Director, Research Administration - Post Award - Joslin Diabetes Center

Overview

Under the direction of the Executive Director for Research Administration, the Director, Research Administration for Post-Award will oversee and manage all post-award grants administration operations and compliance functions as performed by the Office of Sponsored Research.  Post-award responsibilities involve the administration of research projects to assure they operate within financial limitations as well as their compliance with legal, sponsor and Center policies and regulations as well as the leadership and ongoing development of the Post-Award department staffing, and the development, implementation and enforcement of policies and procedures as they relate to all post-award sponsored activities.  Pre & Post awards management of Major Programs including internal Fellowships, NIH T32 award, NIH DRC, MLSC and Core Facilities in association to the DRC and other major programs as appropriate.  In addition, complete responsibility for the day-to-day operational project management, inclusive of pre- and post-award research administration, related to Clinical Research as well as oversight and supervision of the Associate Director, Post Award falls to this position

As a health care organization, we have the responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. We require that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.

Responsibilities

Sponsored Research Management

• Manage post-award staff, training, developing new Post-award Administrators in OSR to work with Joslin systems, manage grants, and execute the budget process and regularly assess performance against expectations; also act as a resource to all staff members.  
• Responsible for the development and implementation of new internal policies, procedures or practices, to ensure compliance in the conduct of research with applicable federal regulations, in addition to state and all other regulatory bodies governing grant compliance, and internally, with respect to departmental, accounting, or research administration needs.  Ensures staff has access to and understanding of the internal policies, procedures and practices. 
• 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.
• Provides documentation and serves as primary OSR liaison with A-133 auditor and other audits as required.
• Assist with review, planning and approvals for subcontracts/awards from the appropriate authorizing official
• Recruit, hire, train, develop and retain high performing staff, including setting performance goals, conducting evaluations, promoting professional development and other activities that leverage the individual and group expertise of the office.
• Collaborate on a regular basis with Research Finance to ensure effective performance in areas of financial reporting, budgeting, and compliance. Monitor compliance with specialized research accounting requirements for cost transfers, effort reporting and recharge operations.  
• Coordinate, with the Controller, the joint OSR/Fiscal meetings including agenda development, learning objectives and presentations.
• Participate and provide support during system implementations which include, system clean up, data review and analysis, and assist with development of training materials.
• Prepare statistical reports from the database for metrics, productivity and various purposes as needed.
• Manages portfolio distribution to assigned post-award administrators.
• Monitor Post Award Research Administrators’ account activities regularly, analyze deficits and balances. Work with the RAs as needed to alert PIs and others as appropriate regarding potential issues, and resolve issues promptly. 
• Assist and analyze in Faculty Reviews and Faculty Mentoring plan data provided to Research Director. Review financials, staffing and additional data as requested. 
• Prepare, analyze and provide support during annual center-wide budgeting during each Fiscal Year.
• Develop systems and procedures to ensure RAs and institution are compliant with FFATA reporting requirements. Coordinates with Post Award staff on required data elements for all eligible FFATA reporting, ensures all required documentation is provided within a timely manner and deposited in appropriate central repository locations. Uploads monthly reports for each subaward via the Federal Agency’s website.
• Coach faculty and staff about effective financial management of grants and contracts. Disseminate information on financial changes in NIH and other sponsor forms, guidelines, requirements, rules, etc., and provides formal and informal training for faculty and staff.
• Liaison between Pre and Post award teams to ensure a comprehensive understanding of Joslin and sponsors award management guidelines and procedures, as well as ensuring that other relevant regulatory requirements are being met. Facilitate transitions among both teams upon receipt of an award.
• Interfaces regularly with the Director, Research Compliance/Assurance & Programs to ensure compliance with all regulations

