Research Administrator Jobs

Senior Research Administrator

The Boston VA Research Institute, Inc. (BVARI) is rapidly growing and evolving, and we are seeking a dynamic change agent to partner with our CEO and Associate Director of Research Administration to help drive our Sponsored Programs Administration (SPA) team. The SPA team serves as a comprehensive pre- and post-award highly service-oriented “hub” of sponsored activity, bringing together both Departmental and Central Office oversight. This role is ideal for a Research Administrator looking to make an impact on a whole organization, shape our future service model, and contribute to our institutional growth through passion for our PIs’ research portfolios and strong research administrative and compliance execution skills.

About BVARI

We are a highly supportive environment, where culture comes first, and we reward our employees with outstanding benefits and perks, including highly competitive benefits, flexible work arrangements, generous time off with annual cash-out options, retirement matching, and deeply discounted MBTA commuter passes to those who spend the preponderance of their time commuting to the office.

Founded in 1990, BVARI is one of Boston's only small non-profits in biomedical research. We are a strategic partner to the VA Boston Healthcare System, which maintains academic affiliations with several prestigious universities and hospitals in Boston. We enable top-notch research programs, driving major advances in a number of high-priority disease areas affecting the U.S. veteran population and translating to the general public. We seek intelligent, creative thinkers who possess initiative and leadership qualities and who have a hunger for pioneering new business solutions and continuously enhancing organizational excellence. We are a hard-working and highly collaborative team of dedicated and talented individuals whose mission is to support biomedical research advances and enable clinical trial programs to improve veterans’ healthcare.

About This Role

BVARI is committed to providing outstanding support to VA faculty engaged in research. The Research Administrator provides pre- and post-award service to VA Boston faculty across multiple clinical and research departments across three campuses. The position is responsible for the entire grants management lifecycle, including proposal development, award review, subaward initiation, forecasting, expenditure monitoring, reporting, and closeout. The work consists of a portfolio of federal grants and industry contracts, primarily supporting translational research and clinical trials. In addition, the position will contribute to the Sponsored Programs Administration team to support compliance with research compliance policies and regulations, assist in development of institutional policies, procedures, and guidelines, and implement strong internal controls throughout the organization.

Pre-Award:

• Responsible for the timely and accurate review of entire proposal for a portfolio of federal and industry-sponsored awards, including large grants and clinical trials
• Timely and proactive preparation and review of incoming award/outgoing subaward documentation including risk assessment
• Review funding opportunities and prepare application documents for routine and complex proposals in compliance with sponsor guidelines
• Facilitate negotiation process between VA Office of General Counsel and Associate Director of Research Administration in reviewing industry-funded clinical trial contracts and other sponsored agreements
• Provide outstanding and expedient service to a wide range of Principal Investigators (PIs) across numerous hospital departments and divisions
• Responsible for oversight of grant submission process, including monitoring the application review process and independent submission of supplemental information (e.g., JIT, progress reports, extensions)
• Develop often highly nuanced budgets and budget justifications for research and clinical trial proposals in collaboration with faculty
• Optimize policies, processes, and systems in partnership with the Sponsored Programs Administration team for optimal tracking, reporting, and internal controls

Post-Award:

• Internally disseminate accurate and complete financial information to ensure compliance and appropriate pace of spending; minimizing preventable account surpluses and deficits.
• Facilitate research and financial compliance oversight, including effort reporting, expenditure monitoring, and coordination with regulatory compliance committees (e.g., IRB and IACUC) in accordance with the federal regulations and sponsored requirements
• Independently review and approve final award budgets and establish new award documentation for account setup
• Prepare associated internal processing documentation in a timely manner (e.g., personnel change forms, reimbursement forms, invoice approval by PIs, etc.)
• Complete monthly financial reconciliations and projections for planning and decision-making meetings and communication with PIs, ensuring they are kept up-to-date on their financial position across their entire research/education portfolio
• Partner with faculty to ensure compliance with reporting requirements and applicable sponsored requirements
• Review budget adjustments, restrictions, and required responses with faculty and provide timely and compliant responses to sponsors
• Ownership of PI portfolio, including monitoring award balances, spend plans, and milestone payments requiring coordination with Finance
• Review and approve project expenditures for compliance with federal, institutional, and sponsor guidelines

Desired Qualifications

• Experience in grants management and/or research compliance oversight systems desired
• Bachelor’s degree and at least 1-3 years of experience in research administration and/or research compliance, preferably at a higher educational institution, academic medical center, or biomedical research institute
• Exceptional interpersonal skills, including the ability to speak comfortably with individuals at all levels, including staff, executives, and scientists
• Excellent writing, communication, organization, and execution skills required
• Exceptional attention to detail and ability to meet deadlines with little or no supervision
• Some familiarity in Office of Management and Budget 2 CFR 200 (“Uniform Guidance”) regulations and NIH, Department of Defense, and other major funding agency policies
• Working proficiency in Microsoft Excel required

Work Perks

• An employer who supports life/work balance
• A generous benefits package including health, dental, vision, and life insurances, commuter benefits, FSA, and a retirement plan with matching after a year
• The ability to contribute to making a difference in the lives of veterans
• The opportunity to work in a hybrid departmental/central office setting in a growing organization where every contributor makes a direct impact
• Flexible work arrangements as approved by supervisor

Job Location

Please note this job is located in Massachusetts and requires you reside in the state of Massachusetts.

Physical Demands

The physical demands described in this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee frequently is required to stand; walk; use hands; and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Position Type/Expected Hours of Work

This is a full-time position, and hours of work and days are Monday through Friday, 8:30 a.m. to 5 p.m.

Travel

No travel is expected for this position.

Work Authorization/Security Clearance

An employee in this position must complete all appropriate background checks at the time of hire and periodic reappointment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Equal Opportunity Employer

Boston VA Research Institute provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absences, compensation, and training.