Joslin Diabetes Center

  • Research Administrator II (Pre-Award): Office of Sponsored Research

    Location US-MA-Boston
    Posted Date 2 weeks ago(8/2/2018 4:42 PM)
    Job ID
    # Positions
    Research - Research
  • Overview

    Under general direction, the Research Administrator II, Pre-Award (Senior Research Administrator) provides administrative and financial support to investigators in the Research Division for grant applications and progress report submissions and other pre-award related activities Supports the development and implementation of research business practices that establish effective and efficient pre-award administrative operations.


    • Manages the pre-award aspects of sponsored projects administration for assigned applications by serving as the front-line guide and support for faculty and staff regarding pre-award grants and contracts management. Works independently to assist and advise faculty and staff on all aspects of pre-award sponsored project proposal development and submission including, but not limited to, the following activities: identifying and disseminating funding opportunities/sources; reviewing eligibility requirements; interpreting funding guidelines; developing budgets and budget justifications; providing standard language for various non-scientific portions of applications; gathering subrecipient materials; and reviewing and submitting applications. Post application submission activities include: coordinating and submitting Just in Time and other post submission materials; disseminating Notices of Award with accompanying explanation of terms and conditions; coordinating risk assessments of subrecipients on federal awards, finalizing initial agreements for those projects where Joslin is a subrecipient; and notifying investigators of continuation and renewal due dates. 
    • Assists investigators with the preparation and submission of quarterly, semi-annual, annual and ad hoc scientific progress reports to funders. Collaborates with Post-Award on report components. Ensures that reports meet funder requirements, are submitted in a timely manner and are compliant with funder and Center policies. 
    • Presents clear and concise interpretation of policies, regulations, and guidelines to faculty, staff, administrators and others. Communicates proactively about proposal and progress report submission management issues to ensure information flow is fully transparent, open, and timely. Stays abreast of sponsor rules, regulations and policy changes. Disseminates information about changes in NIH and other sponsor forms, guidelines, requirements and rules. 
    • Provides formal and informal training for faculty and staff. Develops presentations and conducts seminars on Pre-Award issues. Coaches faculty and staff about effective pre-award management of federal and non-federal grants and contract proposals. Collects and creates resources to aid faculty and staff in their response to funding opportunities and performance of  awards. 
    • Ensures research grant operational compliance with Center policies and external legal and administrative regulations. Assists investigators and fellows in their compliance with all pre-award administrative responsibilities. Guides investigators and fellows to appropriate committees for protocol or other approvals needed. Provides institutional oversight on grant applications, award and subcontract acceptance. Works with Technology Transfer to monitor the requirements of incoming awards, material transfers, and license agreements, ensuring review of documents terms and conditions by designated institutional 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 researchers 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. 
    • Trains faculty and staff in preparation of electronic grant submissions through Application Submission System & Interface for Submission Tracking (ASSIST) and other portals. 
    • Maintains departmental database for the Pre-Award Work Plan and provides appropriate documentation to colleagues. Ensures timely and accurate updating of proposal and award database, and conducts quality control checks. 
    • Communicates with sponsors/assists faculty in communicating with sponsors, collaborators and others about the conduct of sponsored projects. Works with Post Award to request sponsor authorization as necessary on changes in principal investigator, scope of work, key personnel, key personnel effort, performance site, proposed funding period or no-cost extension requests. 
    • Prepares pre-award metrics on a quarterly basis and on an ad-hoc basis, as requested. 
    • Works with Philanthropy, Innovation and Clinic Divisions for preparation of division-specific applications. 
    • As assigned by the Vice President for Research Administration, provides specialized management to specific research programs such as the Center's core research areas, instrumentation and shared equipment grants, and other multiple user activities. May provide program development, establish budgets, coordinate staff, specialized licensing and reporting, quality control, and program documentation and evaluation. 
    • As assigned by the Vice President for Research Administration and/or Director for Pre-Award Administration, serves on and/or provides administrative staffing for institutional and other research committees. May prepare agendas, take minutes, maintain committee records, file regulatory documents and assure compliance with federal, state, and Center regulations. 
    • Periodically reviews and updates the OSR Website Pre-Award page.




    • Bachelor’s degree or the equivalent combination of education, training and experience from which comparable skills can be acquired degree
    • 5-7 year’s experience in providing pre-award sponsored project management services on NIH and other federally funded grants or contracts directly for faculty and physicians in an academic research/hospital environment
    • Demonstrated track record in a front-line service-oriented position, involving extensive customer service and relationship building
    • Pre-Award budget preparation experience
    • Certification in Research Administration preferred
    • Experience with electronic submission of proposals
    • Broad knowledge of policies and regulations governing federal funding and accompanying compliance issues
    • Must be able to interpret PHS and other grant sponsor policies, including OMB Uniform Guidance and 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 and eRA Commons
    • Knowledge of basic intellectual property principles
    • Must be proficient in Microsoft Office Suite software and other database applications
    • Strong communication skills to effectively communicate with diverse segments of the institution, provide training, and respond to end-user 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 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
    • 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 fosters teamwork, cooperation, respect and diversity



    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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