Massachusetts General Hospital

Boston, MA, 02117, USA

Job Description Receiving general direction from the Senior Grant Administrator for the Department of Pediatrics and the Executive Director for the MGHfC provides management support and administrative oversight of research grants in the Department of Pediatrics. The Grant Manager is responsible for the pre and post award management of a portfolio of grants and contracts within the Department of Pediatrics. The incumbent will work directly with the Principal Investigators, Fellows, Senior Grant Administrator and Executive Director in all aspects of the grant administration process. . Primary duties include grant/contract proposal submission, compliance, budget oversight and financial management, subcontract management, sponsor reports, and daily administrative and operational requirements of assigned contracts/grants. The Grant Manager will maintain, operate and manage departmental space and equipment inventory, personnel issues related to new hires, credentialing and foreign regulatory and visa issues. The incumbent will be responsible for processing reimbursements and maintaining policies and procedures compliant with MGH regulations. Work with Principal Investigators and their support staff to coordinate all aspects of grant submission; prepare budgets and budget justifications; ensure proposal compliance with Hospital and grantor policies and procedures, as well as those of subcontracting institutions. Review grant applications prior to submission to Research Management to ensure compliance with institutional and funding agencys regulations. Alert investigators to any necessary changes. Maintain files of all submitted grant applications. Functions as resource person in clarification of policies and works with Principal Investigators to achieve compliance. Ensure timely set-up of new funds. Assist investigators in identifying funding sources and obtaining applications. Apprise investigators of submission dates and changes in the application, submission, and funding guidelines of the institution and of various funding agencies. Identify potential budget procedural and policy issues affecting grant implementation and work with Principal Investigators to resolve issues; maintain ongoing forecast of funds available throughout grant period; optimize budgeting for Principal Investigators laboratories by coordinating grants available from all grant sources. Monitor grants and funds monthly; resolves accounting and reporting issues as necessary; prepare budget-versus-actual status reports for use by Principal Investigators and facilitates implementation of grant awards by obtaining fund numbers, activate salary assignments to grants, and other associated tasks. Work with PIs to identify variations, trends, issues, etc. in a timely fashion. Facilitate Principal 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 MGH and other local, national, and international sites. Identify and interpret cost-sharing issues and/or opportunities. Process cost transfers on a timely basis; work with Principal Investigators to proactively identify and avoid need for cost transfers, i.e., project cash flow for projects and re-budget as required. Advise regarding the allowability of costs to be charged to programs. Review appropriateness of transactions and budget reallocations against funding source guidelines. Work with Research Finance to resolve complex accounting issues. Verify that funds are available for all equipment, personnel and major purchases. Assure compliance with federal purchase and contract requirements. Responsible for the identification and prevention of projected overruns and for the resolution of projects in deficit situation. Initiate mechanisms of budget control and assist in implementation on short and long-term basis. Responsible for the timely closeout of all expired projects through the coordination of fiscal resources. In conjunction with Research Finance, conduct final desk audit for sponsor compliance upon project termination. In coordination with Research Finance, oversee contract billing and receivables. In coordination with PIs, Senior Grant Administrator and ED, complete all information and report requests from Research Management, including cost transfers, audit requests, budget changes, etc. Initiate and process reimbursements, purchase requisitions, and check requests for assigned grants/contracts. Coordinate with appropriate PIs and Lab Manager(s) on supplies spending for assigned grants/contracts. Review, adjust and facilitate approval of quarterly Time and Effort reports for all sponsored activities in order to ensure compliance with government guidelines. In coordination with the PIs, Senior Grant Administrator and ED, participate in development and coordination of long-range plans and funding strategies for activities of assigned PIs. Develop primary working relationships with local, national, and international site administrators of assigned grants/contracts. Develop collaborative working relationships with ancillary services such as, Research Management, Corporate Sponsored Research and Licensing, Partners Human Research Committee, Center for Comparative Medicine, Subcommittee on Research Animal Care, Research Space Management, Accounts Payable, Purchasing, Human Resources, Partners International Office, etc. Implement new technologies used to enhance efficiency and administrative workflow within the groups. Attend monthly MGH RADG meetings to keep current with federal (NIH in particular), state and other sponsor requirements, timelines and policy issues. Assist Department Leadership in establishing policies and procedures. Evaluate, initiate, and implement various systems and procedures and revise them as necessary to maximize efficiency. Maintain floor plans and space and coordinate and process all office moves, obtain/purchase necessary furniture, telephones, coordinate all installation of data/voice lines etc. Maintain departmental telephone lists and work with web master with seminar listings, and other appropriate postings. Act as the keygiver for all computer logons and passwords for Pediatric Research. Assign shared drive access and maintain keys for research staff. Coordinate computer hardware and software purchases and upgrades. Maintain an inventory of equipment. Place technical support calls and order supplies for office machinery, such as copier and fax machines. Human Resources/Recruitment:
Coordinate with Human Resources for the interviewing, hiring, and training of new employees. Post positions; distribute resumes and schedule interviews as needed. Manage center job descriptions. Act as liaison to Partners International office for research staff and referral source to new employees for information on international visa issues, housing, social security, etc. Act as liaison with Department of Pediatrics Credentialing Coordinator for all new appointments and reappointments of research staff in accordance with MGH, HMS and US Government regulations. Coordinate faculty recruitment visits for research faculty candidates:
plan multi-day interview schedules, make travel arrangements, ensure smooth transitions between interview locations, schedule seminar room, AV equipment, and catering, and advertise seminar. Post advertising for all research faculty recruitment below the professorial level. Document search process for research faculty recruitment according to Harvard Medical School guidelines and maintain files. Other Responsibilities Serve as representative of the MGHfC and Hospital as requested for committees, projects, etc. Perform/coordinate special projects for the Department or MGHfC as may arise from time-to-time. Skills/Abilities/Competencies Exceptional analytical and organizational skills and the flexibility to handle multiple tasks and deadline pressures. Ability to make decisions quickly and independently. Excellent interpersonal/communications skills. 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 Willingness to take on new challenges and openness to change. Qualifications Bachelors degree in Business or equivalent; Masters degree preferred. Minimum of 5 to 7 years of directly related experience; Demonstrated research administration experience with pre and post award emphasis. Working knowledge of NIH and other federal, state and foundation regulations and requirements.

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