Grants and Contract Administrator

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HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment.

Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise

Grants and Contract Administrator

Full-Time

Overview:

Hospital for Special Surgery (HSS) has a long tradition of major contributions in basic research, a new commitment to clinical and outcomes research, a track record of training fellows for academic careers, and a longitudinal commitment  to providing care for patients with complex musculoskeletal diseases.

Research Administration is committed to providing faculty, research staff and administrative support staff  with the tools necessary to perform the various functions required to ensure the responsible stewardship of  extramural funds. Central support units, including the Office of Sponsored Programs, Contracts  Administration, Clinical Research Financial Administration and Post Award Administration, partnering with  Central Finance and Research Accounting to assess the needs of our Investigators and to develop and offer opportunities for research development. This position will liaise with our Research Enterprise and Research Institute’s (RI) faculty members who are conducting basic, translation and clinical research.

Reporting to the Senior Director, the Senior Grants and Contracts Administrator is responsible for the day-to-day management of sponsored research of the HSS, RI. This  position will exercise responsibility over sponsored research grants and contracts administration.  This position will enhance HSS’s ambitions and success in obtaining external funding for research, training,  and service activities by increasing our capacity in providing skilled support throughout the RI by assisting the Senior Director with allocating high level support to accommodate Investigators pursuing extramural grants while  ensuring compliance with federal, state and city regulatory agencies and HSS policies.   Assist with policies/procedures in the context of compliant based best practices and  ensure widespread training and dissemination of the policies/procedures. Assist with administrative resources to manage the grants “lifecycle” in collaboration with post award administration and research accounting.

Responsibilities:

• Support Research Enterprise and Research Institute Scientists, faculty and fellows with the development, review, submission and renewal of various types of sponsored projects from a variety of extramural funding agencies including NIH, DOD, private foundations, government/state, industry and other academic collaborators.
• Develop grant budgets and lend expertise to refine budget justifications and various components of an application; This position requires a firm understanding of grant finances budgeting skills including modular and non-modular budgets;
• Review and format proposal documents to ensure compliance with sponsor guidelines and maximize the proposal's impact;
• Ensure compliance with award regulatory terms and HSS policies, such as Conflicts of Interest, Human Subjects, IACUC and IBC approvals
• Ability to navigate various proposal application processes & assist with electronic proposal systems when applicable;
• Liaise with other academic medical centers to obtain required application documents for collaborative proposals/sub-awards;
• Advise, train, and ensure adherence to all federal, state or local guidelines, policies, and procedures;
• Work with administrative offices on award acceptance and project account set up including JIT and sub-awards;
• Collaborate with the Director of Research Institute, Director and Assistant Director of Sponsored Projects Administration and Director of Sponsored Projects Finance on project account management, sub-contract management, and project closeout;
• Support faculty with tracking of reports due dates and preparation of annual and final reports including obtain sponsor approvals for no cost extensions, re-budgeting, and carry over requests;
• Maintain records in accordance with internal procedures in an organized and transparent manner;
• Develop SOP and training materials to assure compliance with rules & regulations of HSS, sponsors, agreement terms, etc. in all areas of expenditures, effort, transactions, equipment, etc;
• Work with staff, investigators and staff to certify effort and other required attestations;
• In collaboration with post award administration, distribute salary in an accurate and timely fashion for all grant related personnel;
• Ensure the accuracy and timeliness of grant related invoicing, expenditures, payments, requisitions, purchase orders, etc.
• Grants management / pre-award IT system implementation and roll out by participating in ERP/Workday design, conversion, and implementation.

• The candidate must have good facility & aptitude with Excel and understand post-award grants;
• The incumbent must perform calculations regularly for salary distributions and post-award management skills;
• Requires a Bachelor's degree or equivalent in education and experience required +5 years of related experience including R awards; career awards (K); Training grants (T) program project and center grants submissions;
• Excellent knowledge of MS Office (Excel, Outlook, Word)
• Outstanding written and oral communications skills
• High degree of organization; Professionalism demonstrated by excellent interpersonal relationship-building
• Ability to work well with others under tight deadlines and maintain a positive attitude;
• Demonstrated ability to work independently and effectively manage own workload.