Sponsored Programs - Baystate Health

Req#: R29754
Category(s): Research, Sponsored Programs
Full Time / Part Time: Full-Time
Shift: First



  • Full Time
  • Day Shift
  • Monday-Friday




  • More than 5 years of professional experience in Sponsored Programs Administration in an academic medical center, university or research institute setting is required.

Reporting to the Chief Research Officer, the Director, Sponsored Programs Administration (SPA) a team at the primary Baystate Medical Center site, Baystate Franklin, Wing, and Noble to provides administrative, financial, regulatory, and compliance support of Pre-award, Post-award, and Accounting of approximately $20M in research expenditures of Federal, Non-Federal, Industry, and Internally funded Sponsored Programs and Projects.

The Director provides information and counsel to the faculty and research staff on research program management and planning. The Director also advises senior leadership on strategic, administrative, financial, and resource allocation issues related to sponsored research. In addition, the Director oversees the professional development of department and research community faculty and staff members.

Day-to-day functions include oversight of submission of grant proposals, including the coordination of all scientific and administrative reviews; administrative management of institutional grants; administration of all pre-award and post-award activities including budget oversight of grants and contracts; oversight of all sponsored technical reporting, accounting, and relevant compliance requirements in conjunction with the sponsors and institutional oversite bodies of Baystate Health: and coordination of financial analytic and internal and external audit support to faculty and senior management directly related to extramurally funded projects. 

Job Responsibilities: 

1) Provide leadership and vision to a diverse team of staff involved in the review, approval, negotiation, and administration of research and education proposals, grants, cooperative agreements, contracts, federal and industry-sponsored clinical trials, and sub-awards as well as ancillary research agreements.

2) Set strategic goals for the SPA office and lead efforts to achieve those goals.  Provide administrative guidance and support to faculty and other research staff seeking outside funding for research and special sponsored institutional projects.

3) Subject matter expert for regulations and guidelines related to clinical research including, but not limited to: the Uniform Guidance; National Institutes of Health Grants Policy Statement; regulations governing research conflicts of interest; human subject research protections; animal subject protections; foreign influence; environmental health & safety; export controls related to international research engagements; and, clinical research billing.

4) Maintain working knowledge of, and ensure compliance with, all federal (e.g., Uniform Guidance), state, foundation, industry (pharmaceutical), and BH policies, procedures, and guidelines in the management of sponsored research-funded projects.  Develop and implement well-defined policies and procedures relevant to the internal grants administration process, inclusive of the pre-award, post-award, and management/financial management processes. Provide information and counsel to BH senior management on sponsored research administrative and financial issues.

5) Make sound decisions and judgments regarding the resolution of highly complex, urgent, administrative, and operational issues about grants and contracts that may require a high degree of initiative and flexibility. Provide oversight and administration of reporting and research compliance of sponsored programs and projects.

6) Provides Medicare Coverage and Billing Analysis that meets compliance and regulations determined by Medicare's s Clinical Trial Policy on clinical research protocols with billable services. Identifies all clinical items or services associated with a particular clinical trial, including identification of the financially accountable party, such as the trial sponsor, other funding sources, patient, or a third-party payor. Maintains Medicare Coverage Analysis grids and utilizes and updates data collection for use in gathering and compiling information, preparing reports and analyses. Serves as the internal first-line contact for compliance specific to Medicare Qualifying determinations. Supports and reviews all financial and regulatory-related requirements for the Clinical Trial Study budgets, protocols, and contracts.

7) Analyzes the Medicare Coverage rules and identifies services that are not covered for research routine and conventional. Assists study department staff and clinical managers in determining applicable review requirements and facilitating timely budget approval. Provide excellent customer service and accurate guidance to clinical research budget analysts regarding clinical research budgeting and billing policies and procedures. Uses charges master, CMS data NCD 310.1, and other documentation to determine whether the study includes protocol-related billable items or services. Reviews documentation for accuracy with principal investigators, study teams, and our Clinical Research Support staff.

8) Ensure comprehensive and effective implementation and use of the Advarra OnCore Clinical Trials Management System (CTMS) and Cerner Powertrials Billing and data capture applications across Baystate Health. 

9) Develop productivity benchmarks for Sponsored Programs staff and Implement performance improvement strategies to ensure performance metrics for accountability are consistently met.

