| Investigator / Platform | Research Area | Position |
|---|---|---|
| Tearney, Guillermo | Grant Administrator (RQ4040238) | |
| Anderson, Rox | Senior Administrative Assistant (RQ4033242) |
Working under the direction of Lab and Wellman Center leadership, the Grant Administrator
provides oversight and management of the lab’s sponsored research portfolio throughout the
award life cycle. The Grant Administrator will serve as an integral partner in all grant
applications, building budgets, providing guidance, resolving issues, and helping navigate the
research proposal and submission process. Through a network of robust working relationships
with internal and external personnel, the Grant Administrator will troubleshoot issues, resolve
roadblocks to advance research efforts, and serve as an effective representative of the lab.
Additionally, the Grant Administrator will ensure the responsible and compliant use of sponsored
award and sundry funds by conducting budget forecasting, monitoring fund statements,
resolving accounting issues, managing accounts payable and receivable (including fabricated
equipment accounts), and overseeing personnel allocations.
Working Conditions:
Normal office conditions during standard Monday-Friday business hours. May need to work off-schedule hours to accommodate meetings or other lab needs. This is hybrid position, with the potential for up to 2 days/week remote work after the probationary period.
Application Process:
To apply for this position, submit a resume and cover letter on the Mass General Brigham
careers website under Requisition RQ4040238.
**Please include a cover letter with your application; submissions without one will not be
reviewed.**
Essential Functions
• Prepares and processes research grant proposals, awards, and transactions, maintaining grant/contract records in compliance with institutional and research sponsors.
• Assists with budgets, justifications, and other required materials for both interim and financial reporting
• Reviews, edits, and provides guidance on proposals for compliance with sponsor and organizational guidelines; verify all sponsor requirements are met.
• Responsible for reviewing and approving purchase orders, managing accounts receivable/accounts payable requests, and resolving accounting issues.
• Take ownership of managing an assigned portfolio of sponsored and sundry funds and serve as the primary Pre-Award/Post-Award resource for department administrators and PIs.
• Monitors expenditures and assures budgetary compliance; verifies, identifies, and evaluates excessive charges; gives advice on the allowability of costs to be charged to the grant; and ensures thorough and orderly documentation of all activities.
• Prepares accurate fiscal projections and provides counsel regarding adjustments needed to maintain fiscal health.
Skills, Abilities, and Competencies Required
• Proficient in spreadsheets, databases, accounting, and other computer applications.
• Excellent verbal and written communication skills, along with strong interpersonal and problem-solving abilities.
• Strong organizational and coordination skills.
• Ability to work with large financial data sets with accuracy.
• Good working knowledge of research agency, sponsor, and organization funding guidelines and policies.
• Ability to work independently.
• Ability to make sound judgments and resolve problems.
• Flexibility to handle multiple tasks and deadline pressures;
• Ability to collaborate and be a member of a team.
• Exceptional skills in computer and data management, including proficiency with Microsoft Excel.
• Able to handle sensitive and confidential issues.
• Drive for results and a desire to find creative solutions to get to “yes.”
Education
Bachelor's Degree Related Field of Study preferred and Associate's Degree Related Field of Study required
Experience
Research administration experience 2-3 years required
The Senior Administrative Assistant provides critical administrative support to the high-volume and fast-paced office of the Director. Reporting to the Director, the incumbent provides executive support in a one-on-one working relationship, handling sensitive tasks with professionalism and an appropriate sense of urgency while maintaining confidentiality. Demonstrates proactive problem-solving approach, exceptional communication skills, and meticulous attention to detail.
WORKING CONDITIONS:
Work location is in the Director’s Office in an office setting within a large research center with normal office conditions.
This role requires on-site presence 5 days/week (Monday – Friday) during standard business hours with intermittent remote work possible. Additional hours outside the typical business workday required to address urgent requests can be performed remotely.
Duties and responsibilities for the Director (primary):
1. Process (as delegate) incoming email messages and maintain organized email folders to keep Director apprised of priorities.
2. Coordinate complex scheduling and calendar maintenance; respond to meeting requests, review upcoming events and proactively resolve conflicts, ensure meeting materials are prepared and available in advance, review meeting attendee lists for thoroughness, attend meetings and take meeting notes as requested.
3. Serve as first point of contact and liaison with other departments and MGH/ MGB officials, including senior leadership.
4. Manage complex travel logistics and activities, including accommodations, transportation, meals, and visa requirements; proactively adjust travel as needed to address schedule conflicts and shifting priorities.
5. Coordinate logistics and communication for meetings and engagements, serving as a trusted liaison across stakeholders.
6. Set up meeting logistics, including booking rooms, ensuring proper AV equipment capabilities, troubleshoot AV as needed, anticipate meal/refreshment needs and place orders accordingly.
7. Prepare travel reimbursements in accordance with institutional policies and process through MGB systems in a timely manner.
8. Draft letters, administrative components of grant applications, and other professional correspondence.
9. Maintain list of approved laser users for Laser Safety Committee.
10. Provide other administrative support and assistance as needed as well as completing special assignments, meetings and other activities.
Duties and responsibilities for Wellman Center (secondary):
1. Support Senior Administration Team with intermittent administrative projects and ad hoc requests.
2. Maintain an orderly front office; order office supplies, submit work orders, process incoming mail and packages, and support overall center administration.
3. Assist with administrative functions throughout the Wellman Center as needed.
SKILLS & COMPETENCIES REQUIRED:
1. Excellent interpersonal/communication skills
2. Ability to handle sensitive/confidential information spanning clinical care, research, intellectual property, and personnel domains
3. Demonstrated proficiency in Microsoft Office suite, including Outlook, Excel, Word, PowerPoint’ aptitude for learning new software
4. Strong English language writing, editing, language and grammar skills
5. Outstanding organizational and problem-solving skills; proactive problem-solving orientation
6. Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
7. Ability to work independently and as part of a team
EXPERIENCE:
Required: Five or more years of experience in an administrative role reporting directly to management/executives
