Joslin Diabetes Center’s Office for Sponsored Research (OSR) administers a large and varied research portfolio.
The Research Administrator I, Pre-Award manages a small portfolio, assisting researchers with all aspects of federal and non-federal funding application and progress report submissions. In addition, supports the Pre-Award team by performing integral functions of proposal and award management and implements research business practices that establish effective and efficient pre-award administrative operations.
This role is a wonderful opportunity to be part of a remarkable team atmosphere where pre-award, post-award, compliance and research legal work closely together.
- Due to our smaller size, recognition of individual accomplishments is apparent to all levels of leadership
- Role is a hybrid of central office administrator and departmental administrator positions at other institutions. Due to Joslin’s size and structure, there are no departmental research administrators.
- Strong collaborative effort with our PI's
- Great institution and OSR for learning
- Ability to participate in Center-wide initiatives such as Diversity and Inclusion, Research Retreat, and other Research-wide efforts
- Small, single focus institution with a global impact
- Possibility of making a real impact on an individual basis
The interview process will be conducted virtually, and a Remote/Hybrid work schedule will be allowed on a schedule to be determined.
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. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.
- Under direct supervision, assists and advises faculty and staff within a specified portfolio on all aspects of pre-award sponsored project proposal development and submission. Develops resources to aid faculty and staff in their response to funding announcements, notifies faculty of continuation and renewal due dates, and manages the non-scientific and budgetary development of proposals. Responsible for electronic grant submissions.
- Presents clear and concise interpretation of policies, regulations, and guidelines to faculty, staff, administrators and others. Under guidance of Director of Pre-Award Administration and Associate Director of Pre-Award Administration, communicates proactively in regard to proposal submission issues, ensuring information flow is fully transparent, open and timely. Assists faculty in communicating with sponsors, collaborators and others about the conduct of sponsored projects.
- Prepares documents, such as Just-In-Time submissions and Other Support pages for validation and compiles other information required for sponsors’ grant application processing and award issuance.
- Works with researchers to submit interim, final and other progress reports required by sponsors of funded proposals.
- Processes emails from the sponsored research mailbox. Disseminates items such as notices of award, sponsor report due date reminders and agreements to the appropriate staff.
- Assists with document and information collection between internal OSR groups and researchers or their designees.
- Stays abreast of sponsor rules, regulations and policy changes including those from federal and nonfederal sponsors. Disseminates information about changes in NIH and other sponsor forms, guidelines, requirements and rules and provides formal and informal training for faculty and staff.
- Maintains departmental database which is used for metrics and Pre-Award Work Plan and provides appropriate documentation to colleagues. Ensures timely and accurate updating of proposal and award database, including creating new records, and conducts quality control checks.
- With guidance from senior Pre-Award staff, 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, guiding research staff to appropriate committees for protocol or other approvals needed. Provides institutional oversight on grant applications, and award and subcontract acceptance. Ensures review of documents terms and conditions by designated institution official.
- As assigned by the Vice President for Research Administration, provides pre-award assistance for specialized or Center-wide funding opportunities.
- 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. Under direction, may file regulatory documents and assure compliance with federal, state, and Center regulations.
- Bachelor’s degree, or the equivalent combination of education, training and experience from which comparable skills can be acquired.
- One year experience in federal and non-federal proposal preparation, including budget preparation, working directly with 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.
- Broad knowledge of policies and regulations governing federal funding and accompanying compliance issues desirable.
- Ability to interpret PHS and other grant sponsor policies, including OMB Uniform Guidance and Circulars A-110, A-122, and A-133, and related grant management requirements to ensure accurate proposal submission desirable
- Proficiency 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