Pediatric Senior Grant Manager

POSITION SUMMARY:

The Senior Grant Manager is responsible for all post-award financial functions for the assigned contract and grant portfolio. The Manager will work closely with the PI and oversee the research staff to ensure timely and applicable budget, expenditures and projections. The Manager will collaborate with Research Vice Chair, Finance Director, Division Chief, Clinical Services, and PI’s (Principal Investigators) in the financial management, planning, and reporting of programs, grants, and contracts, while making sure that the PI’s are receiving sufficient and timely financial information. The Manager will be responsible for the coordination of pre-award submissions and the administrative functions for the assigned portfolio while providing operational oversight..

Position: Senior Grant Manager

Department: Pediatrics

Schedule: Full Time (Hybrid 1-2 days/week onsite)

ESSENTIAL RESPONSIBILITIES / DUTIES:

Grants fiscal operations management

• Manage all income, contract, donor, and grant accounts including deposits, balances, and authorization of expenses for all accounts within portfolio.

• Help provide leadership and strategy for all fiscal operations within programs and portfolio

• Primary contact for all post-award issues for PI’s within portfolio, including, but not limited to: reimbursements, purchases, invoice payments, staffing, consulting payments, subcontracts, budget analysis, financial planning.

• Track all accounts using the internal forecast model of budget, actual, and projection tracking ensuring that all workbooks are always up to date.

• Review and reconcile monthly accounts to actual expenditures.

• Manage a master reconciliation workbook for all accounts within portfolio in accordance to the template created by RAF.

• Manage and maintain centralized post award files as outlined by RAF policies and procedures.

• Manage close out process and checklist for all accounts, ensuring funds are spent and allocated appropriately, unspent purchase orders are closed out, etc.

• Manage Effort reporting for both BMC staff and BU faculty in portfolio, and outside of portfolio when needed

• Collaborate with Principal Investigators and staff with the preparation of budgets.

• Generate and distribute reports on a regular basis as assigned and needed

• Interface with Department Administration, Division staff, Grants Administration, Purchasing, Accounts Payable, Payroll and other Hospital/University departments and external organizations to ensure a smooth and efficient post award process.

• Manage annual federal Space Survey for PI’s within portfolio and other areas when needed

• Develop and monitor annual budgets for divisions and/or PI’s within portfolio, and outside of portfolio when needed

• Develop and monitor annual Program budgets, which encompass multiple PI’s and sources within portfolio.

• Attend executive council meetings to review Program and Program budgets and projections

• Manage payroll information for all staff and faculty within portfolio, to include, but not limited to: updating pediatric faculty salary shuttles, and managing Workday salary allocations

• Manage centralized personnel files, which should include, salary allocations, salary allocation changes, SARFs, on boarding paperwork, annual performance reviews etc.

• Collaborate with PI’s regarding employee hiring.

• Orient and advise faculty, staff, students, interns, and fellows on financial policies and procedures in RAF, department, Hospital, and University. Referring all issues to appropriate parties as needed.

• Assist RAF staff as needed with post-award management for accounts outside of portfolio.

• Coordinate pre-award submissions within assigned area; inclusive of budget creation and reporting requirements.

Personnel management & training

• Provides direction and development to an administrative assistant and any temporarily assigned staff, by coaching, identifying training needs, assigning progressively challenging projects, and assisting in career development planning.

• Monitors productivity and performance to identify and evaluate strengths and training opportunities in relation to operational effectiveness.

• Manage annual compliance requirements for BMC staff within assigned work group/portfolio; including PMP process with the direct managers, health compliance, and trainings. etc.

• Help provide leadership and employee engagement for all staff and faculty within programs and portfolio

• Oversee on-boarding of all new employees within assigned work group

• Oversight of direct reports

Administrative support

• Oversee administrative functions for the division and/or assigned portfolio – working with internal and external groups, facilities, IT, Telecomm, Environmental Services, etc. ensuring floor is management appropriately – inclusive of shared copier management, kitchen management, space management, keys, phone list, email distribution list, etc.,

• Assist in creating policy and procedure manual for RAF.

• Attend meetings including, but not limited to: Research Administration-Pediatrics, Departmental Administrator, BMC RSGA and BU Research Meetings.

• Follow all policies and procedures outlined by RAF.

• Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.

• Utilizes hospital’s Values as the basis for decision making and to facilitate the division’s hospital mission.

• Follows established hospital infection control and safety procedures.

• Perform other duties as needed and/or required.

Must adhere to all of BMC’s RESPECT behavioral standards.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS

EDUCATION:

• Bachelor’s degree in related field. Appropriate combination of education certifications and/or relevant work experience will be considered.

EXPERIENCE:

• At least 10 years related experience in accounting, budget and/or grant administration experience is preferred. Experience in healthcare, academic, or non-profit field preferred.

KNOWLEDGE AND SKILLS:

• Knowledge of federal grants

• Knowledge of programs and Grants Administration policies and practices.

• Knowledge of Accounting Principles

• Ability to work across multiple entities

• Ability to work independently and exercise independent judgment,

• Ability to anticipate objections and plan appropriate responses; ability to perform and lead effectively in stressful situations and to solve problems as they occur.

• Must be exceptionally organized to handle multiple projects and programs, prioritize and meet deadlines

• Proficient with standard software used in office setting (i.e. MS Word, Excel, web browser, etc.)

• Proficient with financial software and ability to use multiple financial systems

• Requires excellent communication and interpersonal skills, to interact effectively with a multi-layered interdisciplinary team and outside contacts.

• Ability to creative employee engagement within team and divisions

• Outstanding communication skills.

• Must be a dedicated team player, with a willingness to learn and impart knowledge to the staff.

• Must be willing to adapt and change processes and systems when necessary

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

NOTE : This range is based on Boston-area data, and is subject to modification based on geographic location.

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