Senior Grants Administrator 20hrs/wk

Senior Grants Administrator 20hrs/wk

- (3142418)

McLean Hospital is a comprehensive psychiatric hospital committed to providing easy access to superior quality, cost-effective mental health services in the Boston area, Massachusetts and beyond. Since 1811, McLean Hospital has been a world leader in the treatment of mental illness and chemical dependency, research into the cause of mental illness and the training of generations of mental health care providers. McLean's multidisciplinary programs treat a broad range of psychiatric illnesses across the full continuum of care.

The Sr. Grant Administrator is responsible for general business activities related to the New England Consortium (NEC) Node of the NIDA Clinical Trials Network (CTN) and other identified grants in the Alcohol, Drug, and Addiction Treatment Program (ADATP). Serves as an administrative partner for the Principal Investigator in helping to achieve the strategic vision and goals for the NEC Node and ADATP. Provides support for the development, implementation, and oversight of the administrative and operational structure to support all clinical research activity. Assists the providers with all administrative functions related to conducting clinical trials, including handling regulatory documents, budgets, and contracts. Administers budgets to ensure compliance and expenditures are managed according to grant awards. Coordinates regulatory affairs and provides operational support to ensure compliance with regulatory requirements. The Sr. Grant Administrator will oversee operating procedures and lead re-envisioning efforts for systems to ensure the team has the support and resources necessary for regulatory compliance and to successfully deliver on current commitments. This role will support and work closely with the NEC Node and ADATP leadership to develop grant proposals and proposed budgets for existing and new project opportunities.

The Sr. Grant Administrator has a dual reporting line to the Division Chief and the Associate Director of Research Administration. The Sr. Grant Administrator will be responsible for overseeing the administrative and financial operations of the Division in collaboration with Research Administration. The Grant Administrator at this level has a high degree of independent responsibility both directly and in providing guidance and support to less experienced Grant Administrator's for multiple grants representing significant dollar volume and complexity and requiring prior experience and in-depth knowledge of a variety of funding source regulations and policies.

I. DIVISION ADMINISTRATION

• Oversees items which require frequent interactions with Project Directors, Research Administration, etc. in order to clarify/negotiate/manage financial and space issues related to the Division operations.
• Assists in the development of budget strategies and translate that into the preparation and negotiation of operating, study and site budgets at the local and national level.
• Prepare, assemble, and distribute contracts, amendments, and other regulatory documents related to the NEC Node.

• Assists Grant Administrators in establishing policies and procedures. Evaluates, initiates, and implements various systems and procedures and revises them as necessary to maximize efficiency.

• Prepares and presents various statistical reports, cost analyses and budget justifications.

• Provide technical assistance to internal staff and community programs involved in the Clinical Trials Network regarding contracts, budgeting compliance, processing of document and reporting.

• Act as a liaison to NIDA’s Program Officer, Grants Specialist and community programs regarding all contractual and fiscal issues.

• Work in collaboration with leadership to identify all business processes that are critical to the operational success of the node and the Division and ensure compliance with identified business policies and procedures.

Financial Responsibilities

• Assists with the preparation of the annual Division research revenue and expense budget.
• Assist with the annual capital budget process, including tracking expenses and obtaining necessary approvals for expenditures.

• Prepare financial analysis of budgets as necessary.

• Oversees all Check Request Forms for payment of invoices and reimbursements for travel and other out-of-pocket purchases.
• Develops and maintains a fiscal record keeping system and develops monthly status reports of cost centers

  II. RESEARCH ADMINISTRATION

  Responsible for the oversight of research administrative activities including:

