The Grant Manager is responsible for the pre and post award management of a portfolio of grants and contracts within the Division of Transplant Surgery in the Department of Surgery.
Primary responsibilities include working with Principal Investigators to develop grant submissions for new, continuing, and competing applications; budget forecasting; ongoing monitoring of fund statements; resolution of accounting problems/errors; and functioning as liaison to federal and non-federal grantor agencies and subcontracting institutions. Maintain timely coordination and communication with involved parties regarding grants management issues. Serves as liaison between internal and external groups to manage programs and funds. Oversee implementation of policies and procedures under the general direction of the Office of Research Management (pre-award) and the Office of Research Finance (Post-award). Expedite the approval of industrial grants and contracts with the Office of Corporate Sponsored Research and Licensing and clinical trials with the Office of Corporate Sponsored Clinical Research. Serve as primary resource for Principal Investigators with respect to updates/changes in regulations and policies of grantor agencies.
The incumbent will report directly to the Administrative Director ¿ Research for the Department of Surgery. The candidate is required to maintain a collaborative working relationship with the division chiefs, investigators, research fellows, research nurses and all other related research personnel within the group.
I. RESEARCH ADMINISTRATION (80%)
Responsible for the oversight of research administrative activities including:
- Work with Principal Investigators and their support staff to coordinate all aspects of grants submission; prepares budgets and budget justification; ensures proposal compliance with Hospital and grantor policies and procedures, as well as those of subcontracting institutions.
- Assist investigators in identifying potential funding sources.
- 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 PI¿s monthly to provide fund projections and to identify variations, trends, issues, etc. in a timely fashion.
- Work closely with Research Management, Research Finance and PI¿s to set-up, maintain and close-out assigned grants
- Verify that funds are available for all equipment, personnel and major purchases. Assure compliance with federal purchase and contract requirements.
- In coordination with PIs, Chief, Administrative Directors, complete all information and report requests from Research Management, including cost transfers, audit requests, budget changes, etc.
- Develop primary working relationships with local, national, and international site administrators of assigned grants/contracts.
- Initiate and process reimbursements, purchase requisitions, and check requests for assigned grants/contracts. Coordinate with appropriate Lab Manager(s) on supplies spending for assigned grants/contracts.
- Review, adjust and have approved, quarterly ¿Time and Effort¿ reports for all sponsored activities in order to ensure compliance with government guidelines.
- In coordination with the PIs, Chief, and Administrative Directors, participate in development and coordination of long-range plans and funding strategies for activities of assigned PIs.
- 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 and Department of Surgery Research Administrator meetings to keep current with federal (NIH in particular), state and other sponsor requirements, timelines and policy issues.
- Assist Administrative Director ¿ Research for the Department with research related requests and initiatives impacting the entire Department.
II. OFFICE MANAGEMENT (20%)
Responsible for coordinating all services related to office management of a large center
- 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 Lab 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 ¿shared¿ drive access. Assign and maintain keys for laboratory 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.
- Other Office Management duties as required.
III. HUMAN RESOURCES/RECRUITMENT
- Oversee the process of interviewing, hiring, and training for new employees which is coordinated by administrative staff within the Division of Transplant Surgery;
- Manage job descriptions.
- Act as referral source to new employees for information on international visa issues, housing, social security, etc. as needed. Support will also be provided by administrative staff within the Division of Transplant Surgery.
- Act as departmental liaison to Partners International office for all Lab staff as needed.
- Oversee the process of obtaining employment agreements, MGH/HMS appointments and non employee status for new professional and non professional staff which is coordinated by administrative staff within the Division of Transplant Surgery.
- Input personnel data changes into PeopleSoft system for research personnel
- Oversee the posting of positions for all Lab faculty recruitment below the professorial level which is coordinated by administrative staff within the Division of Transplant Surgery.
- Document search process for all Lab faculty recruitment according to the Department of Surgery and Harvard Medical School guidelines.
- Maintain search files for all Lab faculty.
QUALIFICATIONS:
- Bachelors degree in Business or equivalent.
- Demonstrated research administration experience with pre and post award emphasis.
- Working knowledge of NIH and other federal, state and foundation regulations and requirements.
- Exceptional analytical and organizational skills and the flexibility to handle multiple tasks and deadline pressures.
- Interest and enthusiasm for change.
- 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 as well as in coordination with various teams.
- Willingness to take on new challenges and openness to change.
HOW TO APPLY: If interested, please apply online at www.mghcareers.org and search for this specific job posting using job ID # 2197545.