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Senior Integrated Grant Administrator, Remote

Company

Mass General Brigham
Address , Boston, 02114, Ma
Employment type FULL_TIME
Salary
Expires 2023-07-30
Posted at 11 months ago
Job Description

Senior Integrated Grant Administrator, remote

- (3243955)

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, Partners HealthCare 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.

The Senior Grant Administrator is an active member of the Mass General Brigham Central Research Management office, and is a primary point of contact for Principal Investigators (PIs). The Senior GA is committed to identifying and adhering to best practices in grants and contracts administration, while upholding the highest standards of integrity and fiduciary responsibility. The Senior GA will proactively address the demands of research grant administration by providing exceptional customer service to the research community and collaborators in their pioneering efforts in science and medicine.

This position has dual reporting to Mass General Brigham Research Management and Research Departments. In addition to specific departmental responsibilities, the position will assume responsibilities of the Research Management office based on specific experience and training. The purpose of this dual reporting structure is to streamline the grants processes for investigators and provide a more efficient model for administrative support for research, while ensuring compliance with institutional and sponsor policies and regulations

With guidance from senior level colleagues, the Senior GA actively manages the research activity of an assigned portfolio of Investigators. As the primary contact for these Investigators, the Senior GA provides guidance and serves as their primary point of contact. The level of grant life cycle responsibility will be based on the particular Investigator’s portfolio. The Senior GA will act both independently and as a member of a dynamic group to achieve the goals of the research community. The volume and complexity of the work is commensurate with experience and the opportunity exists to take on a greater and more in-depth workload with successful performance.

Primary responsibilities for this position will be Pre-Award focused with the majority of focus will be helping investigators prepare sponsored funding proposals to federal, foundations and industry sponsors. Post-Award responsibilities may be added in future state depending on successful performance and volume workload.


PRE-AWARD RESPONSIBILITIES:
  • Work with faculty to identify and organize all requirements necessary for timely progress report submission
  • Work with Manager or mentor on complex transactions, including the review of federal contract solicitations and applications.
  • Work with assigned Department Administrators and PIs, or as triaged by Manager, on the review and
  • Prepare annual progress reports and supporting documents (eSNAP, RPPR and paper submissions)
  • Field inquiries from Department Administrators and PIs, and communicates institutional policy, procedure and documentation requirements.
  • Assist Manager, as delegated, in the orientation, training and mentoring of GA I and GA II staff.
  • Review Just - in - Time information requested by sponsor, including Other Support effort documentation, IRB and IACUC protocol approvals.
  • Track progress of grant application through submission and sponsor decision
  • Proposal reviews are provided to department contacts in standard format with clear notation on required and suggested changes. As needed, contacts sponsor’s grant’s officer for clarification and guidance on sponsor’s regulations and requirements.
  • Assist Manager, as delegated, in the review of GA I and GA II work and the QC review of all data entered into Electronic Grants Management System.
  • Review research proposals for compliance with sponsor and internal Mass General Brigham guidelines
  • Expected to handle special projects such as training new hospital administrators, giving presentations on proposal preparation to new investigators, giving presentations at NCURA and similar meetings, system improvements and specific compliance areas such as IRB or COIs.
  • Identify departments that need additional support and training on the application process, procedures and policies to be adhered to throughout the process. Assist Manager and Director in the development and implementation of needed training modules.
  • 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.
  • Take ownership of managing an assigned portfolio of research departments, and serve as the primary resource for department administrators and PIs.
  • Verify that all sponsor submission requirements have been met in advance of signatory approval.
  • Work with faculty to identify and organize components necessary for grant submission
  • Correspond directly with the sponsor’s representative in order to resolve compliance and budgetary questions; ensuring that the resulting award is issued accurately.
  • Review Request for Proposals (RFPs) for eligibility and clarify requirements as needed
  • Expected to obtain Institutional Signing Authority within six months of start date.
  • Maintain Electronic Grants Management System records in compliance with institutional and sponsor policies for all proposals and progress report submissions
  • Obtain solid working knowledge of NIH Grant Policy Statement, standard federal grant regulations, as well as Mass General Brigham policy and standard operating procedures.
  • Development of all new applications for funding including submissions in response to complex RFP’s and BAAs.
  • When reviewing applications that contain subcontractors, verify subrecipeint eligibility for the subcontractor PIs and the entity as part of the review and submission process.
AWARD MANAGEMENT RESPONSIBILITIES:
  • Work with Manager to revise faculty & staff effort due to new award
  • 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.
  • Assist Manager and Director, or lead, in the development and implementation of both internal and external training modules.
  • Expected to handle special projects such as training new hospital administrators, giving presentations on PostAward processes to new investigators, giving presentations at NCURA and similar meetings, InfoEd and Insight system improvements, etc.
  • 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.
  • 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.
  • Expected to participate in special projects as necessary
  • Assist Manager, as delegated, in the review of GA I and GA II work and the QC review of all data entered
  • Work with assigned departments and other Mass General Brigham offices, as needed, on all PI transfers.
  • Coordinating set up of consultants with Supply Chain
  • Expected to obtain Institutional Signing Authority within six months of start date.
  • Prepare outgoing subcontract modifications that do not include changes to terms and conditions.
  • Effectively work with demanding clientele, and be able to identify potential risks to the institution and escalate issues appropriately in a timely manner
  • After award information has been entered into InfoEd, work with Manager to review and activate the account. Notify PI and department administrator once approved and activated.
  • Submission of one-time eCheck payments
  • Assist Manager, as delegated, in the orientation, training and mentoring of GA I and GA II staff.
  • Complete bi-annual effort reporting for PIs
  • Conduct thorough review of all award terms and conditions for all new and renewal grants for assigned workload.
  • 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.
  • Cover for Manager as needed – run and/or attend meetings, compile tracking reports, etc.
  • Under the supervision of managers, assist as needed to ensure Mass General Brigham compliance with terms.
  • Submission of purchase order requisitions/payment of vendor invoices


