Grants Administrator II   Email     Print   PDF

Reporting to the Director of Grant and Contract Services (GCS) and as a member of the Grants Administration Team primarily facilitates the process by which Institution Scientific Staff and other Principal Investigators secure sponsored research funding.  Ensures compliance with Institution and government pre-and post-funding and reporting regulations.  As a contributing member of the team, is expected to be committed to the common purpose, performance goals and approach for which the team members hold each other mutually accountable.  Position requires no direction.  Unprecedented and unusual situations may be handled directly through exercising independent judgment and/or referred to senior colleagues for counsel. 

• Works closely with colleagues in support of team cross-training to assist in peak load time, during office absences, and as a general resource for all users of the these services.
• Works closely with Institution staff involved in sponsored research activities to ensure effective, accurate and efficient procedures.
• Through periodic internal and external feedback procedures, measures effectiveness of operations and proposes methods for continuous improvement.
• Acts proactively to establish communication links with agency contract and grant representatives.  Acts as a representation of WHOI in discussions regarding proposals and awards.
• Responsible for the award process for specific agencies; includes reviewing award documents, establishing projects and budgets in BiTech, communicating terms and conditions to PI and department, and interfacing with Accounts Receivable.
• Maintains an accurate list of approved cost sharing and monitors quarterly reallocations. 
• On behalf of PIs and working closely with Center/Department Administrators, submits requests for agency approved contractual changes such as pre-award spending, no-cost extensions, rebudgeting, change of PI, addition of subcontract, and other issues.
• Facilitates the preparation and submission of final reports and close-out documents to funding agencies in accordance with agency and Institution requirements.

Collaboration:

• Participates on the Grant & Contract Services (GCS) team, creating and fostering a positive environment for problem solving; encourages the group to think of innovative solutions.
• Works across Institution departments to find solutions to issues that affect both science and administrative departments.
• Shares information to be sure that all parties can make appropriate decisions.

Communication:

• Displays effective listening skills; recognizes and effectively responds to verbal and non-verbal cues.
• Communicates clearly in written and oral forms.
• Participates in educating others by taking advantage of informal opportunities.
• Promotes civility within and outside of GCS; fosters an environment for collaborative problem solving.

Influencing and Leading:

• Assists with establishing long-term goals and revised procedures for GCS.
• Uses direct and indirect influence to build bridges and create consensus between the science and administrative departments.
• Coaches Department Administrative Professionals in funding agency requirements.

Critical Thinking and Problem Solving:

• Identifies problems relating to grants and contracts that emerge from both Science and Administration and makes suggestions for creative solutions.
• Critically evaluates proposed new processes and procedures and participates in crafting the final product.
• Effectively sets own priorities for work products.

Knowledge, Skills, and Expertise:

• Has significant experience with the needs and problems associated with external audits of WHOI by DCAA and PriceWaterhouseCoopers. 
• Has a working knowledge of the regulatory constraints on the various functions of WHOI.
• Many of the responsibilities of the position require experience with accounting principles and practices, as well as computer expertise, especially in word processing, spreadsheets, graphical presentations, and databases.
• Expert user of agency electronic research administration programs including FastLane, Grants.gov, ERA Commons, Grants On Line, and NSPIRES.
• Expert user of internal grant management program, WHOIgrants.

Responsibility and Accountability:

• Has sole responsibility for all tasks assigned, without supervision.
• Sets own priorities for accomplishing tasks within the boundaries of deadlines and is held accountable for the results.
• Independently determines own methods and systems and makes recommendations for procedures and systems to be used by others within GCS and Institution.
• Represents WHOI to funding agencies.