Sr. Grant Administrator / 40 hrs, day / BWH Dept. of Surgery
Brigham & Women's Hospital(BWH)

Boston, Massachusetts

The Senior Grants Administrator (Sr. GA) will be part of a dynamic central research administration (grants management) team for the Department of Surgery (DOS). S/he will primarily work with the Principal Investigators (PI) and Division Administrators (DA) in assigned divisions in pre-award and post-award grants management. This position will report to the Senior Administrative Director of Research (AD).

DOS Research supports surgical researchers at all levels (post-doctoral fellows, junior faculty, and senior faculty) across thirteen divisions and two research centers within the department. DOS faculty perform basic science/translational research and/or clinical research in laboratory space across Longwood Medical Area (LMA) campus. DOS Research is the third largest department at the hospital in terms of total research revenue. Research funding sponsors include U.S. Department of Health & Human Services (DHHS) agencies, other federal agencies (Department of Defense), foundations, industry, and internal sources.

Grants Management

  • Responsible for all pre-award and post-award grants management for assigned portfolio and PIs.
  • Pre-award duties include: interpretation of sponsor guidelines; assistance with identifying funding opportunities and reviewing eligibility; compose and assemble administrative sections of grant proposal applications (i.e. budget, justification, biographical sketch, facilities/resources page, letters of support, etc.); collect required IRB and FCOI approvals; timely submission of grant applications and requests including Just-In-Time materials.
  • Post-award duties include: reviews notices of award terms and conditions, agreements and amendments; works with Partners Research Management to set-up new accounts; ensures expenses are charged to appropriate cost centers; monitors grant balances and expenditures in adherence to sponsor guidelines; assists with progress report submissions; regular review and maintenance of PI's Other Support pages; sub-recipient monitoring in adherence to federal Uniform Guidelines (UG); administers publication compliance; generates financial reports and multi-year projections for financial meetings; bi-annual effort reporting and salary cap calculations in accordance with hospital cost principals; prepares for grant close-outs in partnership with Partners Research Finance.
  • Anticipates and detects financial discrepancies and variances; proposes solutions and independently initiates corrective measures.
  • Meets regularly with assigned PIs to review pre- and post-award tasks; provides consultation and grants expertise to PI by reviewing project burn rates, encumbrances, balances, projections, research personnel allocations, and PI salary and over-the-cap distributions.
  • Works with post-doctoral fellows to ensure all training grant paperwork is submitted accurately and in a timely fashion; tracks all appointments to the training grant for successive years.

Operational and Compliance Management
  • Interfaces with internal and external groups and central offices to accomplish research goals and resolve grant issues: DOS Division Administrators, BWH Research Administration and Compliance, BWH Development, Partners Research Management, Partners Research Finance, and Partners Clinical Trials Office (CTO).
  • Engages as part of DOS research administration team in problem-solving, process analysis, efficiency improvement, and internal controls; participates in research work groups and serves as DOS representative in committees at department and hospital levels as assigned.
  • Supports PI with IRB and IACUC inquiries, data use/transfer agreements, and audits.
  • Guides PI and DA with onboarding new sponsored and non-sponsored research staff in partnership with Human Resources.
  • Meets regularly with AD to provide status updates of grant portfolio items.
  • Prepares for all financial research audits with AD.
  • Provides ad hoc financial and research reports for AD when requested.
  • Continually seeks new grants management knowledge such as hospital policy updates, funding regulations changes, and best practices.
  • Performs other related financial/administrative duties as assigned by AD.

  • Bachelor's degree required; business degree preferred.
  • Holds the Research Administrators' Certification Council's Certified Research Administrator (CRA) designation, or willingness to sit for the exam in the first two years of employment.
  • 5+ years of progressive responsibility in a complex academic research environment.
  • Research fiscal management experience preferred.
  • Preferred working knowledge of federal funding guidelines, PHS and HMS policies and compliance pertaining to federal cost accounting and grants management.

EEO Statement
Brigham and Women's Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, sexual orientation, gender identity, national origin, ancestry, age, veteran status, disability unrelated to job requirements, genetic information, military service, or other protected status.

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