Grants Management Specialist

Duties And Responsibilities

• Draft FOA templates and administrative sections for GMS review.
• Maintain FOA publication tracking log and clearance workflows.
• Deliverable: FOA Template & Publication Tracking Spreadsheet.
• Monitor Electronic Research Administration (eRA) Commons receipt queue.
• Validate administrative completeness (forms present, page limits) and flag missing items.
• Prepare administrative completeness reports for each application.
• Deliverable: Application Intake Report (one per application).
• Perform mathematical verification and consistency checks between SF-424 Research & Budget Justification.
• Produce budget comparison worksheets and preliminary cost-analysis summaries.
• Deliverable: Budget Verification Worksheet & Cost Summary.
• Check presence of required assurances (human subjects, vertebrate animals, IACUC, IRB approvals), registrations (SAM/UEI), and other attachments.
• Prepare checklist summary for GMS review.
• Deliverable: Compliance Checklist.
• Compile institutional award history, audit summaries (Single Audit), and other source documents for GMS.
• Deliverable: Applicant Risk Brief.
• Track JIT requests; validate completeness of JIT materials and prepare JIT summary memos.
• Deliverable: JIT Status Log & JIT Memo.
• Draft standard correspondence and internal routing memos for GMS approval.
• Maintain shared mailbox triage log.
• Deliverable: Draft Correspondence Packet.
• Draft standard correspondence and internal routing memos for GMS approval.
• Assemble draft Notice of Award elements (funding summary, terms to consider, recommended conditions) for GMS review.
• Deliverable: Draft NoA Package (for review only).
• Prepare funding summary sheets, obligation worksheets, and internal checklists.
• Deliverable: Funding Summary & Obligation Worksheet.
• Enter award metadata into NIH tracking systems (under supervision), create grantee file folders, and assemble administrative award packets.
• Deliverable: Award Setup Checklist.
• Reconcile budget vs. awarded amounts; prepare monthly/quarterly financial status summaries for GMS review.
• Track and summarize Federal Financial Report (FFR) submissions and flag delinquent reports.
• Deliverable: Financial Monitoring Report (monthly/quarterly).
• Review and summarize progress reports, other support, no-cost extension requests, and prior approval requests for completeness and policy issues.
• Prepare issue logs and draft recommendation memos for GMS action.
• Deliverable: Post-Award Compliance Summary & Issue Log.
• Compile documentation for administrative amendments and closeout packages (final FFR reconciliation, final progress report, property disposition).
• Prepare draft closeout checklists and closeout memos.
• Deliverable: Closeout Package & Checklist.
• Ensure award records meet NIH retention/compliance standards and prepare electronic archive packages.
• Deliverable: Archived Award Record Package.

Timeliness

• Deliverables submitted within agreed due dates; late submissions require written notification and mitigation plan.

Accuracy

• Zero arithmetic errors on budget worksheets; policy-related flags must reference applicable NIH policy citations (drafts acceptable; final determinations by GMS).

Completeness

• Each deliverable contains required fields and a one-page executive summary for GMS.

Quality

• Documents are professional, editable (MS Word/Excel), and include version control (version, date, author).

Acceptance

• GMS reviewer will accept, accept with comments, or reject deliverable within 5 business days.
• Rejected deliverables must be corrected and resubmitted within the agreed timeline.

Status Reports

• Weekly brief status report on active tasks and outstanding items (format: 1-page plus dashboard).

Monthly Meeting

• Monthly review with GMS leadership to review performance metrics, risks, and backlog.

Ad Hoc

• Immediate escalation for items that could materially affect award timing or compliance.