GRANT ADMININSTRATOR-BWH DIVISION OF GLOBAL EQUITY - Partners HealthCare Systems - Boston, MA

As a not-for-profit organization, Partners HealthCare 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. Partners HealthCare 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 Partners HealthCare 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.

Job Description

The Division of Global Health Equity (DGHE) works to reduce health disparities and improve medical treatment outcomes for the poor. The Division is currently involved in projects in the US, Haiti, Peru, Russia, Rwanda, Lesotho, Malawi, and South Africa, focusing on both infectious and non-infectious diseases as well and other important health issues facing society. The portfolio consists of 76 active funds totaling over $61M.

The Grant Administrator’s major responsibilities include Pre-Award and Post-Award grant management; analyzing and planning division funds;,maintaining monthly reporting and analysis, ; and assisting faculty with potential new sources of funding.

This position has dual reporting to the Administrative Director, BWH Division of Global Health Equity, and Manager within Post-Award, Partners Research Management. In addition to specific departmental responsibilities, the position will assume responsibilities of the central Research Management Office based on specific experience and training. This streamlines the grants process for investigators, providing a more efficient model for research administration while ensuring compliance with institutional and sponsor policies and regulations.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Pre-Award Grant Management
Review RFPs for eligibility and clarify requirements as needed Work with faculty to identify and organize components necessary for grant submission Track progress of grant application through submission and sponsor decision Manage efforts of research assistants and others in the pre-grant process Prepare forms for grant submission (both internal and external forms) Work with subcontractors to complete subcontract application paperwork Submit applications for Research Management review and make necessary corrections prior to submission to sponsor Track pending submissions through award/denial Coordinate all Just-In-Time activities and responses Post-Award Grant Management
Prepare internal forms for grant receipt and fund setup; work with Research Management team to ensure timely set-up Prepare forms and coordinate set up of incoming foundation awards Work with PI to confirm final budget and subcontracts Manage subcontract modifications and terminations Coordinate completion of various components of subcontract setup Work with Finance Manager to revise faculty & staff effort due to new award Work with Finance Manager to revise annual Division budgets due to new award Coordinate monthly internal reporting; organize and attend quarterly (or more frequent as needed) PI meetings Coordinate on-time progress and final report submissions to funders (NIH and other) as required, including: Track final and progress report deadlines for all grants Work with faculty to identify and organize all requirements necessary for timely progress report submission Prepare annual progress reports and supporting documents (eSNAP, RPPR and paper submissions) Prepare internal and external forms for No Cost Extensions (NCE) of all grants; work with faculty and staff to ensure timely submission of all materials. Prepare all financial reports for submission to funders including NIH, other federal agencies and foundations Work with Research Finance on all grant expense, billing and revenue matters: Review invoices prior to submission to sponsors Track all revenue received on grants and contracts Ensure accuracy of all expenses charged to grant accounts and resolve erroneous charges in a timely manner Review, approve, and submit all subcontract invoices for processing and payment Responsible for reconciling and closing out funds for all inactive projects
Analytics
In collaboration with Divisional administrative team, develop and maintain routine reporting, and ad hoc analyses to support faculty grant planning Independently maintain analytic portfolio for Divisional faculty.
New Funding
Responsible for identifying new funding opportunities for the Division: Help generate leads for new grant funding Assist faculty with funding research Other
Manage effort certification process Review and recommend grants related earning distribution changes for DGHE faculty and staff Research and distribute grant opportunities as needed Maintain list of all grant submissions and outcomes Hold review meetings with PIs on a regular basis (monthly or quarterly) in collaboration with Division leadership Answer questions and provide support to faculty and staff regarding grants management Assist in training Research Assistants and others involved in the grants process Assist Financial Analyst as needed with grant related issues
Research Management Responsibilities (commensurate with experience and training)
Proposal, progress reports and Just-in-Time submission Award setup, including renewal years and execution of incoming subcontract modifications Fund management, including direct submission of all salary allocations and journal entries within 90 days
Qualifications
Bachelor’s degree required Advanced degree in Research Management field preferred Minimum of three years progressively responsible financial and administrative management experience in a research setting within an academic medical center Supervisory experience required 3-5 years of applicable experience in a major academic medical environment, including at least 3 years of grant administration experience Functional knowledge of management, finance, accounting practices and principles required Must be deadline driven and able to work under pressure Must possess excellent analytical skills, organizational skills, and sound judgment Must have excellent project management and financial skills Proficiency with Microsoft Office Excellent interpersonal and management skills; capacity to professionally interact with staff at all levels Ability to act independently, display excellent judgment and maintain confidentiality Ability to interpret and abide by numerous research policies mandated by the National Institutes of Health and other grant-awarding institutions
WORKING CONDITIONS
Normal office environment Located at the BWH Division of Global Health Equity Meeting attendance at Research Management central offices on weekly or monthly basis
EEO Statement

Partners HealthCare System is an Equal Opportunity Employer
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