptable accounting principles (GAAP) and the sponsor’s terms and conditions.

• Assist in the close-out of funds including the preparation of closeout documents and closing entries.

• Continuously review sponsoring agency policies, regulations and other relevant literature to ensure increased familiarity with granting and contracting agency policies and requirements in the financial management accounts.

• Update records in PeopleSoft to ensure projects are being invoiced on a regular and timely basis.

• Use Insight, MicroStrategy, and PeopleSoft queries and reports to measure and manage workflow effectively and efficiently.

• Assist Investigators in identifying opportunities to improve processes and achieve optimal efficiency in all areas of the grant lifecycle.

• Assume additional responsibilities as assigned.

• 0-2 years of experience in research administration in an academic setting (hospital, non-profit organization or university) is preferred.

• Bachelor’s Degree preferred. Related experience in research administration may substitute for the college degree.