Grants Administrative Assistant

Practice Area healthcare/administrative
Job Family Administrative
Job Type Perm Hourly
Location Greater Boston
Do you possess the ability to make decisions, take initiative, and prioritize workload to meet competing priorities? Do you have excellent verbal and written skills, along with strong interpersonal skills? If so, this Grants Administrative Assistant position is for you! Submit your resume to apply today.

  • Lends direct administrative and general office support for 3 Faculty and their staff within the Pathology Department.
  • Submits proposals, agreements, and other documents to various groups within the company and monitors the review and approval process.
  • Assists with the preparation of federal, non-federal and foundation research grant proposals and progress reports.  
  • When needed, collaborates with other teams to prepare necessary documentation for clinical trials including maintaining active IRB protocols.
  • Works with clinical trial investigator to prepare sponsor invoices and track payment for ongoing clinical trials.
  • Accepts and tracks shipments using the FedEx, DHP or similar computerized tracking systems.
  • Submits requisitions for various research expenditures including purchase order requisitions, employee reimbursements, and check requests following the established institutional policies and procedures.
  • Works with various institutional departments to track and monitor research expenses, and for resolving discrepancies in a timely manner.
  • Is responsible for updating and maintaining investigator Curriculum Vitae, Biosketches, and Other Support pages of PIs.
  • Responsible for accurately recording and approving time for the lab personnel using the hospital’s Kronos time-keeping system, following hospital policies and procedures.
  • Attend monthly BRISC and Pathology departmental research administration meetings.
  • Assists the PIs with preparation of travel and submitting/tracking travel expenses.
  • Coordinates arrangements for prospective candidates to PI, including travel, hotel, and meal accommodations, as well as expense reimbursement.
  • Coordinates on-site arrangements for conferences/meetings sponsored by this Department. Maintains catering for periodic lab meetings.
  • Processes and edits correspondence, reviews, makes editorial changes in documents, including limited rewriting. 
  • Assists with onboarding staff.
  • Assists the Director of Research Operations to set up shared purchase orders and assists with other administrative tasks as needed.
  • Orders office and laboratory supplies; possess basic knowledge of copiers and fax machines and is capable of trouble-shooting problems before placing service calls for fax machines or copier repairs.

  • Experience with Grants within Healthcare
  • 2-3 years of experience
  • Experience supporting people in a hospital setting
  • Proficient in handling all research expenditure transactions for the group, including the ability to independently track orders on line and work with Materials Management and Department Grant Administrator to resolve discrepancies 
  • Ability to positively and effectively interact with departmental and institutional staff  including faculty, junior faculty, fellows, students, administrators, technical staff, Client Services, Research Management, HR, Innovations, etc. 
  • Possesses strong grammatical skills in order to independently proofread and edit manuscripts and galley proofs.
  • Attention to detail and accuracy in work are critical.
  • Basic understanding of federal cost principles which govern post award activities
  • Proficiency with Microsoft Office
  • Additional System Skills: Independently navigate several institutional electronic systems as well as those within federal and non-federal sponsor sites which may include:  Insight, PeopleSoft Financials, Kronos, eRA Commons, etc.

Position ID: 38721