Research Grants & Contracts Administrator

Gillette Childrens is seeking a Research Grants & Contracts Administrator to join our team! This role providesfull-lifecycle research administration support across pre-award post-award and compliance functions for all sponsored projects at Gillette Childrens. This position serves as the institutional point of contact for contract and award management research financial operations effort reporting sponsor invoicing and federal compliance activities.

Purpose of position

The Research Grants and Contracts Administratorprovidesfull-lifecycle research administration support across pre-award post-award and compliance functions for all sponsored projects at Gillette Childrens. This position serves as the institutional point of contact for contract and award management research financial operations effort reporting sponsor invoicing and federal compliance activities.

The incumbent manages post-award financial workflows effort certification cost allocation and audit readiness across all active research studies.

This position works closely with the Vice President of Research Director of Finance Research Program Directors Institutional Compliance Officer Legal and research project teams to ensure effective stewardship of sponsored funds and compliance with institutional sponsor federal and state requirements.

Compensation

The annual salary range for this opportunity is $95222 to $142792 with a median salary of $119007. Pay is dependent on several factors including relevant work experience and internal equity. Salary is just one component of the compensation package for employees. Gillette supports career progression and offers a competitive benefits package including a retirement saving match tuition and certification reimbursement paid time off and health and wellness benefits for .5 FTE and above.

Core Responsibilities and Duties

Contract and Award Administration (Pre-Award/Sponsored Projects)

• Serve as institutional liaison to outsourced pre-award and clinical contracts managed servicesproviders ensuring deliverables meet Gillettesquality compliance and timeline expectations.
• Manage and oversee all proposals by providing guidance interpretation and advisement during the pre-award and award initiation processes for internal and external sponsors (e.g. federal state non-profit and corporate).
• Review sponsor guidelines policies and procedures to ensure compliance andprovideexpert advice to investigators. Use in-depth knowledge of the pre-award process to ensure proposal document compliance.
• Communicate with funding agencies as needed to clarify policies procedures and interpretations of application instructions. Act as a consultant to investigatorsadministrators and others writing grant proposalsregardinginterpretation of policies and grant terms and conditions.
• Leadorcollaborateonbudget development for proposals ensuring compliance with sponsor and Gillette financial policiesregardingpersonnel categories effort cost-sharing direct and indirect costs justifications etc. Negotiate budgets as needed and provide budget set-up details to finance departments and executive leadership.
• Serve as the first-line reviewer of sponsorcontractterms and subaward agreementsidentifyingrisksrecommendingand negotiating positions aligned with Gillettes interests and partnering closely with Legal to ensure consistent application of institutional standards andappropriate escalationof non-standard or higher-riskcontractualprovisions.
• Evaluate triage and resolve contract and award management questions that arise from outsourced provider workflows sponsor communications or internal stakeholders.
• Manage financial conflict of interest (FCOI) documentation and processes in coordination with the Institutional Compliance Officer.
• Execute federal non-financial reporting obligations including progress reportsresearch performance progress report (RPPR)submissions and other sponsor-required documentation in collaboration with principal investigators.
• Serve as or coordinate with the federal grant Authorized Official for institutional actions including award acceptance no-cost extensions carry-forward requests and priorapprovalsubmissions.
• Maintain organizational registration UEI and other federal system credentialsrequiredfor sponsored project eligibility.
• Monitor subrecipient and study vendor compliance under active contracts including risk assessments invoice review against subaward terms and FFATA reporting as applicable.
• Review award notices fromsponsorand the Notice of Grant Award for accuracy against proposal details toassistaccountants inestablishingthe grant in advice toprincipal investigators and accounting staff on terms and conditions.
• Coordinate subaward proposals with other institutions. Submit subaward initiation documents to legal and financial departments andassistwith subaward set-up.
• Preparesubmit and track proposals using in-depth knowledge ofsponsorssubmission system. Develop andmaintaininternaldatabase of pending and active awards.

Post-Award Financial Management

• Record project-specific information in systems of record including effort reporting contractual obligations financial details timelines and related data. Review and understand sponsor terms and conditions as outlined in notices of award contracts agreements or internal equivalents.
• Maintain project-level contract records allowable cost documentation and performance period tracking across multiple systems of record (grants management financeclinical trials management system).
• Monitor research project expenses ensure costmatchingand revenue recognition principles are applied appropriately.
• Maintain and update planned effort percentages for all personnel working on research studies; ensurethateffort allocations align with sponsor budgets and institutional commitments.
• Coordinate fixed effort certification for principal investigators and manage non-payroll allocation processes (auto floats)in accordance withinstitutional policy and 2 CFR 200.430.
• Conduct variable time allocation reviews and corrections with Payroll including identification and resolution of payroll float discrepancies.
• Manage patient care cost allocation and reconciliation between Oracle Health and the clinical trials management system (RealTime) ensuring charges align with coverage analysis designations and sponsor billing terms.
• Administerparticipantremunerationmanagement tracking and reporting through the clinical trials management system (RealTime) including IRS reporting coordination as applicable.
• Prepare re-budgeting requests amendments and extensions in compliance with sponsor terms and conditions on an as-needed basis

Sponsor Invoicing and Revenue Management

• Prepare andsubmitallowable cost invoices to sponsors for cost-reimbursement awards ensuring alignment with approved budgets effort records and sponsor terms.
• Prepare milestone-based and fixed-fee invoices for industry-sponsored and non-cost-reimbursement agreements tracking deliverable completion and payment schedules.
• Investigate and resolve payment discrepancies short-payments and disputed charges with sponsorsmaintainingdocumentation of dispute resolution.
• Review and confirm foundation grant allocations and coordinate internal reimbursement requests with the Gillette Foundation.

