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Joslin Diabetes Center · 5 hours ago

Research Administrator II (Post Award)

US-MA-Boston

Full-time

Hybrid

Mid Level

3+ years exp

Joslin Diabetes Center is a small, single focus institution with a global impact, seeking a Research Administrator II (Post Award) to manage a full sponsored research post-award portfolio. The role involves overseeing financial policy, compliance, and reporting issues while ensuring research projects operate within financial limitations and comply with legal and sponsor policies.

DiabetesHealth CareTutoring

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 Receivables (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 Manager, 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 duties as assigned

Qualification

Research administrationFinancial analysisCompliance knowledgeMicrosoft OfficeElectronic grant systemsProject managementDetail orientationCommunicationWork independentlyCollaborate

Required

Bachelor's degree, or the equivalent combination of education, training and experience from which comparable skills can be acquired

Minimum 3 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 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 grant 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