This position will manage a portfolio of grants and contracts that fund programs and research studies of The Fenway Institute, ensuring responsible use of funding and highest standards of compliance with contract conditions and reporting requirements, under the supervision of the Director of Grants and Contracts Administration, and working in close cooperation with colleagues from the Grants and Contracts Team and the Finance Department.
1.Pre-Award grants and contracts management
- Work with Director of Grants and Contracts Administration and Fenway Institute faculty to manage grant application process, including:
- Determine the necessary components of the application and communicate with PIs, Site PIs and collaborating administrative officials to ensure completion and adherence to deadlines
- Work with PI, Project Managers and outside collaborators to establish and adhere to timelines and responsibilities for smooth and on-time submissions
- Coordinate and submit application components for subcontracts from outside collaborators.
- For government funding, monitor and submit applications via Grants.gov and eRA Commons and keep all Key Personnel up to date.
- For government funding, complete submission of Just in Time documentation as requested, coordinating with PI, Key Personnel, and outside collaborators.
- Coordinate the creation and execution of consultant agreements and subcontracts
- Develop and maintain knowledge of online grant funding and submission websites (e.g. Grants.gov. Workspace, eRA Commons ASSIST). Subscribe to/ and maintain electronic communications from each of these websites that relate important update and notices.
2. Post-Award grants and contracts management
- Manage a portfolio of awarded grants and contracts in accordance with government regulations, donor requirements, and Fenway Health policy.
- With the assistance of the Finance Department, coordinate the creation of grant/contract budget information into grants management software system
- Establish and maintain regular communication with funding agency officers, including attendance at any required grantee meetings and creating/maintaining accounts with any online portals the funder requires;
- Ensure timely execution and submission of contracts, subcontracts, budgets, financial reports and final closeout reports.
- Assist TFI faculty and staff in the fiscal management of their projects.
- Regularly monitor budget activity, and ensure that funds are spent in a timely manner.
- Communicate regularly with PIs/Project Managers on spending, and troubleshoot issues related to under- or over-spending
- Lead the preparation and submission of requests for budget amendment, carry-over or no-cost extension
3. Financial and administrative management
- Maintain internal grants management database and/or tracking spreadsheets with updated details of all grants in portfolio.
- Oversee TFI vendor payments including purchase orders, participant incentive payments.
- Act as liaison to Fenway Health Finance department staff
- Communicate new budgets and Notices of Grant Awards, budget designs and specifics to Finance Contract Manager
- Collaborate on contract design and specifications, reporting deadlines and, and troubleshoot ongoing challenges.
- Review monthly variance reports for contracts in portfolio.
- Coordinate the reporting and certification of time and effort and allocation of personnel to contracts;
- Coordinate with Finance Department Contract Manager to ensure that important deadlines such as FSRs, quarterly invoicing deadlines etc. are met.
- Circulate documents for signature to meet submission deadlines
4. Meet Agency Participatory Expectation
- Adhere to all agency and departmental policies and procedures
- Participate in quality assessment and improvement activities as requested
- Adhere to the highest principles of patient and client confidentiality
- Adhere to established safety policies, procedures and precautions; identifies potential or actual unsafe situations in the environment and takes measures to rectify the situation
- Attend all required meetings, in-services and professional trainings
- Maintains professional competence necessary to perform job responsibilities; maintains and provides agency with records of continuing education activities
- Serve on agency committees and in professional organizations when requested
5. Perform related duties as required
We offer competitive salaries, and for those who qualify, an excellent benefits package; including comprehensive medical and dental insurance plans, and a retirement plan with employer match. We also provide 12 paid holidays, paid vacation, and more.
LGBTQIA+ identified persons, Black, Indigenous, and other people of color (BIPOC), and individuals from other historically underrepresented communities are strongly encouraged to apply.
- Associates degree or higher level of education is required
- Minimum of 2-3 years related experience
- Proficiency with Microsoft Office applications, including Microsoft Excel. Knowledge of Oracle, ClinCard software programs desired
- Experience developing and monitoring budgets
- Demonstrated strong organizational skills with detail orientation
- Demonstrated ability to manage multiple assignments with tight, concurrent deadlines and frequent interruptions.
- Excellent communication skills
- Ability to work independently
- Experience working with an ethnically, culturally and racially diverse staff preferred
- Ability to work harmoniously with diverse groups of individuals required
- Ability to meet the following physical requirements with or without reasonable accommodations:
- Sit at a computer station for extended periods of time
- Ability to keyboard for extended periods of time
- Ability to travel to occasional local and national meetings and/or conferences as required