Joslin Diabetes Center

Research Administrator II, Clinical Research: Office of Sponsored Research

2 weeks ago
Job ID
# Positions
Research - Research


Under general direction, the Research Administrator II, provides Pre and Post award support to Joslin investigators for complex Clinical Research awards including federal grants and subcontracts, foundation grants and clinical trial agreements. Pre-award responsibilities require supporting the review and processing of grant applications and progress reports. Post-award responsibilities involve the administration of research projects in compliance with legal, sponsor and Center policies and regulations. This position will also assist in the maintenance of internal tracking data used for management reporting.



  1. Assists and advises faculty and staff on all aspects of pre- and post-award clinical research project proposals and account management.
    • Manages Clinical Research sponsored projects administration for assigned projects by serving as the front-line guide and support for faculty and staff regarding grants and contracts management. 
    • Develops resources to aid faculty and staff in their response to clinical research proposals and clinical trial agreements
    • Notifies faculty of key dates including continuation, renewal and financial reporting due dates,
    • Works independently to assist and advise faculty and staff on all aspects of Clinical Research project proposal development and management including budget development, budget justification, preparation of standard language for various non-scientific portions of applications, prior approval requests and other sponsor communications Assists in review, negotiation and execution of subcontract and clinical trial agreements
    • Ensures contracts are established in compliance with IRB and other regulatory guidelines
    • Monitors and approves transactions related to clinical research awards
    • Monitors and complies with clinical trial billing requirements ensuring the Center receives all outstanding obligations
    • Assists in the development of annual investigator budgets
    • Act as primary post-award service contact for Principal Investigators, department administrators and Sponsors. Manage the finances of the sponsored projects for assigned Investigators and Projects.  
    • 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.
    • Closes sponsored project accounts with Research Accounting, resolving deficits, determining carry forwards and approving final closeouts.
    • Works closely with the Clinical Research Center (CRC) to ensure all clinical research budgets are established in accordance with applicable policies and procedures
    • Assists in the administrative closeout of terminating contracts
    • Assists in responding to internal and external audits as required
  1. Presents clear and concise interpretation of policies, regulations, and guidelines to faculty, staff, administrators and others.
    • Communicates proactively  regarding all issues related to sponsored projects including proposal submission issues, ongoing budget issues and other administrative concerns that require attention
    • Ensures information flow is fully transparent, open, and timely. 
    • Assists faculty in communicating with sponsors, collaborators and others about the conduct of clinical research projects 
  1. Stays abreast of sponsors’ rules, regulations and policy changes. Disseminate information about changes in clinical research administration guidelines from sponsors and the Center. 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 faculty and staff on external regulations. Develops resources to aid faculty and staff in their response to funding opportunities and performance of contracts.
  1. Maintains departmental databases, including
    • Recording proposals, awards for proposals, incoming and outgoing subcontracts, just-in-time requests, the Access grants database and all other aspects of sponsored projects administration. 
    • Ensures timely and accurate updating of proposal and award databases and conducts quality control checks.
    • Assist in monitoring and maintaining quality control of departmental Access grants database
  1. Prepares just-in-time documentation for validation and compiles other information required for sponsors’ grant application processing and award issuance.
  1. Requests sponsor authorization as necessary on changes in principal investigator, scope or work, key personnel, key personnel effort, performance site, proposed funding period or no-cost extension requests via eRA Commons.
  1. Ensures clinical research award operational compliance with Center policies and external legal and administrative regulations.
    • Assists investigators and fellows in their compliance with all award administrative responsibilities, guiding investigators and fellows to appropriate committees for protocol or other approvals needed. 
    • Provides institutional oversight on grant applications, award and subcontract acceptance, sub-contracts and clinical trial agreement issuance
    • Works with Technology Transfer to monitor the requirements of incoming awards, material transfers, and license agreements. 
    • Ensure review of documents terms and conditions by designated institution official.
    • Participates in developing and implementing policies and procedures to ensure compliance with sponsor rules, regulations and generally accepted accounting procedures. 
    • Gains buy-in and support for compliance by explaining to the researchers and staff the importance of compliance to Joslin as a whole and consequences for the Center for non-compliance by individual faculty or staff. 
    • Guides faculty and staff on what is compliant, what is acceptable and appropriate, and what at the same time most fully supports the scientific program.
  1. Other duties as assigned


  • Bachelor’s degree, or the equivalent combination of education, training and experience from which comparable skills can be acquired.
  • Three or more years’ experience in research administration with pre and post award management in an academic research/hospital environment. 
  • Clinical trial and related clinical research experience preferred
  • Demonstrated track record in a front-line service-oriented position, involving extensive customer service and relationship building. 
  • Certification in Research Administration desirable.
  • Broad knowledge of policies and regulations governing federal funding and accompanying compliance issues
  • Ability to interpret PHS and other grant sponsor policies, including Uniform Guidance, and related grant management requirements to ensure accurate proposal submission.
  • Proficiency in Microsoft Office Suite software (Excel, Word, Outlook) and other database applications (Access Preferred)
  • Strong communication skills to effectively communicate with diverse segments of the institution, provide training, and respond to end-user questions.
  • 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 grants requirements against application to ensure accuracy and compliance in submission. 
  • Ability to work under pressure.
  • Skill in prioritizing workload to complete work in a timely manner where there are pressures of deadlines, competing requirements, and fluctuating workloads, without sacrificing quality.

Joslin Diabetes Center is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status or any other status protected by law.


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