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Grants Administrator for a Basic Science Department

New York NY

Posted: 09/07/2018 Department: Healthcare Finance and Operations Job Number: 5010

Title: Grants Administrator for a Basic Science Department

Location: New York City, NY

Industry: Healthcare

Occupational Category: Finance

Hours: Full-time

Description: Hiring a Grants Administrator for a Basic Science Department within a top medical school in Greater New York City.  The Grants Administrator for a Basic Science Department will assist PI’s with all post-award management, monitoring and reporting responsibilities.


  • Utilize Cayuse database to submit NIH federal grants and other OPAS materials. 
  • Utilize other databases to submit non-federal grants
  • Assist with preparation and processing re-budgeting to match with Notice of Awards. 
  • Assist with preparation and processing of revised budgets to obtain internal index numbers.    
  • Electronically file all Notices of Awards.
  • Work with PI’s and project sponsors to ensure compliance and process all JIT requests, supplemental materials, and other requested documents.  
  • Prepare budgets and manage all aspects of subcontracts with external institutions. 
  • Assist PI’s and process all department’s annual progress reports and close-out reports
  • Assist PI’s with eRA Commons system in the role of PI and ASST
  • Assist PI’s with support page preparation requirements to comply with NIH regulations
  • Ensure that all aspects of the internal processes are met. 
  • Assist PI’s with PMCID requirements via My NCBI.
  • Assist Chair with his EndNote database to be utilized for progress reports.  
  • Collaborate with PPG Project Leaders and Core Directors on PPG financial matters
  • Prepare and process salary source transactions (ePAF) and other budget modifications (LRDs)
  • Monitor and reconcile budgets to ensure general compliance
  • Review and verify effort certification for designated PI’s and their lab members.
  • Furnish designated PI’s regularly with grant expenditure reports. 
  • Handle all grant related matters and monitor them through conclusion.

Education Requirements:

  • BA/BS in business administration or related field

Experience Requirements:

  • Minimum 3-5 years prior related experience in the pre- and/or post award function.
  • Experience in grant and contract financial management in a research environment

Desired Skills:

  • Broad understanding of principles of financial management necessary to ensure the appropriate stewardship of university resources.
  • Demonstrated ability to work in a fast-paced environment with changing priorities and ability to make independent decisions and effectively communicate decisions and rationale to department management.
  • Strong organizational abilities required.
  • Demonstrated ability to balance workload for Principal Investigators
  • Proficient in Microsoft Office and windows-based computer system required.
  • Adept at learning new software programs.
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