Grants Administrator, REMOTE Radiation Oncology

The Department of Radiation-Oncology is looking for a Grant Manager who will manage all aspects of clinical and non-clinical research grants and contracts and clinical trials in accordance with sponsor and Hospital policy.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Sponsored Research (Pre- Award)

o Proactively works with faculty and/or professional staff to prepare applications for grants in compliance with sponsor guidelines and Hospital standards for excellence and timeliness.

o Develops budgets and budget justifications for award proposals.

o Responsible for the timely and accurate completion of entire proposal (excluding scientific content) for accuracy, presentation, and compliance. This includes but is not limited to all administrative pages, narratives for non-scientific areas of the grant (e.g., data sharing plan, resource sharing plan, human subjects, vertebrate animals, etc.), appendices, subcontract packages, and completing proposal information in the sponsor's system and internal Hospital's system.

o Provide faculty with reviews and feedback on administrative components ensuring compliance with sponsor policies. Relay feedback from central office on administrative documents.

o Responsible for oversight of grant submittal process, including monitoring the application review process and submitting supplemental information, and completing any JIT or program requests.

o Assists with all progress reports and ensures compliance and responsiveness with sponsor guidelines and requests.

o Facilitate discussion with Executive Director when indirect cost delta requires funding from the department and/or Principal Investigator.

o Aid in new clinical trial agreement and budget negotiations working with the PI, CRM, and Clinical Trials Office. Communicate with Department Chair and Executive Director for their approval on the new budget. Ensure internal record system is completed appropriately and routed to the central office.

o Aid in new incoming industry sponsored research agreements working with the PI and Innovation Office. Ensure internal record system is completed appropriately and routed to the central office.

o Aid in new quality improvement projects and institutional service agreements. Coordinating between sponsor, PI, and the Office of General Counsel.

• Finance (Post- Award)

o Upon award, finalizes the budget with Principal Investigator and works with Central Offices to get the award set up properly in a timely manner.

o Reviews Notice of Award for any restrictions/requirements. Works with faculty to assure understanding of reporting and other requirements of PI.

o Reviews budget adjustments, restrictions, required responses with faculty and ensures a timely response to the sponsor.

o Manages budget spending to guidelines, monitoring and reviewing allocation of research funds, grant balances and charges, ensuring appropriate use of funds under investigator control, both in terms of sponsor/external regulations and Hospital policy.

o Processes/ approves supply purchases in accordance with sponsor/hospital policies.

o Submits RPOs to allocate salaries appropriately to grants/clinical trials.

o Compiles and analyzes fiscal data; disseminates accurate and complete financial information to ensure compliance with all requirements of externally funded programs, performs related duties as assigned.

o Manage clinical trial funds and finances - working with PI and CRM to allocate salaries appropriately to projects/trials, invoice sponsor for patient care costs, act as liaison between DF/HCC and pharmaceuticals for payments. Ensure funds are received from DF/HCC and deposited to proper fund. Interface with study subsites to manage payments/finances for multicenter studies. Assist in budget and contract amendments as necessary. Submit residual balance transfer once trial is completed.

o Provide financial oversight on non-industry sponsored projects - including but not limited to submitting journal entries and cost transfers, review and approve annual final invoices, forecast fund balances as necessary and upon PI requests.

o On a semi-annual basis, review time & effort reports for accuracy, route and submit to central office for on time completion.

o Facilitate billing agreements by working with external sponsors (particularly HMS and DFCI) and Research Management.

o Meet bi-monthly with Research Finance for Chief Code meeting - discussing fund statuses, fund close outs, and small balance and deficit write offs.

o Meet monthly with Research Management Post Award to discuss contract statuses and any post award related questions or issues on federal, foundation, and non-profit grants and contracts.

o Assist with the annual Space and Asset certification.

o Meet monthly with Radiation Oncology Clinical Research Operations Committee to provide updates on clinical trial agreement statuses, funding, and any new changes from the central offices.

o Meet bi-weekly with Sr. Grant Administrator and CRM to discuss clinical trial budgets, funding of Clinical Research Coordinators, and statuses of new and existing agreements such as clinical trials, subcontracts, confidentiality disclosures, and data use agreements.

o Provide ad-hoc reporting to Executive Director, Finance Manager, CRM, PIs, Sr. Grant Administrator and Clinical Research Operations Committee.

Qualifications

QUALIFICATIONS:

1. Bachelor's degree

2. 1-3 + years of experience in hands-on clinical research grants administration and finance

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

1. Detailed knowledge of federal and institutional regulatory requirements for human subject research

2. Proficiency in basic computer functions and knowledge of specialized computer applications, such as database software, statistical programs, etc.

3. Ability to handle multiple projects and tasks efficiently, prioritize, and meet deadlines.

4. Excellent organizational, time management, and communication skills and attention to detail

5. Must have good interpersonal skills and ability to work with many senior investigators and administrators to manage priorities.

6. Excellent interpersonal and management skills to work professionally at all levels.

7. Experience with grants administration, budgeting, and contracting.

WORKING CONDITIONS:

Administrative office. Most work is done via computer with frequent meetings/consultations with investigators, and research staff.

SUPERVISORY RESPONSIBILITY:

None

FISCAL RESPONSIBILITY:

As stated in the Principal Duties and Responsibilities, which encompasses, but not limited to all financial support functions.

EEO Statement

BWH is an Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law.