Grants Administrator I Neurosurgery Hybrid or Remote at Brigham & Women's Hospital(BWH) in BROOKLINE, Massachusetts

Job Description:

The Grants Administrator is responsible for the pre award management of a portfolio of grants and contracts within the Department of Neurosurgery. This involves interaction with and coordination of all interrelated areas, including sponsor, institutional and departmental policies and procedures.


Primary responsibilities include working with Principal Investigators to develop and fully manage and coordinate the funding proposal preparation for new, continuing, and competing grant and contract applications; functioning as liaison to federal and non-federal grantor agencies and subcontracting institutions. Maintain timely coordination and communication with involved parties regarding grants management issues. Serve as liaison between internal and external groups to manage programs and funds. Serve as primary resource for Principal Investigators with respect to updates/changes in regulations and policies of grantor agencies.


The candidate will report directly to the Research Administrative Manager for the Department of Neurosurgery and will work closely with the Investigators and their staff. The candidate is required to maintain a collaborative working relationship with the division chief, investigators, research fellows, research nurses and all other related research personnel within the group and to maintain a constant and open communication with the Administrator for Research.



PRINCIPAL DUTIES AND RESPONSIBILITIES:




I. RESEARCH ADMINISTRATION




Responsible for the oversight of research administrative activities including:

• Work with Investigators and their support staff to coordinate all aspects of grants submission; prepares budgets and budget justification; ensures proposal compliance with Hospital and grantor policies and procedures, as well as those of subcontracting institutions.


• Manage administrative and fiscal aspects of awarded projects, which requires sensitivity to the needs of individual investigators, knowledge of sponsor, institutional and departmental requirements, ability to interpret sponsor requirements and competency in addressing all of the in-house systems and departments (Accounts Payable, Purchasing, Human Resources, Payroll, Accounting, Property Control, Pharmacy, and Accounts Receivable).


• Review and approve or reject all expenditures for specific projects, including purchase requisitions, purchase orders, check request vouchers, travel advances, etc. Review criteria include considerations of sponsor requisitions as well as institutional policies.


• Ensure that the principal investigators conduct research projects with approvals from appropriate committees (humans, animals, biohazards) on an ongoing basis. Maintain communications with review committees to learn of any new requirements. Take necessary steps to prevent initiation of projects which have not been properly approved or updated.


• Determine, qualitatively, which investigators or administrators need closer monitoring to prevent activity which could affect the institution negatively, such as monetary loss due to audit disallowances, loss of funding or liability incurred due to research conducted without necessary approvals, and intervene to point out available resources or alternative procedures as appropriate.


• Maintain General Ledger accounts on a current basis. This often involves specific accounting activities, responsibility for all accounting adjustments, and closeout of research accounts, taking into consideration specific reports to sponsors if applicable. This also includes preparing monthly financial projections for all grants and scheduling and holding meetings with all division principal investigators on a monthly basis.


• Review expenditures and management of individual grants, sometimes necessitating resolution of problem accounts. Process cost center transfers on a timely basis.


• Manages the effort allocations of personnel, ensuring accurate salary allocations. Develops all necessary documentation to support the payment of personnel, including subcontracts, billing agreements, and consulting agreements.


• Maintain Research Administration account databases, specifically with regard to accuracy of data elements to ensure correct interpretation of grant reports by principal investigators and/or administrators.


• Apprise investigators of submission dates and changes in the applications, submissions, and funding guidelines of the institution and of various funding agencies.


• Facilitate Investigators interaction with the Partners Human Research Committee and Subcommittee on Research Animal Care on all applicable human and animal protocols, consents and related compliance issues including subject reimbursement. This includes BWH and other local, national, and international sites.


• Verify that funds are available for all equipment, personnel and major purchases. Assure compliance with federal purchase and contract requirements.


• In coordination with PIs, Chief, Administrative Directors, complete all information and report requests from Research Management, including audit requests, budget changes, etc.


• Develop primary working relationships with local, national, and international site administrators of assigned grants/contracts.


• Maintain active communication with investigators, administrators, and agency officials, including the National Institutes of Health and other federal, state and local offices, for giving and receiving information. Success depends on knowing relevant recent events which may affect research areas and then acting in a timely manner.


• In coordination with the PIs, Chief, and Administrative Directors, participate in development and coordination of long-range plans and funding strategies for activities of assigned PIs.


• Develop collaborative working relationships with ancillary services such as, Research Management, Corporate Sponsored Research and Licensing, Purchasing, Partners International Office, etc.


