Post Award Administrative Clerk

Care New England; Providence, Northern (RI, KY); On-site; USD 36,000 - 48,000; Full time

Job summary

Care New England is seeking an Administrative Clerk to provide essential administrative support to internal stakeholders and the Sponsored Programs Office in a Post Award capacity. The role requires attention to detail, ability to manage multiple tasks, and timely communication.

Responsibilities include processing agreements, maintaining records, supporting budget and purchasing requests, and collaborating with post-award teams to ensure compliance and accurate documentation across departments.

Qualifications

• Associate's degree required; bachelor's degree preferred.
• Familiarity with Microsoft Office and data entry.
• Experience in research management or hospital administration is a plus.
• Strong written and oral communication skills.

Responsibilities

• Review and process agreements, amendments, grant letters and notices of awards.
• Maintain and update trackers, grant documents, invoices and purchasing requests.
• Support post-award managers and researchers with document review and system coding.
• Communicate with internal stakeholders and ensure compliance with sponsor and CNE policies.
• Perform other duties as assigned in support of the Post Award team.

Skills

Basic computer skills

Effective communication

Organizational skills

Education

Associate's degree

Bachelor's degree preferred

Tools

Grants.gov

Research administration systems

Microsoft Office

Job description

Job Summary

The Administrative Clerk provides administrative support to internal stakeholders and the Sponsored Programs Office in a Post Award capacity. This position works closely with the SPRA Post Award team to assist with routine document processing and routing. The Administrative Clerk will be responsible for assigned day-to-day tasks in support of Post Award team, including activity across multiple operating units and departments.

The successful applicant must function well in a high workload environment requiring prioritizing and meeting deadlines; being independent and detail-oriented; and being able to communicate effectively, both orally and in writing. Further duties and responsibilities may be assigned based on the needs and goals of the department and CNE system.

Duties & Responsibilities

• Review and assist with processing agreements, amendments, grant letters and notice of awards as applicable. May include budget upload, record updates and filling out templates to assist Post Award team with management of portfolio responsibilities.
• Receive and maintain server records as necessary, including but not limited to trackers, grant related documents, invoice and purchasing requests.
• Provide support in managing and reviewing requests, delegating or escalating as needed. May prepare or assist with requests as needed, such as check requests and purchase requests.
• Assist sponsored program managers and researchers with routine document review, such as for invoice submission or purchasing requests. May include updating and educating on system coding, reviewing and calculating travel charges
• Perform other related duties as requested.
• Further duties and responsibilities may be assigned based on the needs and goals of the department and CNE system.

APPLICATION OF KNOWLEDGE

• Effectively assess and complete required tasks to support Post Award activity.
• Work collaboratively and effectively with the sponsored projects community.
• Understanding of team structures across teams, departments, and operating units.
• Ensure that sponsor, CNE, department policies, procedures, rules, and regulations are observed and followed.
• Conduct clear and concise communications supporting the sponsored projects mission.
• Participate as a team member on selected projects.
• Effectively foster own personal and professional growth through a variety of educational and professional strategies.
• Maintain accurate records of assigned sponsored projects activities.

Demonstrate a basic level of knowledge and understanding of the practices/procedures related to:

• Funding opportunity announcement/solicitation review and interpretation
• Proposal development and submission best practices
• Sponsored project budget development
• Sub-recipient monitoring and issuance requirements
• Federal prior approval requirements
• Research Performance Progress Reports
• Common sponsored project contract clauses
• Interpretation and compliance with sponsor award terms and conditions
• Award management and accounting best practices, including CNE policy, procedure, and federal cost principles
• Federal prior approval requirements
• Federal, state, and sponsor reporting requirements
• Sponsored project budget monitoring and reporting

Demonstrate a working knowledge and solid understanding of the practices/procedures related to (not all-inclusive):

• Uniform Guidance, 2 CFR 200, Federal Acquisition Regulations, 45 CFR 75
• National Institutes of Health Grants Policy Statement
• Department of Health and Human Services Grants Policy Statement
• Other federal grant policies as needed (e.g., NSF PAPPG in rare circumstances)
• CNE and department policies and procedures

Requirements

• Associate's Degree Required; Bachelor's Degree Preferred

Required:

• Basic computer skills, e.g. familiarity with Microsoft software, completing spreadsheets/data entry
• Preferred: Experience in research management, clinical trial operations, or hospital administration

Preferred:

• Experience using research administration systems, including, but not limited to, federal government portals such as grants.gov
• Effective communication, both orally and in writing
• Ability to work with diverse populations and support an inclusive, culturally responsive environment