• Assists the Division Grant Administrators with all research, departmental, and various sundry funds within the Division.
• Responsible for the divisional research dollars
• Reconciles monthly fund statements
• Coordinates with Accounts Payable, Research Finance, Payroll, and other departments as needed for resolution of errors or identification of charges
• Develops and maintains a fiscal record keeping system and develops monthly status reports of research funds
• Reviews statements with each PI and recommends and implements measures for cost containment as appropriate
• Works with Grant Administrators, Project Directors, Division Chair etc to approve all capital purchases
• Assigns expenditures to funds as necessary
• Meets monthly, or as necessary, with the Principal Investigator leaders and Department Business Managers/ Project Directors/ Chief regarding finances
• Reviews semi-annual “Time and Effort” reports for all sponsored activities in order to ensure compliance with government guidelines.
• Maintain current working knowledge of Federal and Private sponsor regulations as well as Institutional guidelines pertaining to research management.
• Monitor all budgets on a monthly basis to ensure that expenses are within budget limitations. Responsible for monthly journal entries.
• Respond to audit questions and queries and maintain all records for potential audits. Supply data to ensure sponsor compliance with grant policies and procedures.
• Participate in and prepare for audits by continually evaluating and recommending operational and process improvements to our financial compliance processes.
• Coordinating grant proposals (competing and non-competing) including preparation of budgets and forms, maintenance of “other support” data, interface / follow-up with Research Administration/funding agencies, and maintenance of orderly files; assists investigators in identifying funding sources and obtaining applications; apprising investigators regarding submission dates and changes in the application, submission, and funding guidelines of the institution and of various funding agencies.
• Attends hospital committee meetings; apprises Grant Administrators and investigators as necessary.
• Works with investigators/Research Administration to develop, update, and maintain human and animal research protocols; maintaining orderly files of all protocol-related documentation.
• Participating in planning regarding space allocation, renovations, etc.

• OTHER RESPONSIBILITIES

• Help implement an organizational structure with defined responsibilities and accountability to support programmatic development within the Division.

• Under the direction of Research Administration, manage all space and space related projects, including the identification and acquisition of funding for the same.

• Participate in strategic planning, providing financial and statistical information to facilitate this process.
• Develop systems to foster communication and collaboration among investigators within and outside the Division.

• Establish greater opportunities for training of departmental personnel in business and management.

• Performs/coordinates special projects for Principal Investigators, Chief/Directors/Managers of the Division as may arise from time-to-time.

• Maintain current working knowledge of Federal and Private sponsor regulations as well as Institutional guidelines pertaining to research management.

• Signature authority as delegated by PI or Division Chief
• Other tasks as assigned by PI, Division Chief or Research Administration

• All McLean team members are expected to consistently demonstrate our values of integrity, compassion, respect, diversity, teamwork, excellence and innovation in their work activities and interactions.

  
  

• Bachelor's Degree, Master's Degree in a directly related field preferred
• 2-5 years' experience preferably in a healthcare or financial field
• Condition of employment: must complete all trainings and assessments within 6 months of hire.
• Requires extensive knowledge of program administration guidelines of Federal and
• non-Federal funding agencies supporting research
• Ability to manage high volume and complex transactions
• Familiarity/experience with all types of award mechanisms, including grants, federal and non-federal contracts, subcontracts, cooperative agreements
• Requires discretion and judgment to organize priorities, complete tasks and handle confidential information
• Supervisory experience preferred
• Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures
• Evidence of increasing responsibility in management in academia, high tech and/or medical products industry
• Demonstrate financial management experience including budget development, grant and contract management, etc
• Experience with team building with ability to provide support, direction and development to staff is a plus
• Effective analytical skills
• Ability to make decisions quickly and independently
• Excellent interpersonal/communications skills
• Exceptional computer skills (Excel, Word, Powerpoint, internet) required
• Good command of English language

EEO Statement
It is the policy of McLean Hospital to affirmatively provide equal opportunity to all qualified applicants for employment and existing employees without regard to their race, religion, color, national origin, sex, age, ancestry, protected veteran status, disability, sexual orientation, gender identity or expression, pregnancy or a condition related to pregnancy including, but not limited to, lactation or the need to express breast milk for a nursing child, or any other basis that would be in violation of any applicable law or regulation.
Primary Location MA-Belmont-MCL McLean Hospital Main Campus Work Locations MCL McLean Hospital Main Campus 115 Mill Street Belmont 02478 Job Grant and Fiscal Support Organization McLean Hospital(MCL) Schedule Part-time Standard Hours 20 Shift Day Job Employee Status Regular Recruiting Department MCL Research Job Posting Jan 14, 2021