Grants Administrator

About the Role

Reporting to the Department Administrator, the Grant Administrator coordinates the administrative operations that support the department’s research, financial, human resources, and office functions. The role manages the administrative components of sponsored-project proposals and awards from pre-award planning through post-award administration and closeout; supports responsible financial stewardship; processes personnel and visa actions; and helps maintain efficient, compliant office operations. The Grant Administrator serves as a responsive resource to faculty, principal investigators, research staff, and central administrative offices, exercising accuracy, discretion, service-oriented communication, strong follow-through, and a high degree of independence.

Responsibilities

• Sponsored Research and Grant Administration:
  • Coordinate the preparation, review, routing, and timely submission of research grants and fellowship applications to the National Institutes of Health (NIH), other federal and state agencies, public and private organizations, and foundations.
  • Prepare, compile, and ensure the accuracy and completeness of administrative and non-scientific proposal and award documentation, including institutional forms, budgets, certifications, supporting documentation, and required attachments.
  • Interpret sponsor and institutional guidelines, communicate requirements and deadlines, and coordinate submissions through internal systems and sponsor portals.
  • Monitor and administer subawards from inception through final payment, including collecting and reviewing required documentation for new proposals, competitive renewals, and continuation applications.
  • Maintain faculty and investigator support files, including biosketches, publications, Other Support documentation, IACUC and IRB approvals, usernames, and grant-submission records.
  • Assist with obtaining and maintaining eRA Commons usernames and other sponsor-system access for principal investigators and research staff.
  • Coordinate post-submission and award actions, including Just-in-Time (JIT) requests, progress reports, budget revisions, scope changes, no-cost extensions, and subaward initiation.
  • Maintain organized, audit-ready proposal and award records; track deadlines, approvals, and outstanding items.
  • Stay current on sponsor policies, federal regulations, and institutional procedures.
• Financial and Award Management:
  • Support departmental financial operations by coordinating with the Department Administrator, faculty, and Research Finance.
  • Finalize approved budgets with PIs and coordinate with Research Finance to establish awards accurately.
  • Monitor awarded funds and account activity to ensure expenses are allowable and consistent with sponsor terms.
  • Prepare cost transfers, support account reconciliations, and award closeouts.
  • Review and approve purchase orders, travel reimbursements, and related transactions within delegated authority.
  • Coordinate procurement of supplies, equipment, and services; resolve delivery or payment issues.
  • Monitor adherence to policies for purchase orders, travel requests, and payment requisitions.
  • Collaborate with Accounts Payable, Procurement, and other areas to facilitate prompt payment.
  • Identify financial risks or compliance concerns and escalate complex matters.
• Human Resources Administration:
  • Assist with personnel actions for faculty, administrative staff, and research staff, including recruitment, appointments, promotions, and separations.
  • Prepare and route transactions in iCIMS, ePAFs, LRDS, and other systems; track approvals.
  • Assist with visa applications and extension requests for exchange visitors.
  • Maintain confidential human resources records and update them monthly.
  • Support onboarding and offboarding activities and ensure administrative requirements are met.
• Office Operations and Administrative Support:
  • Provide day-to-day guidance to staff on departmental and institutional policies.
  • Coordinate appointments, meetings, events, and calendars.
  • Serve as the Division Administrator's proxy in Banner systems within assigned authority.
  • Maintain shared electronic files, records, and procedural documentation.
  • Serve as a point of contact for administrative inquiries and route requests appropriately.
  • Document processes, recommend workflow improvements, and implement changes.
  • Contribute to a respectful, inclusive, and service-oriented work environment.
  • Complete special projects as needed.

Qualifications

• Education: Bachelor's Degree in business, finance, or related field.
• Skills and Competencies:
  • 3 years of experience with grant budgets, expenses, and grant accounting.
  • Pre-award and post-award budgeting experience, including grant accounting and bookkeeping.
  • Superior computer skills, including proficiency in Microsoft Office.
  • Strong oral and written communication skills; ability to work with staff and faculty at all levels.

Preferred Qualifications

• Direct experience with NIH or other federal sponsors and familiarity with proposal, award, and reporting requirements.
• Experience using Cayuse, eRA Commons, Banner, iCIMS, ePAFs, LRDS, or comparable systems.
• Experience supporting principal investigators in an academic medical center or similar organization.
• Familiarity with subawards, research compliance, procurement, and travel reimbursement processes.

Pay

In compliance with NYC's Pay Transparency Act, the annual base salary range for this position is USD $78,000.00/Yr. to USD $85,000.00/Yr. Albert Einstein College of Medicine considers factors such as scope and responsibilities, candidate's experience, education, key skills, internal equity, and market conditions when extending an offer.