• Attend monthly BRISC meetings to keep current with the research trends.


• Assist with research related requests and initiatives impacting the entire Department.


• Any other administrative activity as required.


• Perform other duties and responsibilities as needed.

PHYSICAL/ENVIRONMENTAL REQUIREMENTS OF JOB




Work Environment:


Activity




Amount of Time Spent




None




1 - 25%




25 - 50%




50 - 75%




Over 75%



Outdoor weather conditions


X


Extreme cold (non weather)


X


Work in high place(s)


X


Work in confined space(s)


X


Risk of electrical shock


X


Risk of radiation exposure


X


Exposure to blood borne pathogens


X


Flammable/explosive gases


X


Toxic / caustic chemicals


X


Dust or other irritants


X


Grease or oils


X


Hazardous specimens


X


Exposure to lab animals


X


Infectious / contagious disease


X


Cleaning agents/chemicals


X


Hot equipment


X


Noisy equipment


X


Humid or wet conditions (non -weather)


X


Other



Lifting/Carry Requirements of this job


Lifting required



Minimal



Carrying required



Minimal



Number of pounds


Amount of Time




1 - 25%




25 - 50%




50 - 75%




Over 75%




Lift


Carry


Lift


Carry


Lift


Carry


Lift


Carry



Up to 10 pounds


X


X


Up to 25 pounds


X


X


Up to 50 pounds


X


X


Up to 100 pounds


Over 100 pounds



Push/Pull Requirements of this job:


Pushing required



Minimal



Pulling required



Minimal



Number of pounds


Amount of Time




1 - 25%




25 - 50%




50 - 75%




Over 75%




Push


Pull


Push


Pull


Push


Pull


Push


Pull



Up to 10 pounds


X


X


Up to 25 pounds


Up to 50 pounds


Up to 100 pounds


Over 100 pounds



Physical Activity requirements of this job:

Activity


Amount of Time Spent




None




1 - 25%




25 - 50%




50 - 75%




Over 75%



Stand


X


Walk


X


Sit


X


Use of hands requiring fine motor skills and sense of touch


X


Move / rotate / bend wrist(s)


X


Type / use keyboard or other data entry device


X


Reach with hands & arms


X


Climb stairs


X


Climb ladder or other equipment


X


Drive / operate motor vehicle


X


Balance


X


Stoop, kneel, crouch, bend, crawl


X


Speak


X


Hear


X


Taste


X


Smell


X


Other



Vision Requirements of this job:


Vision Requirement




Required




Not Required



Close vision


X


Distance vision


X


Color vision


X


Peripheral vision


X


Depth perception


X


Ability to adjust focus


X


Other



Safety equipment used while performing this job:


Safety eye glasses


Gowns


Filter lens (welding/soldering)


Scrubs


Face shields


Boots


Ear plugs or Mufflers


Hard hat


Surgical mask / dust mask


X


Coveralls


Self contained breathing apparatus (SCBA)


Gloves


Other


Level of noise typical in this work environment:


Very quiet


Quiet


Moderate


X


Loud


Very loud



Qualifications

QUALIFICATIONS:

• Bachelor's degree in Business or equivalent with a minimum of 2-5 years directly related research grant management & finance experience required, preferably in a medical setting or 7-10 years of experience directly related to research grant management & finance experience in a medical setting required.


• Requires verbal, quantitative and interpersonal skills normally acquired through the completion of an undergraduate degree or experience in a medical setting.

• General knowledge of NIH and other federal, state and foundation regulations and requirements.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED

• Strong analytical and organizational skills and the flexibility to handle multiple tasks and deadline pressures.


• Excellent interpersonal and management skills, with the ability to interact professionally with staff at all levels.


• Excellent verbal and good written skills are essential, as well as tact, discretion, and an ability to interact with persons having diverse backgrounds such as M.D.'s, Ph.D.'s, and research administrators.


• Demonstrated proficiency in Microsoft Office, Word, Excel, Access and Internet applications.


• Demonstrated ability to be organized and flexible in an environment, which requires continuous monitoring of priorities.


• Highly goal oriented, self-motivated, and able to work independently as well as in coordination with various teams.


• Willingness to take on new challenges and openness to change.

WORKING CONDITIONS:



Normal office conditions. Remote work or hybrid work available.



FISCAL RESPONSIBILITY:



Responsible for a portfolio of research grants and sundry funds within the Department of Neurosurgery.



EEO Statement

Brigham and Women's Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, sexual orientation, protected veteran status, or on the basis of disability. Apply Now