Research Administrator II (Post Award)

About the role

The Research Administrator II (Post Award) manages a full sponsored research post-award portfolio, including oversight and management of financial policy, compliance, and reporting issues during the life of the award. This role ensures research projects operate within financial limitations and comply with legal, sponsor, and Center policies. It supports the development and implementation of research business practices for effective and efficient administrative operations.

This position offers the opportunity to be part of a collaborative team atmosphere, working closely with pre-award, post-award, compliance, and research legal teams. As a smaller institution with a global impact, individual contributions are highly visible and recognized across all leadership levels. The role blends central office and departmental administrative responsibilities, fostering strong collaboration with Principal Investigators (PIs) and participation in Center-wide initiatives such as Diversity and Inclusion and Research Retreats.

As a health care organization, Beth Israel Lahey Health requires all staff to be vaccinated against influenza (flu) as a condition of employment.

Responsibilities

• Act as the primary post-award service contact for Principal Investigators, department administrators, and sponsors.
• Manage the finances of sponsored projects for assigned divisions, departments, and programs.
• Conduct timely financial analysis, reporting, and invoicing of sponsored awards, providing PIs with financial summaries and reports in an easily understandable spreadsheet format that aligns with Joslin financial systems.
• Modify spreadsheet report formats to meet PI program needs, including data necessary for decision-making, and highlight concerns or issues requiring PI attention.
• Allocate salaries to sponsored projects at the direction of Principal Investigators, in accordance with award and sponsor guidelines, and determine affordability of proposed salary allocations.
• Prepare and approve job requisitions, Change of Status, terminations, and related paperwork; collaborate with HR to ensure completion of annual performance evaluations and salary increases.
• Communicate accurate and timely financial data to principal investigators, sponsors, and others, interpreting and translating financial data for non-specialists.
• Investigate anomalies and provide timely resolutions; reallocate budgets and initiate cost transfers with PI approval.
• Monitor and approve all personnel, equipment, materials & supplies, and other grant or contract expenditures to manage project spending within budget limitations.
• Collaborate with Research Finance to ensure effective performance in financial reporting, budgeting, and compliance, including specialized research accounting requirements for cost transfers, effort reporting, and recharge operations.
• Work with Research Finance to close sponsored project accounts, resolve deficits, determine carryforwards, and approve final closeouts; monitor accounts receivable (A/R) and collection activity.
• Monitor account activities regularly to analyze deficits and balances; alert PIs and others regarding potential issues and resolve them promptly.
• Support efforts to manage the use of core laboratories and other research facilities for optimal productivity.
• Execute the budget process to develop annual investigator, core, or other budgets according to the assigned portfolio; assist with the A-133 audit as requested.
• Request sponsor authorization for changes in principal investigator, scope of work, key personnel effort, performance site, proposed funding period, carryforward funds, unobligated balances, no-cost extensions, and budget reallocations.
• Assist with review, planning, and approvals for subcontracts/awards from the appropriate authorizing official.
• Perform post-award administrative activities to ensure awards, subcontracts, and modifications reflect institutional interests and comply with policies and procedures.
• Interpret complex terms and conditions and apply federal regulations to perform quality control checks on new awards and modifications.
• Capture essential reporting requirements and review financial and non-financial reports; stay current on regulations and requirements for federal and other sponsored grant activity.
• Remain abreast of current trends, practices, and regulatory/policy changes that may impact internal processes or programs; provide continuing education to post-award staff on external regulations.
• Interface regularly with the Manager, Research Compliance/Assurance & Programs, Pre-Award Administration, and other Joslin Divisions to ensure compliance with all regulations.
• Ensure all regulatory trainings and approvals are met before and after grant submissions and awards, including IRB, IACUC, and FCOI.
• Communicate with sponsors, collaborators, and others about the business aspects of sponsored projects on behalf of investigators.
• Collaborate with Pre-Award to prepare just-in-time documentation or other information required for sponsor grant application processing and award issuance.
• Participate in the development and implementation of new internal policies, procedures, or practices to ensure compliance with federal, state, and other regulatory bodies governing grant compliance.
• Explain the importance of compliance to PIs and guide faculty and staff on compliant, acceptable, and appropriate practices that support the scientific program.
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree or equivalent combination of education, training, and experience from which comparable skills can be acquired.
• Minimum of 3 years’ prior experience in research administration with an emphasis on post-award in an academic research/hospital environment preferred.
• 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.
• Proficiency in Microsoft Office suite software and other database applications; familiarity with Internet searches, PDF files, and electronic resources.
• Demonstrated success in project management.
• Ability to interpret PHS and other grant sponsor policies, including OMB circulars A-110, A-122, and A-133, the Federal Demonstration Partnership/Research Terms and Conditions, and agency-specific terms and conditions.
• Knowledge of electronic federal proposal/award management systems including grants.gov and eRA Commons.
• Knowledge of basic intellectual property principles.
• Strong communication skills to effectively interact with diverse segments of the institution, provide training, and respond to end-user questions regarding electronic grant management systems.
• Ability to work independently to identify problems and solutions that meet the needs of research, internal departments, sponsoring agencies, or regulatory bodies.
• Strong detail orientation when reviewing grant terms and conditions against accounts to ensure accuracy and compliance.
• Ability to work under pressure, prioritize workloads to meet deadlines, and manage fluctuating workloads without sacrificing quality.
• Ability to explain departmental policies and standard operating procedures related to sponsored research functions and agency regulations to investigators to gain buy-in and acceptance.
• Ability to collaborate with OSR colleagues in a manner that fosters teamwork, cooperation, respect, and diversity.

Pay

The annual base salary range for this position is USD $80,000.00 to USD $95,000.00. Actual compensation is determined based on factors such as seniority, education, training, relevant experience, relevant certifications, geography of work location, and job responsibilities.