10) Serve as the authorized institutional official/signatory in negotiations with sponsoring agencies, ensuring compliance with sponsor-mandated requirements on funds management, cost accounting standards, animal welfare, and human subject research, data sharing, conflict of interest, and research integrity.

11) Proposals Review proposals for completeness and compliance with agency and university requirements (nontechnical). Approve and endorse proposals on behalf of the University. Ensure proposals comply with the guidelines and regulations. Submit proposals to agencies. Manage electronic systems for proposal preparation, institutional approval, and submission to agencies.

12) Negotiate favorable award terms on behalf of the principal investigator (PI) and the Baystate Health (eg, publication rights, intellectual property rights, rights in data, indemnification, payment terms, etc.). Accept awards on behalf of Baystate Health. Establish, maintain and administer project accounts in the financial system (Info Lawson). Create and distribute internal Notice of Grant Award synopsizing award terms and conditions. Resolve post-award issues (updating budgeting requests, change of PI, disputes with sub-recipients, questions about the allowability of costs, etc.). Serve as institutional point of contact for questions raised by agencies (eg, adherence to terms and conditions, compliance with reporting requirements, etc.). Issue financial reports and invoices to sponsors. Apply payments to appropriate award. Follow-up on past due amounts. Closeout awards when grants have ended and assure all payments are received. Work with internal and external auditors on sponsored.

13) Subawards Assess potential sub-recipients for risk. Negotiate and execute sub-awards after ensuring compliance with sponsor requirements. Monitor sub-recipients. Approve sub-award invoices for payment (after PI review and approval).

14) Work with faculty, chairs, and Chief Research Officer/Associate Dean for Research to develop new funding sources. Analyze federal and state emerging regulatory requirements and audit plans related to sponsored programs and ensure timely compliance. Provide training related to sponsored program's regulations and requirements. Serve as Business Process Owners and Business Process Users (SAMS Registration and DUNS) related to sponsored programs for electronic systems efforts related to research systems.

Required Work Experience: 

More than 5 years of professional experience in Sponsored Programs Administration in an academic medical center, university or research institute setting is required.

Skills and Competencies: 

1) Excellent written and verbal skills; able to deliver a presentation to the faculty and staff; as well as good business and financial acumen and critical problem-solving skills. 

2) A demonstrated history of fostering a culture of excellent customer service. Prior experience with pre-and post-award financial management is essential, including proposal development and post-award management, as well as familiarity with all types of award mechanisms, including grants, contracts, subcontracts, cooperative agreements, and industry-sponsored Clinical Trials.

3) Extensive experience interpreting and applying federal and state research guidelines, policies and practices, and complex sponsor requirements and recommending actions and resolving complex issues; a broad working knowledge of Federal funding agencies; deep knowledge of NIH, SAMSHA, and HRSA is particularly valuable.

4) Must have a working knowledge of Uniform Guidance, the Code of Federal Regulations relative to grants, Federal Acquisition Regulations, and audit requirements and a proficient with the NIH Grants Policy Statement.

5) Advanced skills in procurement, cost accounting principles and the use of sponsored research systems are required.


  • Excellent Compensation High-quality, low-cost medical, dental and vision insurance
  • Generous PTO – up to 25 days in the first year, with scheduled earned increases
  • Continuing education support and reimbursement
  • First Time Home Buyers Financial Packages
  • Farm Share Memberships
  • 403b retirement company match & annual company contribution increase based on years of service
  • Free money coach advice from a certified professional
  • Wellbeing programs that include but are not limited to mental, physical, and financial health
  • Pet, home, auto and personal insurance
  • Life insurance
  • Reimbursement for a variety of wellbeing activities, included but limited to gym membership and equipment, personal trainer, massage and so much more!
  • Wellbeing programs that include but are not limited to mental, physical, and financial health

We strive to be the place where we can help you build the career you deserve – apply today – YOU belong at Baystate!


We offer competitive total compensation that includes pay, benefits, and other recognition programs for our employees. The base pay range shown above considers the wide range of factors that are considered in making compensation decisions including knowledge/skills; relevant experience and training; education/certifications/licensure; and other business and organizational factors. This base pay range does not include our comprehensive benefits package and any incentive payments that may be applicable to this role.

You Belong At Baystate

At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.



Bachelor of Science (Required), Master of Arts


Equal Employment Opportunity Employer

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.

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