Alliance for Clinical Trials in Oncology

Administration

• Manage the full financial lifecycle of complex sponsored projects, ensuring compliance with federal, state, and institutional regulations
• Monitor expenditures, conduct reconciliation, forecast budgets, create and monitor reporting, and mentor junior staff
• Serve as a liaison with funding agencies
• Provide all phases of pre and post-award financial administrative support for sponsored awards in the assigned portfolio to all stakeholders and support personnel
• Monitor award expenditures, re-budgeting, cost-sharing, supply and equipment justifications, etc. to ensure costs are allowable, allocable, and reasonable
• Maintain and implement internal accounting controls to efficiently manage assigned awards
• Collaborate with Alliance personnel at all levels to ensure the successful management and spending of externally and internally funded projects, including principal investigators, department and division administrators, leaders, pre-award administrators, and other support personnel
• Serve as liaison between the Alliance and external funding agencies in matters of financial reporting, budgeting, and accounting
• Review award agreements and prepare the financial account set-up in accordance with award terms and conditions to ensure compliance with federal OMB Uniform Guidance, specific granting agencies’ requirements, and internal institutional policies and procedures
• Analyze and evaluate award budgets for accurate expenditure categories, including fringe benefits and facilities and administrative costs
• Prepare all required external reports according to agency guidelines on a timely and accurate basis
• Oversee the closeout of assigned awards and prepare for an annual audit to ensure compliance with federal OMB Uniform Guidance
• Daily processing of non-salary and salary expenditures, budget appropriations, financial reporting, and accounting unit maintenance
• Work with the grants team to successfully complete quarterly and annual financial processes and to meet fiscal year close requirements
• Provides pre-award back up as necessary
• Acts as Administrative Reviewer for pre-award tasks as necessary
• Responsible for Subaward agreements, Consulting agreements and other service agreements
• Acts as Site Payment Reviewer as necessary
• Responsible for Prior Approval Submissions
• Assist the Director in the training and onboarding of new departmental staff
• In addition to daily grant administration functions, this position will be responsible for various projects assigned by the Director to improve processes and procedures
• Assigned duties as needed

Senior Grants Administrator

Administrative Assistant

• Research and identify grant opportunities and funding sources, coordinates application materials, reviews proposals for compliance, prepares budgets, and submits applications on time
• Monitor spending on all federal accounts. Analyze monthly financial reports and ledgers for accuracy, recommend and initiate action to correct discrepancies and follow-up until resolved.
• Prepare drafts of financial sections for components of grant and supplement applications, including draft budgets and budget justifications. Coordinate with subaward administrators to assist with preparation of financial materials for all major grant-related activities
• Handles straightforward post-award activities including account creations, regulatory and compliance monitoring, salary allocations, effort reporting, grant reporting, cost allocations, cost center charges and equipment inventory, invoice preparation, grant closing process, and account closing
• Assists with pre and post award activities as needed
• Serves as pre-award and post-award backup
• Package and submit applications according to published agency guidelines and deadlines.
• Monitor awarded grants, tracks expenditures, ensures program compliance with federal or private regulations, and prepares and manages financial and progress reports
• Maintain comprehensive physical and electronic records of all grants which include managing donor databases, tracks grant status, creating reports, and managing invoicing
• Maintain internal controls, conduct audits, manage records, and implement strategies for donor stewardship Ensuring all activities align with organizational and legal requirements, funding trends, and regulatory changes
• Act as a liaison between stakeholders (PIs, departments, external agencies), and nurtures relationships with foundation contacts and follows up on declined grants
• Collaborate with Alliance personnel at all levels to ensure the successful management and spending of externally and internally funded projects, including principal investigators, department and division administrators, leaders, pre-award administrators, and other support personnel
• Serve as liaison between the Alliance and external funding agencies as necessary in matters of financial reporting, budgeting, and accounting
• Work with the grants team to successfully complete quarterly and annual financial processes and to meet fiscal year close requirements
• Coordinates and processes all site agreements
• Serves as back up for back up for subaward invoices approver and vendor invoice approver.
• Serve as operations support for Group Meeting administrative functions
• Process and handle invoicing for NCTN and NCORP by managing accounts receivable, resolving vendor discrepancies, and utilizing software like QuickBooks or Excel
• Responsible for managing and updating all NCTN and NCORP travel coordination and reimbursement
• In addition to daily grant administration functions, this position will be responsible for various projects assigned by the Sr Grants Administrator to improve processes and procedures
• Assigned duties as needed

Senior Grants Administrator

Senior Grants and Administrative Coordinator