Research Administrator II

Anna Jaques Hospital; Boston (MA); On-site; USD 66,000 - 88,450; Full time

Job summary

Beth Israel Lahey Health is seeking a Research Administrator II to oversee the daily operations of defined research areas, including grant and contract proposal preparation and approval, account setup, and financial reporting.

You will collaborate with Chiefs and PIs, ensure policy compliance, monitor expenses, and support the overall grant submission process. Strong budgeting, analysis, and reporting skills are essential for this role in Boston.

Qualifications

• Associate degree required.
• 1-3 years of research administration experience or 2+ years in related roles.
• Experience with web-based systems and MS Office.

Responsibilities

• Monitor purchases, actual and encumbered expenses and salary distributions.
• Provide regular financial status reports to investigators.
• Manage time-and-effort reporting for defined areas.
• Authorize expenses and coordinate with A/P, HR, and Purchasing.
• Support grant proposal submissions, budgets, and compliance.
• Assist onboarding with HR and Harvard IO as needed.
• Participate in research administration meetings to stay current.
• Assist with onboarding/offboarding of labs and staff.

Skills

Budget management

Numerical aptitude

Communication skills

Team collaboration

Education

Associate's degree

Bachelor’s degree preferred

Tools

Workday

Grant management software

Microsoft Office

Spreadsheet software

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 Research Administrator II is responsible for the daily administrative operations of defined research areas including grant and contract proposal preparation and approval, establishment of account infrastructure, management of financial transactions, preparation of regular reporting on status of funding and approval of research expenditures. This person collaborates with Chiefs and Principal Investigators (PIs) and Research Administration Team leadership to ensure compliance and proper implementation of policies and procedures.

Job Description:

Primary Responsibilities:

• Works with information from internal systems, including Workday, grant management software and other systems to monitor purchases, actual, and encumbered expenses as well as salary distributions. Must have an aptitude for numbers including budget management and research federal policies. (essential)

• Works with Financial Analysts and others as necessary to reconcile information/reports and provide investigators with regular financial status reports in user-friendly formats. Expected to have regular meetings with investigators where projections are provided and reviewed to avoid deficit spending. As necessary, work with investigators and Research Administration team leadership to manage deficits. (essential)

• Responsible for managing all time and effort reporting for defined areas of responsibility. Works with PIs to regularly monitor information, make changes as appropriate. Report any unusual or non-compliant information to PI and Research Administration team leadership (essential)

• Authorizes all expense items such as making deposits, transferring funds, and assignment of expenses within areas of responsibility. Works with ancillary areas such as A/P, HR, and Purchasing to ensure receipt of materials and prompt payment or resolution of any issues. (essential)

• Coordinates and supports overall grant proposal submission process including budget development for new and non-competing submissions for their area of responsibility. Advises investigators of grant policies, due dates for progress reports, and compliance requirements. Reviews proposal in final stage prior to Signature Official review and submission to sponsor. (essential)

• Works with the Harvard International Office and Human Resources to assist with onboarding of new hires as needed. (essential)

• Participates in routine research administration meetings, seminars and programs to stay abreast of best practice and guiding regulations. (essential)

• Works under the direction of the Research Manager to assist with onboarding and offboarding of labs and staff as needed. (essential)

Required Qualifications:

- Associate's degree required.

- 1-3 years ofResearch Administration experience or 2+ years of related 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.

Preferred Qualifications:

- Bachelor’s degree preferred.

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. Work progress is monitored by supervisor/manager.

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.

Team Work: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 to task for work to be accurately completed. Intermittent breaks during the work day do not compromise the work.

Work routine is fairly consistent, but employee needs to be able to use judgment to respond to 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:

$66,000.00 USD - $88,450.00 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, geographyof 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