Alliance for Clinical Trials in Oncology

Senior Grants and Administrative Coordinator

Alliance for Clinical Trials in Oncology

full-time

Posted on:

Location Type: Hybrid

Location: Boston • Massachusetts • United States

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Job Level

Senior

About the role

  • 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

Requirements

  • Bachelor's degree and/or relevant experience in grant or public administration, finance, or related fields
  • 5+ years in sponsored programs or grant administration including program support, or related writing/fundraising, often handling complex federal grants and strong financial/audit knowledge
  • Strong understanding of grant management cycles, funding compliance, federal/agency regulations (e.g., NIH, IRS), and nonprofit operations
  • Strong understanding of grants management software, excellent financial analysis skills
  • Exceptional administrative and organizational skills including time management, attention to detail, and ability to work under tight deadlines
  • Strong business writing and verbal communication
  • Strong analytical skills and ability to work independently and collaboratively
  • Proficiency with relevant software (e.g., MS Office, accounting software)
  • Must be authorized to work in the U.S.
  • Preferred Skills:
  • Experience working in oncology research preferred
  • Experience working with international clinical research sites and regulatory requirements
  • Certified Research Administrators or Certified Financial Research Administrator certifications
Benefits
  • 8 weeks of paid time off (including PTO, sick, and holidays) during year one
  • Medical, Dental & Vision plans with a 100% employer-paid option for employees
  • Tuition reimbursement stipends
  • Continuing Education
  • 3% employer match for retirement investments
  • Annual Employee Performance Bonus Program
  • Annual Cost of Living Adjustment
  • 50% commuter reimbursement
  • Healthy Work/Life balance and flexibility
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
grant administrationfinancial analysisbudget preparationcompliance monitoringcost allocationsinvoice preparationauditinggrant reportingdonor stewardshipprogram compliance
Soft Skills
organizational skillstime managementattention to detailverbal communicationbusiness writinganalytical skillscollaborative workindependent work
Certifications
Certified Research AdministratorCertified Financial Research Administrator