Grants Administrator / Department of Medicine - Cardiology / Day
Brigham & Women's Hospital(BWH)

Boston, Massachusetts

General Summary:

The Division of Cardiovascular Medicine is seeking ahighly motivated research administration professional to join a team ofadministrators managing a growing research program. Reporting to and workingclosely with the Manager of Research Administration and Finance, this position isresponsible for the research administration and grant management activities forthe Division of Cardiovascular Medicine. The Division's research program is comprised of over 150 faculty (MDsand Ph.D's), 200 fellows and research associates, 250 weekly employees(research assistants, laboratory managers, administrative coordinators,financial positions), located in approximately 35,000 sq ft of wet and drylaboratory space in multiple sites on and off campus. The Grant Administrator willprovide exceptional customer service to the division's investigators and collaboratorswith a high degree of independence and judgment.

Principle Duties andResponsibilities:

This position is responsiblefor the life cycle management of multiple research groups within the Division, andwill be responsible for a diverse portfolio of funding mechanisms. Primaryresponsibilities for this position include the following:


  • Oversees preparation and submission of all new, competing, and non-competing sponsored research proposals for the division, and ensures that all required documentation and criteria are met for a successful submission. Works closely with lab staff and Principal Investigators to identify all potential costs associated with a proposal.
  • Serves as liaison to the Partners central office and other sponsoring agencies with regard to fiscal and/or administrative concerns.
  • Oversee "JIT" submissions to sponsors upon request, and ensures information being submitted is accurate and up to date. Maintain records of all submission materials in network drive for future reference.

  • Responsible for ensuring the divisions fiscal compliance on all sponsored projects. This includes being familiar with approving all expenditures, assigning cost centers, monitoring compliance with budgets, and identifying and investigating potential problem areas and proposing solutions. Makes recommendations for cost savings and rebudgeting, based on thorough understanding of study requirements and funding agency's regulations.
  • Maintain financial management system to allow accurate, detailed and up-to-the minute reporting of financial status and staffing distributions of all grants, special purpose funds, etc.
  • Serves as liaison to Accounts Payable, Payroll, Purchasing and other Hospital departments. Identifies particular needs of research studies and works to ensure that these needs are met. Also, works with outside vendors to obtain products and services necessary to the operation of the Division.
  • Provide monthly, annual and ad hoc financial reports on all funds. These reports include current expenditures, projections of future expenses, and variances from budget line item expenses.

Research Compliance
  • Serve as primary resource for PIs with respect to updates/changes in regulations and policies of grantor agencies.
  • Responsible for ensuring compliance with all Hospital and government regulation for research involving human subjects and animal subjects research.
  • Interacts extensively with Research Administration to ensure compliance withal Hospital, government (NIH) and funding agency policies.
  • Review and approve cost transfers for thorough detailed explanations and adherence to sponsor and institutional policy.
  • Assist in the review of the semi-annual effort reporting for the division. Ensures all faculty effort reports are reviewed for accuracy, routed for certification, and submitted to the Partners central office for completion on time.


  • Minimum of a Bachelor's degree in business, finance, accounting, or equivalent required. Master's degree in management or equivalent preferred. Candidates holding the CRA certification a plus.
• Minimum of one to three years of directly relatedexperience in a research environment and familiarity of reading financialreports and ability to use spreadsheet and financial applications software.


• Must possess the ability to thrive in a busy,high-volume, and deadline driven team environment that requires coordination ofmultiple activities and the judgment and flexibility to reprioritize tasks asneeded.

• Excellent organizational, communication, problem-solvingand interpersonal skills.

• Excellent verbal and written communication skills tocommunicate effectively with Division personnel, members of other BWH offices,outside funding agencies (NIH, industry and foundations), and vendors.

• Requires excellent interpersonal and management skillswith ability to interact professionally at all levels to plan and initiate new activities.
  • Ability to work independently and to accept responsibility for complex and sensitive decision-making as it relates to the overall conduct of the Division.
  • Strong analytical ability to manage the financial aspects of the position.

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.

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