Sr. Grant Administrator Jobs

Sr. Grant Administrator

Receiving general direction from the Center and Program Directors, incumbent is the administrative leader for all matters related to grant management across the Center for Precision Psychiatry (CPP). Drawing on a broad understanding of Hospital, Harvard Medical School, and sponsor policies and requirements, and displaying a high degree of initiative and independent judgment, the incumbent will collaborate closely with physician, scientist and departmental leadership. The Sr GA will be expected to continually assess and direct a wide range of research issues, including financial, personnel, operational, regulatory, facilities, programmatic development, and planning for the basic, clinical and translational research management enterprises of the Center.

Candidate will need to possess a thorough knowledge of current MGH, NIH, HMS, and other research-related policies and procedures, guidelines and standards. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information.

Financial Responsibilities

• Responsible for the overall fiscal management of all CPP research funds and expenses. Incumbent supervises, assists and coaches the research administrative team with the preparation of the monthly fund updates, meets with investigators to review those funds, and involves the Center and Program Directors in any financial issues that will have a negative impact upon Center finances.
• Directs and oversees administrative staff in all phases of research grant and contract administration (for NIH, industry and foundation grants, sundry funds, clinical trials, etc.).
• Works with principal investigators and fellows to identify new sources of funding.
• Supervises team involved in proposal development including developing budget, key personnel and other support components. Reviews proposals for submission, in coordination with principal investigators, laboratory personnel, Research Management and Research Finance. Reviews and apprises Center and Program Directors of requests for external funding that allow less than applicable indirect costs. Reviews award notices from the sponsors and revises budgets as needed to serve as fiscal control mechanisms for the projects.
• Works closely in communicating information to ensure the monthly fund projections are as accurate as possible to avoid any deficit spending. Ensures the timely resolution of fund deficits in collaboration with Research Management, Finance, and Center and Program Directors.

• Develops and implements policies and procedures and strategies for cost containment.
• Oversees and approves research financial transactional activities (payroll, travel requests, Peoplesoft MSS employee changes, journal entries, check requests, etc.) as appropriate; Oversees research expense (telephones, staffing, etc.) management issues.
• Conceptualizes and performs a variety of financial analyses (e.g. for fund monitoring, program development, PI recruitment, etc.).
• Oversees internal grant mechanisms, including clinical research grants, innovation grants and internal support provided to principal investigators by the Research Council.
• Works with Program Director to prepare/provide input into annual operating and capital budget as related to research requests and to coordinate input at the Center level.

• Special projects as assigned from time to time

Human Resources/Supervisory Responsibilities

• Is responsible for directing, coordinating, organizing, and working with Center staff and groups of individuals at all levels of the organization in conducting various projects.
• Establishes effective working relationships with principal investigators, representatives of other MGH Departments and sponsor agency representatives.
• Responsible for administrative oversight of research support.

• Conducts research grant administrative support staff meetings to educate the group and discuss issues related to the administrative aspect of research within the Center.
• Evaluates and standardizes procedures and effectively troubleshoots and resolves issues as they arise.
• Approves all personnel transactions (hiring, salaries, promotions, job descriptions, etc.) for research personnel, including both non-professional and professional staff; Maintains Departmental “tree” for Peoplesoft Manager Self-Service.
• Interprets and ensures compliance with institutional and sponsor agency personnel policies and procedures.
• Oversight of Time and Effort Reporting.

• Promotes diversity and equity initiatives.

Operational and Regulatory Responsibilities

• Interprets, analyzes, and disseminates information to division faculty.
• Develops and implements tools, systems and resources to support and facilitate proposal and award activities and to improve coordination of grant activities among principal investigators, Research Management and Research Finance; Works in concert with Research Management and principal investigators to ensure the continuity of the overall research effort.
• Interprets and articulates institutional and sponsor research regulations, including numerous, detailed Federal regulations that are subject to varying interpretations and non-Federal regulations for which each private sponsor has unique requirements pertinent only to that sponsor; Develops and recommends solutions acceptable to both the institution and the sponsor; Maintains a current working knowledge of all pertinent sponsor regulations through attendance at regional and national seminars, and by staying up to date with agency publications and industrially sponsored agreement terms and conditions.

