Grant Administrator I - Preaward

Beth Israel Deaconess Medical Center, Inc.; Boston (MA); On-site; USD 64,000 - 83,000; Full time

Job summary

Beth Israel Deaconess Medical Center, Inc. is seeking a Grants Administrator I-Pre-Award to lead pre-award activities for sponsored projects. You will interpret FOAs, manage budgets, ensure compliance, and coordinate proposal components for assigned grant portfolios.

You will prepare RPPRs/JITs, advise investigators on due dates, enter proposals in electronic portals, and serve as a primary contact with sponsors. The role requires 1–3 years in research administration and strong MS Office skills.

Qualifications

• Bachelor's degree preferred.
• 1-3 years of research administration experience required.
• Experience with web-based applications and Microsoft Office.

Responsibilities

• Coordinates and supports overall grant proposal submission process, including budget development for new, non-competing, and competing submissions for an assigned grant portfolio.
• Prepares progress reports (RPPRs) and JITs.
• Advises PIs of grant policies, due dates for progress reports, and compliance requirements.
• Interprets funding announcements (FOAs, RFPs) and summarizes requirements for PIs.
• Collects and advises on administrative proposal components (biosketches, other support documents, letters of support).
• Assists investigators with entering proposals in electronic grant portals, ensuring institutional accuracy and sponsor compliance.
• Reviews budget guidelines ensuring that the budget is in compliance.
• Maintains regular communication with assigned PIs regarding routine submissions and portfolio activities.

Skills

Written English

Oral English

Problem solving

Attention to detail

Teamwork

Customer service

Education

Bachelor's degree

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Access

Job description

When you join the growing BILH team, you’re not just taking a job, you’re making a difference in people’s lives. The Grants Administrator I-Pre-Award manages pre-award activities for sponsored projects, including preparation and submission of grant and contract applications. Interprets funding opportunities, coordinates proposal components, develops and ensures budget and compliance accuracy, manages submission timelines, and supports JIT and RPPR requirements through award issuance. Serves as a primary administrative contact for investigators and sponsors on routine pre award matters.

The Grants Administrator I-Pre-Award manages pre-award activities for sponsored projects, including preparation and submission of grant and contract applications. Interprets funding opportunities, coordinates proposal components, develops and ensures budget and compliance accuracy, manages submission timelines, and supports JIT and RPPR requirements through award issuance. Serves as a primary administrative contact for investigators and sponsors on routine pre award matters.

Job Description

• Coordinates and supports overall grant proposal submission process, including budget development for new, non-competing, and competing submissions for an assigned grant portfolio.
• Prepares progress reports (RPPRs) and JITs.
• Advises PIs of grant policies, due dates for progress reports, and compliance requirements.
• Interprets funding announcements (FOAs, RFPs) and summarizes requirements for PIs.
• Collects and advises on administrative proposal components (bios ketches, other support documents, letters of support).
• Assists investigators with entering proposals in electronic grant portals, ensuring institutional accuracy and sponsor compliance.
• Reviews budget guidelines ensuring that the budget is in compliance.
• Conducts initial compliance screening of proposals (budget and justification, page limits, formatting, indirect cost rates, cost share).
• Requests departmental documentation if voluntary or mandatory cost-share is required.
• Reviews proposal before routing to Signing Official.
• Maintains regular communication with assigned PIs regarding routine submissions and portfolio activities, escalating complex questions to senior staff.
• Serves as primary point of contact with sponsors for routine pre‑award questions.
• Maintains advanced proficiency with sponsor submission systems (e.g., NIH ASSIST, Research.gov, Grants.gov, etc.) and trains PIs/staff in their effective use.

Team–Related Responsibilities

• Works within a team structure under the supervision of a Grant Team Lead or Manager.
• Participates in daily/weekly meetings to coordinate assignments and progress.
• Updates team trackers in real time to ensure accurate reporting for grant submissions.
• Provides early escalation of risks or delays to the Senior Grant Administrator, and to the Grant Team Lead/Advisor for redistribution of workload as necessary.
• Participates in team debriefs and continuous improvement discussions following major submissions or closeouts to support team-wide improvements.
• Provides support to team members during absences or periods of high workload.

Other Responsibilities

• Participates in required cross‑training on post‑award duties to ensure working knowledge of the entire grant cycle.

Qualifications

• Bachelor’s degree preferred.
• 1-3 years of research administration experience required.
• Experience with computer systems required, including web‑based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

Competencies

• Decision Making: Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.
• Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
• Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations.
• Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
• Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
• Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
• Teamwork: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
• Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service‑oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Social/Environmental Requirements

Work requires close attention for work to be accurately completed. Intermittent breaks during the workday do not compromise the work. Work routine is fairly consistent, but employee needs to be able to use judgment to respond to potential unplanned events several times a week. No substantial exposure to adverse environmental conditions.

Health Care Status

NHCW: No patient contact. Health Care Worker Status may vary by department.

Sensory Requirements

Close work (paperwork, visual examination), monitor use, conversation.

Physical Requirements

Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects; sitting most of the time, with walking and standing required only occasionally; this job requires constant keyboard use, frequent sitting; there may be occasional walking, fine manipulation using both hands.

Pay Range

$64,000.00 USD - $82,790.00 USD The pay range listed for this position is the annual base salary range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients’ lives.

Your skill and compassion can make us even stronger.

Equal Opportunity Employer / Veterans / Disabled

At Beth Israel Lahey Health, we are driving the change in health care that Massachusetts wants and needs. Our culture promotes continuous learning, growth, innovation and a sense of belonging. We make it a priority to offer comprehensive compensation and benefits and help you achieve a healthy and balanced life.

While you’re busy caring for and supporting our patients, we take care of you.