Job Information
Boston University GRANTS ADMINISTRATOR, Hariri Institute in BOSTON, Massachusetts
The Grants Administrator role is responsible for pre-and post-award sponsored research related activity (for the Hariri Institute and the Faculty of Computing and Data Sciences), and high-level Institute operations management. Under the direction of the Director, Finance and Administration, as well as the Assistant Director, Grants Management, primary responsibilities include pre-award proposal submission coordination; post-award management of sponsored research related finances and compliance; tracking and annual reporting of sponsored research activity both led and enabled by the Institute; tracking and projecting expenses for sponsored research award accounts; appointing and hiring personnel on sponsored programs; student hiring and payroll on sponsored research accounts. This position works on a daily basis with Institute management and staff, faculty, departmental and college administrators, Sponsored Research Accounting, among others. The position will ensure professional services, and accuracy and reliability of data and activities within this arm of the Institute. This position requires strong communication, organizational, people-facing skills and the ability to prioritize and manage multiple priorities simultaneously.
Essential Functions:
Pre-Award (40%) - Pre-award: Manage sponsored research proposal preparation and submission for the Hariri Institute and the FCDS. Proposal preparation and submission coordination: work with multiple PIs and departments to ensure all proposal materials are accounted for, work with OSP to ensure compliance with sponsor requirements and timely submission, oversee complex (multi-institution, special agreements, etc.) aspects. Read, interpret, and adhere to RFPs and sponsor proposal guidelines for a variety of sponsors, including federal, foundation, and industry. Manage timeline and completion of tasks leading to application deadlines. Lead proposal budget development, including coordinating with external institutions for sub-award financial components, and with departments and schools to ensure current salary and other budget figures. Work with departments and schools on proposals submitted outside the institute that include HIC resources to ensure accurate budgeting and provide up to date documentation. Work closely with SAIL to budget and track proposed SAIL effort on proposals submitted both within and outside the Institute. Develop and enforce Institute proposal submission policies. Maintain up to date personnel documents for faculty for a variety of funders, including biographical sketches and CVs, current and pending sources, and collaborators and other affiliations. Disseminate relevant funding opportunities to faculty. Track Institute led and enabled proposals for annual reporting needs
Post-Award (40%) - Post-award: Manage 50+ sponsored research accounts for the Hariri Institute and FCDS, supporting 20+ PIs. Encompasses all financial and personnel aspects, and sponsor compliance. Personnel matters: appoint and create positions for, and hire Research Fellows, Research Scientists, Visiting Fellows, and Postdoctoral Associates supported by sponsored research funding. Liaise with HR and Payroll offices to address hiring and payroll questions and issues. Coordinate effort across departments and schools for faculty, staff, and contracted SAIL time. Identify and submit salary adjustments. Twice a year certify Personnel Activity Reports for 70+ faculty, staff, and students funded by sponsored programs as required by Uniform Guidance. Financial matters: short-term and long-term financial forecasting for 50+ sponsored research accounts and related gift accounts. Monthly reconciliation of accounts to monitor salary and spending and identify and remedy non-compliant financial transactions in a timely fashion. Process and track sub-award invoices and spending and liaise with sub-award administrators from external institutions to coordinate increment funding and timely invoicing. Complete journal entries for errant expenses and over-expenditures. Track expenditures on Institute led and enabled sponsored research accounts for annual reporting. Provide financial and personnel related information for annual and final award reporting to sponsors. Other general sponsored program management: interpret sponsor guidelines and initiate changes to award terms, including personnel changes, budget restructuring, no-cost extensions, and work with OSP to execute changes.
Administration (15%) - Working closely with the Institute Financial Manager, coordinate with departments and schools three times a year to identify funding sources for students each semester, and ensure timely hiring of students on appropriate sources each semester; support departments and schools in student related matters as needed throughout the year. Set up gift and discretionary accounts as related to existing grants by liaising with DAR and donors and manage funds after accounts are created.
Special Projects (5%) - Special Projects as needed
Required Skills
Bachelor's Degree and 5-8 years of experience required.
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.
Required Experience