Lead Grants & Finance Administrator

Silver Spring, Maryland-Silver Spring
Aug 03, 2021
Sep 16, 2021
Full Time
The Senior Lead Grant and Finance Administrator is responsible to manage large research programs and grant and contract portfolios with significant complexity by using knowledge of grant and contract management rules and regulations, clinical research program administration, technical expertise, and analytical skills. The individual is responsible to manage the financial and compliance risk related to sponsored programs with multiple sources of funding to include federal and non-federal awards, industry sponsored clinical trials and major philanthropic awards. In addition, the individual will be responsible to manage the program's large number of national and international subcontracts. The individual will serve as a liaison between the central research administration staff within Office of Grants and Contracts and Research Finance and provide senior level finance support for the research program's Principal Investigator. The Senior Lead Grants and Contracts Administrator will work directly with a Financial Coordinator to assist with the development of budgets, submission of Grant applications, provide financial status updates, approve purchases, and give general assistance pertaining to the financial upkeep of research Center awards. In addition, s/he will be expected to collaborate with various offices within the Children's Research Institute to perform various tasks required to properly maintain the grants and contracts within his/her portfolio. The Lead Grants and Contracts Administrator will also assist with the supervision of an assigned Grants and Contracts Administrator.


Minimum Education
Bachelor's Degree Business Administration, Hospital Administration, Public Administration or other related field preferred. (Required)

Minimum Work Experience
5 years Progressive post award experience. At least 3 - 5 Years Pre-Award (proposal submission) experience. (Required)

Required Skills/Knowledge
Ability to identify problems and find creative, effective solutions.
Demonstrate aptitude for quantitative analysis.
Excellent verbal and written communication skills.
Ability to handle multiple tasks, meet deadlines and handle confidential materials.
Proficiency with personal computer and related software.
Solid management and organizational skills.
Excellent judgment.
Ability to work with limited supervision.
Experience with department budget and personnel communication preferred.

Functional Accountabilities
Monthly Monitoring and Audit Support
  • Process charges, determine the allowability, reasonability, and allocability of charges, verify availability of funds and obtain proper authorizations in an accurate and timely manner. (i.e. subrecipient, animal, lab charges, pharmacy cost, equipment, etc.).
  • Review payroll distributions and ensure they are correct for staff allocated to cost centers on a bi-weekly basis; process PDR's in a timely fashion.
  • Work with Grants and Finance Administrator, Accounts Payable matters (Invoices, Check Request and Expense Reimbursements) and Purchase Requisitions as needed.
  • Provide backup support during annual OMB A-133 audit.
  • Complete Payroll distributions reconciliations, payroll distribution reports and effort certifications to ensure timely submission and overall compliance.
  • Review and approve all financial requests for compliance with administrative and financial requirements per the OMB circulars, including but not limited to purchase requests and personnel changes, escalating to higher authorities when necessary.
  • Monitor monthly expenditures to ensure the award is being performed in a timely manner and will not have a deficit.
  • Prepare documents for cost transfers and personnel redistributions.
Grant Program Administration
  • Lead the program's strategic financial planning under the direction of the PI and prepares all related budgets and projections.
  • Closely collaborate with PI on all significant financial issues; develop alternatives in line of programs strategic plan and sponsor priorities.
  • Work with the PI to develop evaluation tools to measure financial and operational performance of all program components.
  • When developing a detailed line-item budget, ensure budget expenses are allowable, allocable and reasonable for specific project and proposal.
  • Serve as the financial liaison for all sub-contract and ensure timely execution of contracts and ongoing financial monitoring.
  • Perform continuous monitoring of contract terms and work with the Principal Investigator to ensure the sponsoring agency guidelines and contract terms are adhered to by all parties working for the program (e.g. Children's employees, subcontractors, trainees other Universities, etc) throughout the live of the project.
  • Work closely with Principal Investigators and Clinical Research Administrators to ensure clinical research billing compliance.
Agency Reporting/Proposal Development
  • Work with principal investigator to complete interim progress and/or and administrative reporting requirements for the sponsor/funding agency, including requests for re-budgeting, changes in program personnel, extensions, supplements or revisions of the award
  • Provide technical assistance to principal investigator and staff in completing the proposal for submission to the funding agency including the following tasks but not limited to: determines eligibility; interpret funding opportunity announcement (FOA) guidelines and requirements; collects pre-award compliance forms, develop detailed line-item budget; contact external sites as needed to collect subcontract documents and information (such as letter of intent, detailed budget, budget justification
  • Ensure application is in compliance with award terms and conditions and applicable federal and state regulations
  • Ensure budget expenses are allowable, allocable and reasonable for specific project and proposal, when developing detailed line-item budget,
  • Initiate the pre-application meeting with principal investigator to discuss FOA and create a proposal-specific timeline for the principal investigator and his/her designate
  • Help develop financial reports for PI, Grants and Finance Administrator and special projects as needed.
Other Duties and Responsibilities
  • Collect monthly effort reports.
  • Manage all funding including federal, nonfederal, and operational in each investigator's portfolio to assist in the strategic decision making process.
  • Assist in fiscal year end closeout process for grant funding; participate in annual A-133 audit including award preparation and auditor interviews.
  • Draft policy.
  • Prepare, review, approve, and submit both paper and electronic grant applications for federal and nonfederal sponsors, including but not limited to: PHS398, SF424 via grants.gov, FastLane submissions, HRSA Electronic Handbook submissions, Proposal Central submissions for various sponsors.
  • Complete close out reports for projects as they end; complete paperwork for transfers of grants.
  • Assist principal investigator with completion of progress reports.
  • Submit competing continuations and revised applications.
Internal and External Relations
  • Act as liaison between Grants Management Specialists and Research Accountants and the Principal Investigators.
  • Work with Research Accountants to ensure invoices and FFRs are correct and timely.
  • Act as a mentor for a Grants and Finance Administrator for questions relating to job duties.
  • Assist investigators by answering questions regarding their award(s) and the grants management process.
  • Discuss strategies with investigators for continuous funding for their research and manage current awards; read, interpret, and assist investigator in understanding instructions in funding opportunity announcements.
Center Management
  • Responsible for training, development, and evaluation of their assigned GFA.
  • Assist business manager with oversight of research center's finances.
  • Assist business manager in representing the business office to center leadership.
  • Point person in handling all center related matters in business manager's absence.
  • Assist business manager in development of policies and procedures and standard operating procedures.
  • Act as a subject matter expert for assigned topic.

Organizational Accountabilities
Organizational Accountabilities (Staff)
Organizational Commitment/Identification
  • Anticipate and responds to customer needs; follows up until needs are met

  • Demonstrate collaborative and respectful behavior
  • Partner with all team members to achieve goals
  • Receptive to others' ideas and opinions

Performance Improvement/Problem-solving
  • Contribute to a positive work environment
  • Demonstrate flexibility and willingness to change
  • Identify opportunities to improve clinical and administrative processes
  • Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility
  • Use resources efficiently
  • Search for less costly ways of doing things

  • Speak up when team members appear to exhibit unsafe behavior or performance
  • Continuously validate and verify information needed for decision making or documentation
  • Stop in the face of uncertainty and takes time to resolve the situation
  • Demonstrate accurate, clear and timely verbal and written communication
  • Actively promote safety for patients, families, visitors and co-workers
  • Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance

Childrens National Hospital is an equal opportunity employer that evaluates qualified applicants without regard to race, color, national origin, religion, sex, age, marital status, disability, veteran status, sexual orientation, gender, identity, or other characteristics protected by law.

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