Major Programs Management

• Manage Pre and Post award administration for assigned center-wide grants and federal contracts, by serving as the front-line guide and support for faculty and staff. Assist and advise faculty and staff on all aspects of sponsored project proposal development and present clear and concise interpretation of policies, regulations, and guidelines to faculty, staff, administrators and others.  Communicate proactively with faculty, staff and others about management issues and ensure information flow is fully transparent, open, and timely.
• Serves as a liaison with external funding agency staff on grant-related administrative issues throughout the proposal submission and award acceptance processes. Reviews terms and conditions of awards for acceptability and compliance with applicable institutional policies and guidelines; negotiates terms with sponsors.  Ensure proposals are in compliance with sponsor guidelines and regulations, and are compatible with institutional guidelines. 
• Disseminates information on changes in NIH and other sponsor forms, guidelines, requirements, rules, etc. and provides training for faculty and staff. Coaches on effective pre-and post-award management of federal grants and contract proposals.  Develops resources to aid faculty and staff in responding to RFP’s and performing federal contacts.
• Maintains records for proposals, incoming and outgoing subcontracts, just-in-time requests, and all other aspects of sponsored projects pre-award administration. Establishes and maintains a system for notifying Investigators and Finance of impending deadlines for submission of proposals, progress reports and final reports.
• Assists faculty in communicating with sponsors, collaborators and others about the conduct of sponsored projects. Validates just-in-time documentation or other information required for sponsors grant application processing, award issuance.  Requests sponsor authorization as necessary on changes.
• Provides integrated management services for sponsored projects from their submission to negotiation, acceptance, conduct, and closeout. Manages workflow for seamless support of interdisciplinary programs.  Manages finances to maximize shared financial resources.
• Monitors account activities, analyzes deficits and balances, alerts investigators and others as appropriate, and resolves activity issues promptly. Reviews and approve all charges to grants and oversees processing and resolution of payment issues.
• Support efforts to manage the use of core laboratories and other research facilities for optimal productivity. Determine core financial stability, provide alternatives to possible ways of increasing income, review core rates and determine on a regular basis the need to increase or decrease rates based on federal requirements to “break even” over time.
• Prepares, analyzes and communicates accurate and timely financial data to Principal Investigators, sponsors and others. Provides PIs with user-friendly financial summaries and reports that match the Center’s financial system. Presents concerns and issues needing PI attention and develop solutions. Works with investigators on the financial aspects of Joslin personnel allocated to major sponsored projects and determine affordability.
• Plans with PIs to sustain financial stability over the long term. Arranges fund accounting structure for complex awards to support the scientific program. Identifies and balances the restrictions attached to different funding sources.  Synchronizes planning for each funding source into an integrated, holistic strategy for entire portfolio.  Proposes plans for resolving funding shortfalls or excessive balances.
• Closes sponsored project accounts with Research Accounting, resolving deficits, determining carry forwards and approving final closeouts.
• Provide PIs with 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. 
• Analyzes and works closely with faculty on submission of major grants as assigned (i.e. new awards, competing renewals, JIT requests, close-outs). Ensure full compliance for all federal and non-federal submission requirements.
• Analyzes major project proposals and awards for special conditions/restrictions and establishes controls as needed to ensure full compliance
• Communicates regularly with sponsoring agencies to ensure award compliance within the articulated scope of work and allowable expenditures and timelines.
• Serves as signatory official and is responsible for the endorsement and submission of grant and fellowship applications to external sponsors on behalf of Joslin.
• Prepare required quarterly/annual reports for MLSC or other major programs as required by sponsor
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Clinical Research Management

• Responsible for all administrative and financial support related to Clinical Research grants and programs. Pre-award responsibilities include supporting the review and processing of grant applications. Post-award responsibilities involve the administration of research projects to assure they operate within financial limitations as well as their compliance with legal, sponsor, and Center policies and regulations.
• Responsible preparation of Clinical Grid budgets for Industry Sponsored Studies and Investigator Initiated Studies which includes, interpretation and understanding of protocols, clinical trial agreements and other relevant materials provided.
• Responsible for Clinical Trial negotiation of budgets for various Investigator Initiated and Industry Sponsored Studies. Negotiate budgets with Sponsor/CRO to ensure all costs related to the successful conduct of the clinical research are recovered. Negotiate Indirect Costs at approved rates for Clinical Trials. Provide Fair Market Value documentation & other required documentation to support budgets for Sponsor/CRO upon request.
• Collaborates with Legal to negotiate contract budget, invoice and payment language and ensure appropriate deliverables and payment triggers are included to protect Joslin’s financial interests.
• Collaborates with Business Development regarding business relationships, budgeting and other matters as necessary.
• Works directly with external key stakeholders to ensure smooth operations for vendor and study sponsor management related to budgeting and invoicing.
• Participates in conference calls and departmental/trial(s) related meetings, presentations and trainings as requested. Prepares agenda and minutes as requested.  Ensures all supportive documentation is available to participants.
• Participates in sponsor meetings in person (at Joslin or sponsor site) or by conference call as needed.
• Submits invoicing for IRB to Sponsors/CROs according to negotiated terms and conditions & document receipt of payments collaboratively with CHS staff.

Qualifications

• Bachelor’s degree (business or accounting major preferred) or 10 or more years of progressive responsible experience in Pre & Post Award Administration, in lieu of degree
• Eligible for Certification in Research Administration
• Minimum ten years of experience of Pre & Post award grants and contract management for NIH, other federal, foundation, and internal sponsored projects required, including responsibility for grant application submissions and subcontract negotiations
• Progressively responsible experience providing sponsored research support services directly to faculty and physicians in an academic research/hospital environment
• 2-5 years management experience required to organize objectives, train and develop staff, and evaluate performance
• Ability to interact effectively and diplomatically with high level officials, faculty, administrative personnel, and sponsoring agencies
• Ability to work with precision under pressure and with minimal supervision
• Possess expansive understanding and professional competence in interpreting Federal Acquisition Regulation, Code of Federal Regulations, Uniform Guidance, sponsor-specific policies, federal, state, institutional and departmental policies and other
• complex concepts in research administrational
• Expert knowledge of Microsoft Office suite, (Microsoft Word), Access databases, spreadsheets (Excel), software
• Demonstrated quantitative and analytical skills are required to project and analyze grant spending v. budget, prepare models
• Understanding of research budgeting, billing, reimbursement processes financial management and reporting.
• Excellent time management, accuracy and attention to detail skills, ability to prioritize multiple projects.
• Demonstrated ability to work independently and lead process improvement and development and as well as be a part of a team.
• Experience managing and developing complex projects
• Analytic problem-solving skills