GRANT COORDINATOR - Pre-Award
GRANT COORDINATOR - Pre-Award
Posted on :
09-04-2025
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1 Vacancy
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Job Description
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills perspectives and ideas we choose to lead. Applications fromprotected veterans and individuals with disabilities are strongly encouraged.
GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.
The Grant Coordinator will support the Department Neurology Research by providing both administrative and grant coordination support to the Research Administration team (i.e. Administrative Director of Research Sr Administrative Manager Project Managers and Grant Administrators). Under the direction of the Administrative Director and Sr. Administrative Manager the incumbent will be responsible for performing various administrative functions including purchasing accounts payable database management and reporting. They will also serve as the primary resource to Grant Administrators and Principal Investigators with respect to grant/contract proposal submissions financial oversight compliance and daily administrative and operational requirements of assigned contracts/grants. Daily responsibilities will also include general administrative assistance to the Department that the scheduling of administrative meetings calendar management coordinating activities with other departments and hospital leadership and helping Administration in department projects and initiatives. The incumbant will be the main point of contact with respect to the Partners Office for International Professionals and Students for the preparation of documents needed for visa requests for foreign nationals as well as the MGH Human Resources Office for the onboarding of research nonemployees for the department.
PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility major job duties special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.
Grant Coordination
- Assists the Research Administration Team in the preparation of presentation materials reports and mailings.
- Assists Grant Administrators with the management of research funds including preparation and payment of invoices.
- Coordinates grant proposal preparation as assigned. Assists with preparing detailed budgets and justifications as well as gathering administrative documents from all personnel included on the proposal.
- Reviews proposals for completeness and compliance with application instructions as well as with sponsor and institutional policies.
- Creates InfoEd record and performs data entry of grant application materials into sponsor forms. Makes revisions to final proposal and tracks status of pending grants. Gathers materials for JustinTime requests.
- Monitors funds for a portfolio of grants on a monthly basis; advise accounting and reporting issues as necessary; prepares budgetversusactual status reports for use by Administrative Managers & Principal Investigators.
- Facilitates implementation of grant awards by obtaining fund numbers activating salary assignments to grants and other associated tasks. Work with Principal Investigators to resolve issues; maintains ongoing forecast of funds available throughout grant period.
- Processes check requests for clinical research site payments employee business expense reports and petty cash requests as needed.
Human Resources/Recruitment:
- Assist the Research Administration team with coordinating the interviewing hiring and training of new employees with Human Resources. Post positions; distribute resumes and schedule interviews as needed. Manage job descriptions.
- Act as resource to new employees for information on international visa issues housing social security etc.
Act as departmental liaison and primary point of contact to Partners International office for all research staff. Processes visas for foreign national research staff. Maintains a general working knowledge of visa categories and types.
Processes the on boarding of Research students and NonEmployees. Track start and end dates and notify management when they should be terminated in the system
Assists in Departmental Orientation/Training of new staff
Maintain search files for all research nonemployees.
Office Coordination:
- Performs short and longterm projects as related to Neurology Research Administration.
- Develops and maintains project documentation such as meeting minutes and agendas action items and issue logs.
- Meets regularly with the Neurology Research Administration Team concerning daily assignments longterm assignments policies and procedures assigned projects supplies and equipment and related problems.
- Keeps supervisor informed of department activities schedule of appointments status of projects and relevant department problems and needs.
- Coordinates collection and preparation of data and/or narrative reports required of the Department by sources that are internal or external to the hospital.
- Schedule appointments and meetings prepare agendas take minutes and provide other supporting materials for the Neurology Research Administration Team.
- Updates and maintains records and files as related to Neurology administration including the development and maintenance of computer databases.
- Perform photocopying faxing filing as requested. Implement innovative strategies for improved organization
Process purchase orders check requests employee reimbursements and petty cash vouchers as needed by Neurology Administrators.
- Resolves daytoday administrative problems. Troubleshoots problems and takes measures to correct them.
- Coordinate computer hardware and software purchases and upgrades. Maintain an inventory of equipment.
- Place technical support calls and orders office and break room supplies. Assists with maintenance support for computers telephones copier and fax machines as needed.
- Other office coordination duties as required.
SKILLS/ABILITIES/COMPETENCIES REQUIRED: Must be realistic objective measurable and related to essential functions of this job.
- Ability to work and make decisions independently with minimal supervision and guidance.
- Must be analytical and organized; able to prioritize and handle multiple tasks and deadline pressures.
- Solid customer service skills are needed as well as the ability to work successfully as a member of a team in a large organization. Ability to interact with individuals at all levels of the organization.
- Skill with spreadsheets and databases is needed. Must be thoroughly familiar with MS Office.
- Must pay particular attention to detail and deadlines.
- Exceptional computer skills (including word processing database electronic mail internet spreadsheets) required. Ability to learn new computer based applications is critical.
- Excellent interpersonal/communications skills.
LICENSES CERTIFICATIONS and/or REGISTRATIONS (if applicable): Specify minimum credentials and clearly indicate if preferred or required
N/A
QUALIFICATIONS:
Bachelors Degree in Business or related field preferred.
Minimum of one year of related preferred with grant proposal preparation preferred
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Excellent attention to detail
Strong analytical computer and financial skills
Excellent organizational and project management skills
Ability to work well under pressure and under deadline
Excellent word processing/spreadsheet/database skills
Ability to handle sensitive/confidential information
Independent judgment and problemsolving skills
WORKING CONDITIONS:
Normal office conditions.
SUPERVISORY RESPONSIBILITY:
None
FISCAL RESPONSIBILITY:
Maintains knowledge of funding agency and institutional requirements. Stays current on changes in federal and sponsor regulations that impact the preaward aspect of grant submissions.
Prepares budget recommendations and all related analyses for submission to Research Management.
Prepares grant proposal submissions and budgets for Principal Investigators.
Required Experience:
Chief
Employment Type
Full-Time
Key Skills
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