Grants Administrator Anesthesia

OVERALL RESPONSIBLITY:

Reporting to the Department Research Administrator, this position provides financial oversight, including all aspects of pre- and post-award administration for a portfolio of Principal Investigators (PIs) in the BWH Department of Anesthesia, Perioperative and Pain Medicine. The ideal candidate has excellent organizational, problem solving and interpersonal skills as demonstrated by working closely with PIs in an academic research environment over the past 5+ years.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Manage the early stages of the grant lifecycle, pre-award, including assisting with developing proposals using Insight ASSIST, advising Principal Investigators (PIs) on grant proposal submissions encompassing administrative and budget components (e.g., budget justification, allowability of costs) for new, continuing, and competing applications. Prepare detailed budgets and justifications, gather administrative documents from all personnel included in proposals, and review proposals for completeness and compliance with application instructions, sponsor guidelines, and institutional policies. Assist in the submission of annual progress reports and handle just- in-time requests efficiently and effectively.
• Monitor all funds within research portfolio reviewing monthly charges and encumbrances utilizing departmental systems and Mass General Brigham (MGB) fund management system, Insight. Independently identifies and resolves any outstanding issues or discrepancies. This may involve working with Accounts Payable, Research Management, Purchasing, PIs, and other departmental and hospital staff, to identify key issues, identify a definitive solution or action plan, and to take sole responsibility for putting that solution or action plan into effect. Independently problem solves all issues on a day-to-day basis. Seeks assistance for the most complex or problematic situations.
• Independently monitors and maintains post-award grant management activities including providing PIs with ongoing financial reporting as well as serving as the primary point of contact on all compliance-related issues involving grants or contracts. Serves as liaison with sponsors, fostering ongoing relationships.
• Responsible for providing fund updates on a regular basis to Principal Investigators, noting in correspondence with them any budgetary concerns in accordance with established federal, non-federal, and hospital guidelines. Work independently with Principal Investigator, research staff and other departments to resolve any issues. Seek assistance for the most complex or problematic situations.
• Conduct complex financial analyses as needed of PIs overall financial support, making projections of future funding to determine possible gap in research support.
• Review, adjust and have approved quarterly "Time and Effort" reports for all sponsored activities in order to ensure compliance with government guidelines.
• Apprise investigators of submission dates and changes in the application, submission, and funding guidelines of the institution and of various funding agencies.
• Monitor all assigned monthly financial reports to ensure accuracy and budget integrity. Work with PIs monthly to provide fund projections and to identify variations, trends, issues, etc. in a timely fashion.
• Review and monitor subrecipient invoices and work independently to resolve any issues.
• Work with Research Finance and Post-award to close-out all funds for projects which have ended including reviewing and approval of final sponsor reports of expenditures, work with departmental staff to closeout POs, and work with Principal Investigators to identify funding sources for personnel, etc.
• Independently assist PIs and administrative assistants with proposal submissions and progress reports. This includes budget development and review of PIs' effort.
• Administers salary billing process including ongoing monitoring of effort and adherence to related salary and effort limitations imposed under sponsor or institute policies. This may include reviewing and routing compliance documents, allocating and encumbering personnel costs to the new fund, and communicating new fund projections to PI.
• Coordinates visa applications for incoming research personnel working closely with MGB International Office on a case-by-case basis.
• Works closely with Human Resources and Office of Sponsored Staff concerning hiring and onboarding of employees, visitors, and research trainees.
• Collects time reporting data from exempt and non-exempt employees for payroll purposes through UKG.
• Attend BRISC, Department of Anesthesia Research Administrator and other meetings to keep current with federal (NIH in particular), state and other sponsor requirements, timelines, and policy issues.
• Assist Research Administrator with research related requests and initiatives impacting the entire Department.
• Other duties as assigned.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

• Must have strong working knowledge and understanding of sponsor and institutional guidelines and policies.
• Must be extremely accurate working with a large amount of financial data, as the consequences of erroneous financial data is significant.
• Possess excellent written and oral communications skills maintaining a level of professionalism at all times.
• Must exhibit a high degree of initiative to independently identify and solve problems.
• Exceptional analytical and organizational skills and the flexibility to handle multiple tasks and deadline pressures.
• Interest and enthusiasm for change.
• Excellent interpersonal/communications skills.
• Demonstrated proficiency in Microsoft Office, Word, Excel, and Internet applications.
• Proficiency working with hospital databases including Insight and ASISST for grant applications and review of finances.
• 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 changes.
• Must be well organized, work under time constraints and deadlines, and balance multiple competing priorities.

WORKING CONDITIONS:

Busy but normal office environment. Hybrid with onsite presence 3x week.

* B.A. or B.S. Accounting background strongly preferred.

* 2-3 years of relevant grant management experience, preferably in an academic department handling a large number of diverse grants.

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

BWH 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.