• Works with Center Directors, Faculty, and staff and representatives from other departments to evaluate, initiate, and implement systems and procedures and revises as necessary to improve workflow and output and maximize efficiency.
• Makes recommendations to Center and Program Directors for developing policies and procedures related to the research enterprise.
• Provides grant assistance to Principal Investigators and staff.
• Work with ECOR and Research Council to provide and promote career development opportunities and provide insight and implementation strategies and programs.
• Assist in developing and staffing CPP Committees.

• Performs/coordinates special projects for Center as may arise from time-to-time.

SKILLS & COMPETENCIES REQUIRED:

• Quality Assurance: Skills to work efficiently and effectively and strives to do so in all aspects of position. Ability to engender these skills among staff. Ability to effectively manage day-to-day operations, establish and maintain policies and procedures, monitor statistics, manage workflow and output, and coordinate space and infrastructure issues. Ability to engender these skills among staff.
• Time Management: Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadline pressures.

• Fiscal Responsibility: Effective financial and analytical skills, including ability to develop and monitor budgets, grant and contract management. Ability to ensure timely submission and review of budgets and performance evaluations.
• Professional knowledge: Extensive knowledge regarding research financial, operational, business planning and project management, grant and laboratory management, sponsor and institutional guidelines and requirements, etc. Sufficient knowledge to improve, enhance, or upgrade complex financial, operational and technical systems.
• Leadership: Ability to identify issues/projects and initiates plans to address; Demonstrates forthrightness, positive attitude, and integrity. Ability to develop a common vision for diverse constituents, communicate effectively, sell ideas, and take ownership and responsibility for activities.
• Personnel Management: Ability to skillfully handle issues of sensitive nature with respect to confidentiality, abiding by institutional guidelines. Ability to recruit, train and supervise staff and to ensure that performance evaluations, payroll, employee changes and other HR transactions are completed in an accurate and timely manner. Ability to provide support, direction and development to staff.
• Discretion and Confidentiality: Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained by staff.

• Information Systems/Technology Skills: Exceptional computer skills (including operating systems, word processing, database, electronic mail, Internet, and spreadsheets).
• Critical Thinking/Decision Making: Ability to appropriately evaluate all aspects of a situation and to independently make appropriate and timely decisions. Ability to make decisions quickly and independently.
• Analytical Skills: Ability to conceptualize and conduct complex analysis (financial and operational).
• Safety/Compliance: Knowledge in all aspects of laboratory safety and ability to ensure a safe environment for laboratory staff and subjects.
• Interpersonal/communication: Excellent interpersonal/communications skills and a good command of English language, including medical and scientific terminology, with attention to detail and quality control.

• Is knowledgeable and compliant in all hospital, State and Federal regulatory requirements, including hospital policy and procedures (where applicable to the performance of the job), Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and Health Insurance Portability and Accountability Act of 1996 (HIPAA).

EXPERIENCE: Indicate the required and preferred (optional) amount and type of experience.

• Minimum of 5 to 7 years of directly related experience.
• Bachelor’s degree required, Management, Finance or scientifically related discipline; Master’s degree preferred.

• Minimum of 2 years of prior supervisory experience.

SUPERVISORY RESPONSIBILITY:

• Indirect: 11

FISCAL RESPONSIBILITY:

• Responsible for ensuring the management of research expenditures and sundry portfolio. Is responsible for collating, analyzing, and presenting sensitive fiscal information and participating in various aspects of fiscal management. Is responsible for prudent fiscal management of program resources (e.g. employee overtime, supplies, etc.).

WORKING CONDITIONS:

• Remote schedule. May be required to attend meetings on-site and/or outside of regularly scheduled hours.

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.