Lead Research Administrator

Dana-Farber Cancer Institute; Quincy (MA); On-site; USD 95,000 - 115,000; Full time

Job summary

Dana‑Farber Cancer Institute in Boston seeks a Lead Research Administrator to manage complex research portfolios across multiple laboratories. You will lead pre‑award and post‑award processes, oversee procurement and HR activities, ensure compliance, and partner with central offices to optimize systems and funding strategies.

You will collaborate with faculty and department leadership, drive special projects, and help set department and institute strategy in a leading cancer research environment.

Qualifications

• Bachelor’s degree preferred with at least 6 years of relevant experience.
• Expertise in grant administration, pre- and post-award processes.
• Strong budgeting, financial reporting, and invoicing experience.

Responsibilities

• Grant Preparation (pre‑award): manage all non‑scientific materials and deadlines.
• Portfolio Management (post‑award): financial reporting and compliance.
• Procurement: approve and process purchases and vendor bills.
• Human Resources: salary allocations, offers, visa processing, onboarding/offboarding.
• Compliance: advise on policies and NIH/DFCI regulations.
• Cores, Centers and Chargebacks: pricing, billing and revenue management.

Skills

Excel

Budgeting

Grant management

Communication

Project management

Team leadership

NIH regulations

Policy interpretation

Data analysis

Education

Bachelor's degree

Tools

Grants & Contracts systems

Job description

The Lead Research Administrator is responsible for managing complex research portfolios for multiple laboratories within the Departments of Molecular and Cellular Oncology and Solid Tumors. This role works autonomously while collaborating with the Department Administrator (DA) as needed.

The Lead Research Administrator serves not only as a subject matter expert in research administration, but also as a leader within the department. The position oversees a diverse portfolio of funding sources, including federal, industry, foundation, donor, institutional, chargeback, and clinical trial funding.

The Lead Research Administrator collaborates with and advises faculty and researchers on the preparation of sponsored research applications and the financial management of sponsored and institutional funds, and is responsible for problem-solving on behalf of the department. This individual also works closely with Institute central offices, including Research Finance, Accounts Payable, Research Administration, Special Funds, Grants and Contracts, the Clinical Trials Office, the Office of General Counsel, and the Innovations Office.

In addition to grant and personnel management responsibilities, the Lead Research Administrator will lead special projects and assignments within the department and across departments, and will represent the Department on institutional committees and workgroups. The role also partners with Department Leadership and Faculty to help set strategy and provide guidance and expertise.

Located in Boston and the surrounding communities, Dana‑Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS, and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high‑risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School‑affiliated hospitals.

• The Lead Research Administrator is responsible for the following primary functions, autonomously in collaboration with Department Administrator as needed: Grant Preparation (pre‑award), Portfolio Management (post‑award), Procurement, Human Resources, Compliance, Cores, Centers, and Chargebacks, Special projects and or initiatives to improve systems and processes.
• Grant Preparation (pre‑award): Responsible for all administrative aspects of grant preparation of sponsored research applications. Review sponsor eligibility and application requirements and ensure applicants understand them, responsible for the entire application excluding scientific content, meet and communicate internal and external deadlines in a strict deadline‑driven environment, research funding opportunities for investigators, draft non‑scientific materials for proposals, coordinate with administrators and faculty from other departments or organizations to complete proposals, coordinate institutional review of proposals by Grants & Contracts and submission to sponsors, prepare JIT information and responses to other pre‑award inquiries.
• Portfolio Management (post‑award): Responsible for the financial management of sponsored and institutional funds portfolio management. Prepare financial and narrative reports for sponsors while managing and adhering to specified deadlines, provide projection and project summary reports to investigators on a regular basis, ensure spending adheres to budget and sponsor and Institute guidelines, invoice and monitor receivables for clinical trial enrollment when appropriate, establish billing agreements as appropriate, track milestones and receivables for industry agreements.
• Procurement: Approve and/or initiate purchase requests for investigators and laboratory members via Purchase Orders and PCard. Verify funds are available, expenses are allowable and correctly allocated in a timely manner. Review and approve bills for core and center services.
• Human Resources: Onboarding - conduct financial analysis to determine availability of funding, assist in the development of job descriptions, post positions, approve salary offers, process visa applications and payments as appropriate. Ongoing - process merit, equity and promotions requests. Manage salary allocations in adherence to funding guidelines and availability. Offboarding - manage termination process checklist, process termination paperwork.
• Compliance: Partners with faculty and researchers to ensure adherence to internal and external policies. This includes consulting with faculty/OGC/Innovations on MTA, DUA and consulting agreement processes. Also includes advising faculty and researchers and/or referring them to appropriate resources for other compliance issues such as financial conflict of interest and foreign influence. Educate new researchers and manage the federal time and effort process for applicable researchers. Continuous learning and educating of researchers on NIH Grants Policy Statement and DFCI Policies. Review Time and Effort prior to routing to researchers for certification.
• Cores, Centers and Chargebacks: Assist in pricing development and annual review of pricing, process monthly billing for internal and external customers, manage funds to ensure revenue meets expenditures.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Expert with new applications and software programs
• Expertise with Excel/ Google Sheets preferred
• Extensive experience with electronic document and email file storage
• Able to complete projects with expertise, accuracy and on time
• Adapt at prioritization and managing multiple priorities simultaneously
• Provides superb written and verbal communication
• Demonstrated expertise with listening, inquiry, follow‑up, and problem‑solving skills
• Demonstrated expertise assessing complex situations and developing solutions
• Extensive experience with analyzing grant data through research, comprehension and application of regulations, policies, and procedures including NIH and other Federal, state and foundation regulations
• Adapt with budgeting principles, including projections and the integration of multiple complex awards and types with varying project periods
• Adapt at cultivating relationships with faculty, research staff, department’s GM team, GM in other departments, and central departments
• Adapt at directing faculty and researchers to appropriate departmental and institutional resources, including for issues or queries outside the standard scope direct responsibility
• Expert knowledge of regulations, policies, and DFCI standard operating procedures (SOPs)
• Promotes inclusive community where human differences are valued and celebrated and where all are welcome
• Creates an inclusive work environment that engages and retains talent
• Able to lead and influence projects within the Department and across the Institute’s research central offices. Independently discusses and troubleshoots complex issues
• Shares ideas openly and accurately, and communicates them effectively, both in writing and verbally
• Expert client-service and project management skills

MINIMUM JOB QUALIFICATIONS

The position prefers candidates with a bachelor’s degree and at least 6 years of relevant experience.

SUPERVISORY RESPONSIBILITIES

May act as a lead, coordinating, facilitating and or advising the work of others.

PATIENT CONTACT: None

Dana‑Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.

EEO Poster

Pay Transparency Statement

The hiring range is based on market pay structures, with individual salaries determined by factors such as business needs, market conditions, internal equity, and based on the candidate’s relevant experience, skills and qualifications.

For union positions, the pay range is determined by the Collective Bargaining Agreement (CBA).

$94,900.00 - $115,400.00