Position Objective: The Grants Management Specialist will independently provide support services to assist in fulfilling the overall objective of Fogarty International Center. The primary objective is to deliver high-quality services and required deliverables through the effective performance of grants management and administrative support activities for the Office of Director within the National Institutes of Health.
Duties and Responsibilities:
- Draft FOA templates and administrative sections for GMS review.
- Maintain FOA publication tracking log and clearance workflows.
- Deliverable: FOA Template & Publication Tracking Spreadsheet. Due: within 5 business days of request.
- Monitor Electronic Research Administration (eRA) Commons receipt queue.
- Validate administrative completeness (forms present, page limits) and flag missing items.
- Prepare administrative completeness reports for each application.
- Deliverable: Application Intake Report (one per application). Due: 3 business days after receipt.
- Perform mathematical verification and consistency checks between SF-424 Research & Budget Justification.
- Produce budget comparison worksheets and preliminary cost-analysis summaries.
- Deliverable: Budget Verification Worksheet & Cost Summary. Due: 3 business days after receipt of application.
- Check presence of required assurances (human subjects, vertebrate animals, IACUC, IRB approvals), registrations (SAM/UEI), and other attachments.
- Prepare checklist summary for GMS review.
- Deliverable: Compliance Checklist. Due: 3 business days after intake.
- Check presence of required assurances (human subjects, vertebrate animals, IACUC, IRB approvals), registrations (SAM/UEI), and other attachments.
- Prepare checklist summary for GMS review.
- Deliverable: Compliance Checklist. Due: 3 business days after intake.
- Compile institutional award history, audit summaries (Single Audit), and other source documents for GMS.
- Deliverable: Applicant Risk Brief. Due: 5 business days after GMS request.
- Track JIT requests; validate completeness of JIT materials and prepare JIT summary memos.
- Deliverable: JIT Status Log & JIT Memo. Due: per JIT timeline (as requested).
- Draft standard correspondence and internal routing memos for GMS approval.
- Maintain shared mailbox triage log.
- Deliverable: Draft Correspondence Packet. Due: 3 business days after request.
- Assemble draft Notice of Award elements (funding summary, terms to consider, recommended conditions) for GMS review.
- Deliverable: Draft NoA Package (for review only). Due: per award schedule.
- Prepare funding summary sheets, obligation worksheets, and internal checklists.
- Deliverable: Funding Summary & Obligation Worksheet. Due: within timeline provided by GMS.
- Post-Award Setup & Onboarding
- Enter award metadata into NIH tracking systems (under supervision), create grantee file folders, and assemble administrative award packets.
- Deliverable: Award Setup Checklist. Due: within 5 business days of award finalization.
- Financial Monitoring & Reporting Support
- Reconcile budget vs. awarded amounts; prepare monthly/quarterly financial status summaries for GMS review.
- Track and summarize Federal Financial Report (FFR) submissions and flag delinquent reports.
- Deliverable: Financial Monitoring Report (monthly/quarterly). Due: monthly.
- Grant Administration & Compliance Monitoring
- Review and summarize progress reports, other support, no-cost extension requests, and prior approval requests for completeness and policy issues.
- Prepare issue logs and draft recommendation memos for GMS action.
- Deliverable: Post-Award Compliance Summary & Issue Log. Due: within 5 business days of receipt of grantee submission.
- Amendments, Modifications & Closeout Support
- Compile documentation for administrative amendments and closeout packages (final FFR reconciliation, final progress report, property disposition).
- Prepare draft closeout checklists and closeout memos.
- Deliverable: Closeout Package & Checklist. Due: within 10 days of grantee final submission.
- Closeout & Records Management
- Ensure award records meet NIH retention/compliance standards and prepare electronic archive packages.
- Deliverable: Archived Award Record Package. Due: per NIH records schedule.
- Timeliness: Deliverables submitted within agreed due dates; late submissions require written notification and mitigation plan.
- Accuracy: Zero arithmetic errors on budget worksheets; policy-related flags must reference applicable NIH policy citations (drafts acceptable; final determinations by GMS).
- Completeness: Each deliverable contains required fields and a one-page executive summary for GMS.
- Quality: Documents are professional, editable (MS Word/Excel), and include version control (version, date, author).
- Acceptance: GMS reviewer will accept, accept with comments, or reject deliverable within 5 business days. Rejected deliverables must be corrected and resubmitted within the agreed timeline. (See Performance Evaluation Standards – Attachment 4)
- Status Reports: Weekly brief status report on active tasks and outstanding items (format: 1-page plus dashboard).
- Monthly Meeting: Monthly review with GMS leadership to review performance metrics, risks, and backlog.
- Ad Hoc: Immediate escalation for items that could materially affect award timing or compliance.
Basic Qualifications:
- Bachelor's degree required
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5+ years of federal grants experience
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Experience with eRA Commons and IMPAC II.
- Proficiency with SF-424, modular budgets, and indirect cost calculations.
- Knowledge of NIH Grants Policy Statement, human subjects regulations, and audit reporting.
Preferred Qualifications:
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Master's degree preferred
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NIH experience preferred
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3+ years of experience in finance/accounting preferred.
- Ability to communicate effectively, orally and in writing, with non-technical and technical staff
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Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects
- This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, email us at [email protected]. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.
This position is contingent upon contract