Federal Compliance Audit and Institutional Reporting

• Ensure allfederally-fundedresearch projectsmaintaincompliance with 2 CFR 200 (Uniform Guidance) applicable OMB Circulars sponsor terms and conditions and institutional policies throughout the award lifecycle.
• Monitor and communicate with prime site or sub site as applicable to ensure transparent information sharing and compliance standards are being upheld by all parties.
• Prepare documentation and provide support for the organizationsannual uniform guidance (Single Audit)as itpertains to federal research awards.
• Conduct or supportprivate businessuse evaluations concurrently with the Legal department as needed for tax-exempt bond compliance.
• Maintain compliance documentation and monitoring records for all active federal awards subawards and industry-sponsored projects.

Reporting Analytics and Ad Hoc Support

• Develop andmaintaincustom reporting tools (e.g. PAN tracker invoicing files mileage trackersadhocfinancial reports) to support research department operational needs.
• Develop reporting analytics and interpretation of financial and non-financial data to arm the research and finance departments withvaluableinsights.
• Perform analysis of pre-award research activities and provide reporting on annual research proposal activity.
• Provide regular updates to investigators on upcoming proposal deadlines and important changes to funding agency policies and submission details.

Research Project Close-Out

• Coordinate with research project teams to complete final financial compliance and regulatory close-out steps.
• Communicate with relevant parties to issue final reports invoices and reimbursements.
• Closeappropriate systemsof record and archive financial recordsin accordance withstandard operating processes.

Process Development Improvement and Professional Growth

• Continuously evaluate and improve pre-award and post-award processes procedures and workflows including those interfacing with outsourced service providers.
• Write and review policies procedures and guidelines supporting research administration roles and responsibilities.
• Develop andmaintainproposal resources including databases job guides sample proposals document lists linksto other relevant resources.
• Honor ad-hoc requests from research department personnel and embrace a collaborative approach to challenging topics.
• Complete special projects as assigned.
• Participate in activities that promote professional growth ease of access quality improvement and patient satisfaction.

Qualifications

Required

• Bachelors degree in accounting finance business administration or related field and three (3) years of research administration experience spanning pre-award and/or post-award functions OR a combination of education and relevant experience totaling seven (7) years.

Preferred

• JD from an accredited law school with demonstrated knowledge of federal grant regulations contract law and research compliance in a healthcare or academic setting.

• Certified Research Administrator (CRA) or Certified Public Accountant (CPA).

• Advanced degree in business healthcare administration or related field.

• 3-5 years of experience in sponsored projects administration at a healthcare or academic institution.

• Familiarity with the Single Audit Act Federal Acquisition Regulation and sponsor-specific policies (NIH PCORI industry foundation).

• Experience with clinical trials management systemsgrantsmanagement platforms (e.g. ) and Oracle Health or similar EHR billing systems.

• Experience managing outsourced service provider relationships in research administration.

• Familiarity with electronic research support systems and other financial and human resource systems.

KnowledgeSkillsand Abilities

• Ability to interpret and apply federal regulations sponsor terms and conditions and institutional policies to research administration decisions.

• Demonstrated knowledge of 2 CFR 200 (Uniform Guidance) OMB Circulars and federal grant compliance requirements.

• Working knowledge of GAAP financial reporting and enterprise resource planning systems.

• Proficiencyin Microsoft Excel (advanced formulas pivot tables data reconciliation) and Microsoft Office Suite.

• Experience with sponsor invoicing cost reconciliation or financial reporting for research awards.

• Experience working on proposal submissions for a variety of funding sources (e.g. NIH corporate sponsors industry foundation).

• Excellent communication organizational and leadership skills.

• Strong analytical and problem-solving skills with meticulous attention to detail in financial reconciliation and compliance documentation.

• Ability to manage multiple concurrent projects with competing deadlines across pre-award and post-award functions.

• Effective written and verbal communication skills including the ability to explain complex regulatory requirements to investigators and research staff.

At Gillette Childrens we foster a culture where every team member feels a sense of belonging and purpose. We are dedicated to building an environment where all feel welcomed respected and supported. Our values are embedded at the heart of our culture. We act first from love embrace the bigger picture and work side-by-side with our patientsfamilies and colleagues to help every child create their own story. Together we work to ensure patients of all backgrounds and abilities reach their full potential.

Gillette Childrens is an equal opportunity employer and will not discriminate against any employee or applicant for employment because of an individuals race color creed sex religion national origin age disability marital status familial status genetic information status with regard to public assistance sexual orientation or gender identity military status or any other class protected by federal state or local laws.

Gillette Childrens is a global beacon of care for patients with brain bone and movement conditions that start in childhood. Our research treatment and supportive technologies enable every child to lead a full life defined by their dreams not their diagnoses.

To learn more about working at Gillette Childrens please visit Childrens participates in the U.S. Department of Homeland Security (DHS) E-Verify program which is an internet-based employment eligibility verification system operated by the U.S. Citizenship and Immigration Services. If E-Verify cannot confirm that you are authorized to work Gillette will give you written instructions and an opportunity to contact DHS or the Social Security Administration (SSA) to resolve the issue before Gillette takes any further action. Please visit for further details regarding e-verify.

Required Experience:

Unclear Seniority