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Grants Administrator

Grants Administrator

Job ID 
Einstein/Resnick - Bronx
Posting Date 
Employee Classification 
Position Type 
Regular Full-Time

More information about this job


Founded in 1955, the Albert Einstein College of Medicine (Einstein) is one of the nation’s premier institutions for medical education, basic research and clinical investigation. A full-time faculty of some 2,000 conducts research, teaches, and delivers health care in every major biomedical specialty. The college has some 730 medical students, 193 Ph.D. students, 106 MD/Ph.D. students and 275 postdoctoral fellows.


Einstein’s major strength, in addition to training physicians and scientists, is its science. During fiscal year 2015, the faculty’s consistently high level of scientific achievement resulted in the awarding of more than $150 million in peer-reviewed grants from the National Institutes of Health (NIH).


Einstein is part of Montefiore Medicine Academic Health System, an integrated academic delivery system comprising seven campuses, including 8 hospitals, a multi-county ambulatory network, a new state-of-the art “hospital without beds”, a skilled nursing facility, school of nursing, home health agency, and the state’s first freestanding emergency department. As the University Hospital for the Albert Einstein College of Medicine, Montefiore is a premier academic health system, employing Einstein’s clinical faculty and training Einstein’s medical students, over 1,300 residents, 420 allied health students, and 1,600 nursing students annually.


The Albert Einstein College of Medicine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Einstein seeks candidates whose skills, and personal and professional experience, have prepared them to contribute to our commitment to diversity and excellence, and the communities we serve.


The Department of Genetics is a research/graduate educational component at Einstein, which currently involves managing 54 external awards annually, including 4 multi-project grants representing 16 Principal Investigators and $18 million in direct costs.


The Grants Administrator is responsible for the preparation, submission, pre-award and post-award management of extramural grants for the department of Genetics.


  • Responsible for working with faculty, postdocs and students to prepare research grants and fellowship applications to the NIH, other federal and state agencies, public and private organizations and foundations; including, but not limited to, budget preparation and preparing proposal packages for submission;
  • Responsible for directing grant approvals through the system and subsequent electronic transmissions and manual submissions to grant-awarding agencies;
  • Manage all other pre-award functions;
  • Monitor all subcontracts from inception to final payment;
  • Assist Department Administrator with other post-award functions;
  • Track grant deadlines, progress report due dates and other deliverable schedules;
  • Compiles and maintains detailed reports on submitted, active and pending grants;
  • Prepares monthly summary report of grant submissions and outcomes to Department Administrator;
  • Audits monthly ledgers to determine accuracy and monitor spending activities; prepares monthly fund balance reports for research faculty
  • Maintains a database of all active human research study protocols and all animal research protocols.
  • Update and maintain faculty other support information;
  • Monitors and disseminates information concerning guidelines and regulations for grant applications including eligibility, use of human subjects, animals, changes in forms, etc.;
  • Disseminates funding opportunities to faculty and research staff;
  • Responsible for effort reporting through the electronic system to assure accuracy and proper distribution of funds and effort and the training of PIs in the use of the system to certify their individual effort;
  • Prepares changes of effort and funding documentation/requests.
  • Provide budgetary and grant-related information to Research Finance and other departments as needed.
  • Works with the Department Administrator to assure customer service and smooth flow of financial data and information;


A BA/BS in business administration or other related field is required or equivalent combination or education and experience.


Minimum 2-3 years prior related experience in the pre- and post award function, specifically with NIH.


Experience in grant and contract financial management in a research environment is strongly preferred


Skills and Competencies

Working knowledge of NIH grant policies and procedures.
In-depth knowledge of financial management principles and practices. Demonstrated competence in independent management of a large number of accounts with differing project periods. Demonstrates broad understanding of principles of financial management necessary to ensure the appropriate stewardship of university resources.
Demonstrated ability to work in a fast paced environment with changing priorities and ability to make independent decisions and effectively communicate decisions and rationale to department management.
Must possess the ability to interact effectively with a large group of diverse individuals. Strong organizational abilities required.
Demonstrated ability to balance workload for a number of Principal Investigators with different kinds of grants and contracts.
Proficient in Microsoft Office and MAC-based computer system required.
Adept at learning new software programs.