Grant Administrator II (Pre Award)

The Grant Administrator II has a direct reporting line to the Principal Investigator(s) and indirectly to the Grant Administrator III for the Division of Depression and Anxiety. The Grant Administrator II will be responsible for managing the financial operation and administration for a designated group of faculty members in collaboration with the divisional leader(s). Generally, the administrator at this level handles multiple sponsored and non-sponsored funds with relative high dollar volume and/or complexity for several investigators requiring prior experience with grant administration and specific knowledge of a variety of funding source regulations.

PRINCIPAL DUTIES AND RESPONSIBILITIES:  

The Grants Administrator II will report to the Principal Investigator(s) and have the following responsibilities:
Pre-Award
    With supervision, assists with the preparation of research proposals, awards and transactions related to grant/contract management and maintains grant/contract records in compliance with institutional and research sponsor policies.
    Prepares progress reports, just in time requests, continuation for future award years and keeps updated biosketches, other support pages for proposal submissions
    Receives, logs and pre-reviews research proposals for completeness.
    Pulls related files, generates activity reports, and prepares research proposal for review by  Grant Administrator III.
    With support of GA III/Division Chief & McL RA, negotiates terms and conditions of research agreements and awards from various sponsors.
    Supports follow up of McL RA recommendations regarding pre, post & compliance issues
    Reviews grant or contract project budgets, obtains/verifies necessary approvals, and recommends/negotiates changes to applications under the direction of the PI and/or GA III.
    Coordinates receipt of updated information requested by sponsor representatives before issue of awards and sign-off by Grant Administrator III.

Post-Award
    Maintain timely coordination and communication with involved parties regarding grants management issues.  Serves as liaison between the services and internal and external groups to manage programs and funds
    Budget forecasting; ongoing monitoring of fund statements; resolution of accounting problems/errors including personnel and non-personnel expenses
    Function as liaison to subcontracting institutions
    Verifies Financial Status Reports and subcontract invoices for accuracy 
    Monitors award/agreement milestones, payment schedules and coordinates processing of 
        checks for deposit
    Prepares new fund activation requests with approval of PI/Division Chief and closes out expired funds in  a timely fashion
    Ensures financial integrity of the lab(s) with accurate and timely accounts reconciliation and approves travel vouchers, invoices, procurements, reimbursements to employees, credit card activities with proper justification. No signature authority.
    Meets monthly with the Principal Investigator(s) and with Divisional Grant Administrator III/ Chief regarding finances as requested.
    Reviews semiannual "Time and Effort" reports for all sponsored activities in order to ensure compliance with government guidelines.
    Prepares Cost Transfers, changes in salary allocations, No Cost Extension requests, Residual Balance Transfers and rebudgeting according to institutional policies.
    Ensure financial integrity of the lab(s) with accurate and timely accounts reconciliation and approve travel vouchers, invoices, procurements, reimbursements to employees, credit card activities with proper justification. 

OTHER RESPONSIBILITIES 

    Establishes and maintains electronic and paper records in compliance with institutional and sponsor policies.  
    Responsible for all personnel transactions including new hires, promotions, salary changes
    Works with Human Resources on new recruitments
    Maintain current working knowledge of Federal and Private sponsor regulations as well as Institutional guidelines pertaining to research management. 
    Assumes additional responsibilities as assigned supporting the lifecycle of awards, contracts and unrestricted sources.
    Use Partners research applications as needed for daily workflow (e.g. PeopleSoft, Kronos, InfoEd, Insight, eExpenses, eCheck)
    Work with other Grants Administrators in the Division as a team and provide pre and post award coverage for each other when needed including becoming back-up for Kronos, PeopleSoft and other transactions.
    Fields telephone, fax and e-mail inquiries and communicates institutional policy,
procedures and documentation requirements.
    Directs customers to funding source materials and search tools within the office
and on the internet.
    May sign "acting for" as delegated by PI or GA III
    Works with GA III and Division Chief on special projects.
    Other tasks as assigned

Bachelor's degree in business or related field, OR equivalent experience

2 - 5 years of professional grant administration experience.
 
Requires familiarity with research administration guidelines of Federal and non-Federal sponsors supporting research.

Proficiency in Pre-Award tasks including but not limited to proposal for complex funding mechanisms/Sponsors, Just-in-Time (JIT) procedures, and completion of all follow up items from proposal through fully executed agreements highly preferred.