Research Administrator II (Post Award) (Finance)

Overview

The Senior Research Administrator, Post-Award (Research Administrator II) will, under the direction of the Director, Major Projects and Post Award Administration, manage a full sponsored research post-award portfolio including oversight and management of financial policy, compliance and reporting issues that arise during the life of the award.

Post-award responsibilities involve the administration of research projects to ensure they operate within financial limitations as well as their compliance with legal, sponsor and Center policies and procedures.

Position also supports the development and implementation of research business practices that establish effective and efficient administrative operations.

This role is a wonderful opportunity to be part of a remarkable team atmosphere where pre-award, post-award, compliance and research legal work closely together.

• Small, single focus institution with a global impact
• Possibility of making a real impact on an individual basis
• Due to our smaller size, recognition of individual accomplishments is apparent to all levels of leadership
• Role is a hybrid of central office administrator and departmental administrator positions at other institutions.
• Strong collaborative effort with our PI's
• Great institution and OSR for learning
• Ability to participate in Center-wide initiatives such as Diversity and Inclusion, Research Retreat, and other Research-wide effort

As a health care organization, we have the 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) and COVID-19 as a condition of employment.

The interview process will be conducted virtually, and the role has the option for a mainly remote schedule if desired.

Responsibilities

• Act as primary post-award service contact for Principal Investigators, department administrators and Sponsors. Manage the finances of the sponsored projects for assigned divisions, departments and programs.
• Conducts timely financial analysis, reporting, and invoicing of sponsored awards, by providing PIs financial summaries and reports in a spreadsheet format that is easily understood by the lay reader, and that agree to Joslin financial systems. Modify spreadsheet report format to meet PI's program needs, and include data necessary for PI decision-making. Present concerns and issues needing PI attention: time sensitive matters, PI decision needed, PI approval required, etc.
• Allocate salaries to sponsored projects at the direction of Principal Investigators, in accordance with the award and sponsor guidelines. Determine affordability of proposed salary allocation. Prepare and approve job requisitions, Change of Status, terminations and other related paperwork. Collaborate with HR to ensure the annual performance evaluation and salary increases process is completed within established parameters.
• Communicate accurate and timely financial data to principal investigators, sponsors and others. Interpret and translate financial data so it is understandable for the non-specialist. Investigate any anomalies and provides timely resolutions. Reallocate budgets and initiate costs transfers with supporting PI approval.
• Monitor and approve all personnel, equipment, materials & supplies, and other grant or contract expenditures to manage project spending within budget limitations and award submission of any required financial reporting or billings.
• Collaborate on a regular basis with Research Finance to ensure effective OSR performance in areas of financial reporting, budgeting and compliance. . Comply with specialized research accounting requirements for cost transfers, effort reporting and recharge operations.
• Work with Research Finance to close sponsored project accounts, resolve deficits, determine carryforwards and approve final closeouts. Coordinate with Research Finance the monitoring of accounts Receivable (A/R) and collection activity as well as account reconciliation and closeout.
• Monitor account activities regularly to analyze deficits and balances. Work with the Post Award Associate Director as needed to alert PIs and others as appropriate regarding potential issues, and resolve issues promptly.
• Support efforts to manage the use of core laboratories and other research facilities for optimal productivity, as applicable.
• Execute the budget process to develop annual investigator, core or other budgets according to assigned portfolio.
• Assist with the A-133 audit as requested.
• Request sponsor authorization as necessary on changes in principal investigator, scope of work, key personnel effort, performance site, or proposed funding period; carryforward funds; unobligated balances; no cost extensions, budget reallocations; etc.
• Assist with review, planning and approvals for subcontracts/awards from the appropriate authorizing official. Perform post-award administrative activities to ensure that all awards, subcontracts with collaborating institutions, and modifications to them, reflect the institutional interest and are compatible with institutional policies and procedures.
• Interpret complex terms and conditions and apply understanding of federal regulations in order to perform quality control checks on new awards and modifications. Capture essential reporting requirements, schedules/reviews financial and non-financial reports.
• Stay current on all regulations and requirements regarding federal and other sponsored grant activity. Remain abreast of current trends, practices, regulatory and/or policy changes of granting entities, which may impact internal processes or programs. Provide continuing education to post award staff on external regulations.
• Interfaces regularly with the Director, Research Compliance/Assurance & Programs, Pre-Award Administration and other Joslin Divisions to ensure compliance with all regulations.
• Ensure all regulatory trainings and approvals are met before and after all grant submissions and awards are made, including but not limited to IRB, IACUC, FCOI and so forth as applicable.
• Communicate with sponsors collaborators and others about the business aspects of sponsored projects on behalf of the investigators.
• In collaboration with Pre-Award prepare just-in-time documentation or other information required for sponsor grant application processing and award issuance.
• Participate in the development and implementation of new internal policies, procedures or practices to ensure compliance in the conduct of research applicable with federal regulations, state and all other regulatory bodies governing grant compliance.
• Gains buy-in and support for compliance by explaining to PI the importance of compliance to Joslin as a whole and consequences for the Center for non-compliance by individual faculty of staff. Guide faculty and staff on what is compliant, what is acceptable and appropriate, and what also most fully supports the scientific program.
• Other related duties as assigned.

Qualifications

• Bachelor's degree, or the equivalent combination of education, training and experience from which comparable skills can be acquired.
• Three or more years' prior experience in research administration with an emphasis on post-award in an academic research/hospital environment preferred.
• Demonstrated track record in a front-line service-oriented position, involving extensive customer service and relationship building.
• Broad knowledge of policies and regulations governing federal funding and accompanying compliance issues.
• Must be proficient in Microsoft Office suite software and other database applications.
• Familiarity with Internet searches, PDF files, and other types of electronic resources as required.
• Demonstrated success in previous project management experience.
• Must be able to interpret PHS and other grand sponsor policies, including OMB circulars A-110, A-122, and A-133, the Federal Demonstration Partnership/Research Terms and Conditions and agency-specific terms and conditions including the PHS Grants Policy Statement and related grant management requirements to ensure accurate proposal submission.
• Knowledge of electronic federal proposal/award management systems including grants.gov and eRA Commons.
• Knowledge of basic intellectual property principles.
• Strong written and verbal communication skills to effectively communicate with diverse segments of the institution, provide training, and respond to end-users questions regarding electronic grant management system.
• Ability to work independently to identify problems and solutions that meet the occasionally competing needs of research, other internal departments, sponsoring agencies or regulatory bodies.
• Strong detail orientation when reviewing grants terms and conditions against account to ensure accuracy and compliance.
• Ability to work under pressure.
• Skill in prioritizing workload to complete work in timely manner where there are pressures of deadlines, competing requirements, and fluctuation workloads, without sacrificing quality.
• Ability to explain departmental policies and standard operating procedures related to sponsored research functions and agency regulations to investigators to gain buy-in and acceptance.
• Ability to collaborate with OSR colleagues in a manner that fosters teamwork, cooperation, respect and diversity.