Grant Administrator II - Postaward

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Provides advanced post-award administration with greater independence than a Grant Administrator I - Post-Award. Supports the daily post-award operations for assigned grant portfolios under supervision. Ensures accuracy in financial transactions and assists Principal Investigators (PIs) in maintaining compliance with federal, state, sponsor and institutional policies.

Job Description:
Responsibilities but not limited to :

- Independently manages a portfolio of investigators, serving as their primary contact for financial projections, prior approval requests, award compliance, and all post-award matters.

- Responsible for financial management, compliance, and reporting for assigned research portfolios. Serves as a primary resource for investigators and junior staff.

- Works with information from internal systems, including Workday, grant management software, and other systems to monitor purchases, actual, and encumbered expenses as well as salary distributions. Must have an aptitude for numbers including budget management and familiarity with research federal policies.

- Works with Financial Analysts and others as necessary to reconcile information/reports and provide PIs with regular financial status reports in user-friendly formats; conducts regular meetings with PIs to provide and review projections to avoid deficit spending; works with PIs and Grants Management team leadership to manage deficits as necessary.

- Maintains regular communication with assigned PIs regarding financial reports and portfolio activities, escalating complex or sensitive issues to senior staff.

- Manages all time and effort reporting for defined areas of responsibility; works with PIs to regularly monitor information and make changes as appropriate; reports any unusual or non-compliant information to the PI and the Grants Management Team Leadership.

- Ensures compliance with institutional and sponsor requirements. Routes unusual, high-risk, or high-dollar items to Supervisor or Manager for review and approval.

- Serves as a liaison to connect the PIs and study teams to appropriate resources for onboarding, visa management, employee issues, facilities management, IT resources, compliance resources, etc.

- Participates in routine grants management meetings, seminars, and programs to stay abreast of best practice and guiding regulations; provides support for special projects as necessary.

- Prepares and routes carryforward and no-cost extension requests for supervisor approval and submission.

Team–Related Responsibilities:

- Works within a team structure under a Grant Manager/Grant Advisor Team Lead and participates in daily/weekly stand-up meetings to coordinate assignments and progress.

- Updates team trackers with reconciliations, cost transfers, effort reports, and financial closeout tasks.

- Provides early escalation of complex, unusual or high-risk financial activity to the Grant Advisor.

- Provides support to team members during absences or periods of high workload. Participates in feedback loops after closeouts or reconciliations to support team-wide improvements.

- Participates in team debriefs and continuous improvement discussions after closeouts or reconciliations to support team-wide improvements.

- Provides informal mentoring to Grant Administrator I - Post Award staff on effort reporting, closeouts, and financial compliance.

Other Responsibilities :

- Participates in required cross-training on pre-award duties to ensure working knowledge of the entire grant cycle.

Qualifications :

- Bachelor’s degree preferred.

- 3-5 years of research administration experience required.

- Experience with computer systems required, including web- based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

Competencies :

Decision Making: Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.

Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations.

Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.

Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.

Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

Teamwork: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.

Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Social/Environmental Requirements :

Work requires close attention for work to be accurately completed. Intermittent breaks during the workday do not compromise the work. Work routine is fairly consistent, but employee needs to be able to use judgment to respond to potential unplanned events several times a week.

No substantial exposure to adverse environmental conditions.

Health Care Status: NHCW: No patient contact. Health Care Worker Status may vary by department.

Sensory Requirements :
Close work (paperwork, visual examination), monitor use, conversation.

Physical Requirements :
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects; sitting most of the time, with walking and standing required only occasionally; this job requires constant keyboard use, frequent sitting; there may be occasional walking, fine manipulation using both hands.

Pay Range:
$66,000.00 USD - $88,450.00 USD
The pay range listed for this position is the annual base salary range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled