Massachusetts Creative Jobs

MassHire Job Quest Logo

Job Information

Boston University GRANT ADMINISTRATOR, College of Engineering, Electrical & Computer Engineering in BOSTON, Massachusetts

The Grant Administrator will be an integral part of a team that provides direct support of proposal preparation and submission, as well as post-award financial management for the Electrical and Computer Engineering Department. Reporting to the Finance Manager, the Grant Administrator will be responsible for advising and assisting a portfolio of assigned faculty with the development and submission of proposals for sponsored research; post-award management of all financial accounts; and representing the assigned faculty in communication with University administrative offices and federal and private funding agencies for sponsored research.


Proposal Development

  • Advise and assist faculty with the development, preparation, and submission of grant proposals. This includes budget development, preparation of all internal BU paperwork, and serving as an interface between the faculty member/Principal Investigator and the Office of Sponsored Programs. Primarily responsible for the non-scientific administrative content (ensuring all content is complete, up to date and compliant with sponsor guidelines). Responsible for assembling the entire proposal package in accordance with agency guidelines for a handoff to Sponsored Programs for the final review and submission.

  • Serve as the primary point of contact for all outgoing subaward proposals. Work with the subaward sites administrative offices to collect all necessary proposal documentation from the subward site.

  • Interact with university offices on the behalf of principal investigators to provide clarification or amplifying information and to facilitate interpretations of guidelines.

  • In collaboration with Principal Investigators, assist in the preparation and submission of progress reports and final reports to sponsors. Maintain documentation such as biographical sketches and Current & Pending support to ensure they are always up to date. Prepare and submit through internal channels grant modifications, pre-award requests and no-cost extensions.

Post-Award Administration

  • Communicate frequently with PIs to keep them apprised of the project's financial business developments and assist them in the administration of awards.

  • Ensure that the award's budget and other data elements in SAP accurately reflect the terms of the award.

  • Review project expenditures, including fringe benefit, facilities and administration, on a regular and timely basis, usually at least once a month.

  • Reconcile project ledgers on a timely basis and review project financial transactions with the PI. This task should be performed routinely and within 30 days after the ledger is available. Ensure that project expenditures are charged in accordance with the terms and conditions of the award and/or university policy.

  • Review general ledgers for unallowable costs posted to the award.

  • Ensure that the project complies with all appropriate university payroll, reimbursement, accounting, and personnel policies and practices.

  • Monitor encumbrance balances on a monthly basis and ensure that the balance reflects current purchase obligations for the award and that purchase orders are closed out on a timely basis.

  • Provide the PI with regular accounting reports of project balances and expenditures, as well as projections of future expenditures.

  • Ensure that the percent of salaries charged corresponds to actual time spent on the project.

  • Ensure that the project operates in accordance with its budget. If required, assist the PI to prepare budget amendments for sponsor.

  • Assist PAFO in the preparation of financial reports or invoices when required on awards that require confirmation of completion of deliverables prior to submission or supplemental information that must accompany any financial report or invoice submitted to sponsor.

  • Ensure that cost-share budget templates are prepared when required in accordance with the University's cost-sharing policy.

  • Advise and assist the PI in fulfilling the departmental award closeout requirements in accordance with the University's closeout policy. Provide all required documentation for the final financial report to PAFO, including written confirmation of final costs and any unexpended balances to be returned to the sponsor.

  • Ensure transfers of any overdraft amounts resulting from unusual circumstances or unanticipated project expenses to the appropriate source of funds is promptly completed prior to closeout of the award. Ensure that the project records are kept in good order and are readily available for review and audit.

Other Research Administration and Related Activities

  • Provide information for assigned faculty to Department Directors and Chairs for input in to university, college or department reports.

  • Provide backup coverage to other Grants/Finance Administrators for vacation coverage or assistance during high volume times.

Required Skills

  • Bachelor's degree required with 5+ years of experience.

  • Employee must have working knowledge of OMB Circulars, NIH and NSF funding guidelines, as well as other major sponsors.

    We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.

Required Experience