RESEARCH FINANCE RESPONSIBILITIES:
  • Assume additional responsibilities as assigned.
  • Actively monitor grant expenses, receivables and revenue.
  • Prepare Financial Status Reports (FSR) in accordance with sponsor requirements.
  • 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.
  • Conduct financial analysis for all active accounts on assigned Investigator portfolio.
  • Use Insight, MicroStrategy, and PeopleSoft queries and reports to measure and manage workflow effectively and efficiently.
  • Update records in PeopleSoft to ensure projects are being invoiced on a regular and timely basis.
  • Coordinate monthly internal reporting and organize and attend quarterly (or more frequent as needed) PI meetings
  • Prepare and review monthly, final, and custom invoices in accordance with Sponsor requirements.
  • Assist Investigators in identifying opportunities to improve processes and achieve optimal efficiency in all areas of the grant lifecycle.
  • Assist in the close-out of funds including the preparation of closeout documents and closing entries.
  • Serve as a technical expert and provide guidance and coaching to GA I and GA II colleagues.
  • Contribute to the preparation, review, and modification of Standard Operating Procedures consistent with all pertinent internal and external regulations.
  • Review and process non-personnel costs transfers.
  • Review and approve incoming subcontract invoices to ensure accuracy and compliance with sponsor terms before being paid.
  • Confirm expenses to be assigned to sponsored projects and work with others applicable to ensure ordering is accurate.
  • Contribute to the preparation of training materials and conduct training sessions within the department.
  • Assist manager, as delegated, in the orientation, training and mentoring of GA I and GA II staff, including the review of GA I and GA II work.
  • 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.
  • 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 Mass General Brigham.


Qualifications

  • Bachelor’s Degree preferred. Related experience in research administration may substitute for the college degree.
  • 4+ years experience in research administration in an academic setting (hospital, non-profit organization or university) is preferred, or 2-5 years other professional experience.
EEO Statement


Mass General Brigham is an Equal Opportunity 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.

Primary Location MA-Boston-MGB Remote See Posting for Details
Work Locations MGB Remote See Posting for Details 399 Revolution Drive Somerville 02145
Job Research-Management
Organization Mass General Brigham
Schedule Full-time
Standard Hours 40
Shift Day Job
Employee Status Regular
Recruiting Department MGB Research Management
Job Posting May 24, 2023