Grant Coordinator

GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Vincent Center for Reproductive Biology consists of basic and clinical scientists of the Ob/Gyn Department at MGH whose primary research emphasis includes infertility, aging and cancer as they pertain to the ovary and uterus.

The Grant Coordinator performs duties of a responsible and discretionary nature to assist the Director of the VCRB, Sr. Administrative Manager, Faculty, Associate Faculty, and staff at all levels. The Grant Coordinator also acts as liaison between the VCRB and Department of Ob/Gyn Offices will be responsible for ensuring the efficient day-to-day operations with the staff to coordinate all human resource, facilities, research proposals, expense reconciliation and regulatory issues. Daily responsibilities will encompass scheduling of administrative meetings (Zoom and select in-person meetings), calendar management for VCRB Faculty, coordinating activities with other departments and hospital leadership, and helping Administration with department projects and grant proposals. The Grant Coordinator will work under the direction of the Sr. Administrative Manager to provide financial and grant management assistance for all pre-award research activities including but not limited to budget creation and other document preparation necessary for grant applications, and most post-award activities (fund management) for the basic and clinical research investigators across the Ob/Gyn Department. Additional duties include purchasing, accounts payable, and database management. The Grant Coordinator will also coordinate various HR functions for non-clinical, research personnel including new hire coordination, visa requests for foreign nationals, and the on-boarding of research non-employees across the department. The candidate must have well developed organizational and communication skills capable of working independently to produce consistent quality work with minimal supervision and guidance.

Research Coordinaton:

• Assists with grant proposal preparation as assigned. Prepares detailed budgets and justifications and gathers documents from all personnel included in the proposal.
• Creates Insight record and performs data entry of grant application materials into sponsor forms according to funding agency guidelines.
• Prepares/updates physician/scientist's curriculum vitae, biographical sketch, and other support according to format required by the funding agency.
• Performs literature searches and maintains an accurate PI Bibliography.
• Assists laboratory manager with preparation of correspondence, mailing, and overnight delivery as needed.
• Serves as a backup for laboratory supply orders, service calls for maintenance and repairs, etc. in the absence of the laboratory manager. in the absence of the laboratory manager.
• Assist with preparing and organizing materials for presentations at national meetings.
• Attends MGB Research Administration training for pre-award and post-award functions

Human Resources/Recruitment:

• Assists and orients incoming new (and returning) employees, temps and non-employees to the center upon arrival.
• Assist with departing employees; coordinates lab bench clean up with Laboratory Manager, and coordinates administrative logistics for the Sr. Administrative Manager.
• Assist the Sr. Administrative Manager with posting positions; distribute resumes and schedule interviews as needed. Manages job descriptions.
• Act as departmental liaison and primary point of contact to Partners International Office for Processionals and Students for all research staff. Processes visas for foreign national research staff. Maintains a general working knowledge of visa categories and types.
• Processes the on boarding of Research students and Non-Employees. Tracks start and end dates and notify management when they should be terminated in the system.
• Maintains search files for all research employees.
• Processes visas for all visa nationals hired to the center. Works directly with the PIPS office on the visa application process. Attends annual training.
• Coordinates the credentialing for incoming Research Fellows with the department's credentialing coordinator.

Office Coordination:

• Meets regularly with the Sr. Administrative Manager concerning daily assignments, long-term assignments, policies and procedures, assigned projects, supplies and equipment and related problems.
• Point of contact for all office equipment upgrades and renovations.
• Assists VCRB Director with presentations to various entities, including the Vincent Board of Trustees, Vincent Club, national meetings and conferences etc.
• Assists the Sr. Administrative Manager and Principal Investigators in the preparation of presentation materials, reports, and mailings.
• Maintains active lists of departmental and cross-departmental employees who have been granted access to our restricted floor. Reviews the list regularly.
• Processes check requests for clinical research payments, employee business expense reports, and petty cash requests as needed.
• Creates, updates, and maintains various confidential spreadsheets for purchase order tracking and other expense tracking on a monthly basis. Cross checks expenses to the general leger in Insight.
• Serves as liaison for the VCRB and the Ob/Gyn department. Attends meetings as appropriate.
• Routinely monitors and edits VCRB web pages and update as necessary or as requested by VCRB faculty. Coordinates annual photo shoots.
• Attends the weekly VCRB Seminar Series
• Handle issues related to the marketing department and the VCRB, usually pertaining to journals, publications, news media visits, etc.
• Maintains Faculty CVs on a regular basis.
• Resolves day-to-day administrative problems. Troubleshoots problems and takes measures to correct them.
• Takes detailed, accurate minutes of VCRB faculty meetings and distributes to all VCRB faculty and staff.
• Sends out email reminders and departmental correspondence to VCRB faculty and staff.
• Categorizes and archives files for storage (including confidential information). Coordinates with outside storage vendors for box delivery and pickup once archived.
• Assists with the Annual Faculty Research Retreat and SAC Reports
• Proofreads, edits, prints and completes various letters for senior level staff members.
• Keeps Director and Sr. Administrative Manager informed of department activities, schedule of appointments, status of projects, and relevant department problems and needs.
• Coordinates telephone and computer hardware and software purchases and upgrades. Maintain an inventory of equipment.
• Assists with maintenance support for computers, telephones, copier and fax machines as needed.

Projects as Assigned:

• On a need basis, the Grant Coordinator could be assigned to work directly on projects as assigned.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

• PC and Mac competency
• Must maintain confidentiality at all times
• Knowledge of spreadsheet and database systems
• Excellent typing and word processing skills
• Ability to work independently
• Ability to prioritize work
• Excellent customer service and interpersonal skills

EDUCATION:

Bachelor's Degree in Business, or related field preferred.

EXPERIENCE:

Minimum of one year of related administrative experience with some grants administration experience required.

WORKING CONDITIONS:

Administrative office, Hybrid, or Remote schedule.

Massachusetts General Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.