Pre-Award Manager

Partners HealthCare(PHS) - Somerville, MA4.0

Full-timeEstimated: $61,000 - $84,000 a year
As a not-for-profit organization, Partners HealthCare is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system. Founded by Brigham and Women’s Hospital and Massachusetts General Hospital, Partners HealthCare supports a complete continuum of care including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care and other health-related entities. Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research.

We’re focused on a people-first culture for our system’s patients and our professional family. That’s why we provide our employees with more ways to achieve their potential. Partners HealthCare is committed to aligning our employees’ personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors. We support each member of our team to own their personal development—and we recognize success at every step.

Our employees use the Partners HealthCare values to govern decisions, actions and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.

General Summary/ Overview Statement:
The Pre-Award Manager will oversee a team of Grant Administrators, who provide research pre-award services to Principal Investigators at the Brigham and Women’s Hospital, Massachusetts General Hospital and McLean Hospital. The Pre-Award Manager reports to the Director of Pre-Award and works in conjunction with the other Pre-Award managers to insure the efficacy of the business practices and processes. The Pre-Award team includes Grants Administrators with various levels of experience, and at times consultants and temporary staff. This is a supervisory position which includes a staff of 8 grant administrators and will have delegated institutional signing authority for all Pre-Award activities.

Principal Duties and Responsibilities:
Manage and support a team of Grant Administrators during daily operations and ensure consistency between team members.

Attend and present Pre-Award updates and news at various hospital meetings and events.

Supervise, mentor and provide guidance to GA I, GA II and Senior Grants Administrators team members. Manage On-boarding of new hires, annual performance reviews and disciplinary actions as needed.

Manage workflow including triage of proposals, JIT and Progress Reports to other team members effectively balancing workloads. Ensure timely response to PI’s and department administrators when question or concerns are posed.

Assist and support team members in the review of the financial and administrative management requirements in federal, foundations, industry and state solicitations. Ensure compliance with institutional and sponsor policies. Provide guidance to PI’s and Department Administrators in resolving complex issues involving grant regulations and cost allowability.

Keep current on State of MA regulations and applicable federal regulations, policies, guidelines, latest applications and amendments. Use this knowledge to train and mentor team members. Must have the ability to interpret and explain sponsor guidelines to team members, PIs and Departmental Administrators, as needed.

Manager is required to have a working knowledge of federal and foundation contracts, including the ability to negotiate basic contracting terms. Act as Contract Lead and Contract Signatory for team members. Knowledge of FDP contract templates is a plus.

Respond to concerns raised by PI’s and department administrators and counsel staff as needed, to improve customer satisfaction with services offered.

Utilize reporting to manage daily, monthly and annually staff workflow, track workload volume, turn- around time and data completion metrics. Oversee staff in the development of training guides related to business process and related system enhancements.

Assist the Pre-Award Director in determining best practices for system use, system enhancements, and presentations to the research departmental user community.

Manager may carry a small workload to keep knowledgeable on the various federal and non-federal sponsor regulations. In some cases, the Manager may need to provide coverage when team members are out of the office.

Work with the other Pre-Award Managers to ensure all Pre-Award SOP’s and Wiki documentation is kept current.

Assumes additional responsibilities as assigned.


10 years’ experience as a professional grant administrator with last 5 years as a Senior Grant Administrator or Manager.
Proven record or managing teams successfully.
Manager experience preferred, but not require Bachelor’s or Master’s degree preferred.

Skills/Abilities/Competencies Required:
Extensive knowledge of program administration guidelines of federal and non-federal funding agencies supporting biomedical research. Familiarity and experience with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements.

Ability to work in a fast-paced, changing environment, while managing stress levels of the team members when needed.

Signature Authority is expected to be obtain within 3 months or sooner of employment.

Experience in defining or improving business processes with “Big Picture” focus.

Ability to manage high volume and complex transactions.

Ability to manage deadline driven transactions.

Exceptional Interpersonal skills.

Proven motivator skill with team members.

Exceptional Customer Service and analytical skills.

Must have excellent written and oral communication skills to work effectively and diplomatically with all levels of the hospital, Partners Healthcare System, sponsors and audit agencies.

Knowledge of PowerPoint and exceptional presentation skills.

Familiar with MS Excel and knowledge of Pivot Tables.

Familiar with Report Writer concepts.

Excellent analytical and problem solving skills.

Independent judgment, ability to accurately interpret written materials and strong organizational skills.

Signature Authority is expected to be obtain within 3 months or sooner of employment.

EEO Statement

Partners HealthCare is an Equal Opportunity Employer & by embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law.

Primary Location: MA-Somerville-Assembly Row - PHS
Work Locations: Assembly Row - PHS 399 Revolution Drive Somerville 02145
Job: Research-Management
Organization: Partners HealthCare(PHS)
Schedule: Full-time
Standard Hours: 40
Shift: Day Job
Employee Status: Regular
Recruiting Department: PHS Research Management
Job Posting: Feb 1, 2019