Sponsored Programs - Baystate Health

Req#: R16729
Category(s): Research, Sponsored Programs
Full Time / Part Time: Full-Time
Shift: First

Pre Awards Grants Administrator


Summary Description:

One to three paragraphs describing job function.  In addition to job qualifications this will be used for posting.  This section should include tie to line of sight and employee engagement – how this job relates to our vision and mission.  (Do not use bulleted text.)

Sposnored Programs Administration (SPA) is seeking a Pre Awards Grants Manager. Under the supervision of the Director, the Pre Awards Grants Manager will provide support to Investigators and Departments in seeking external funding and for all grant related pre-award administrative activities. The major function of this position is to assist principal investigator in preparation, submission and pre-award administration of grants, and contracts including annual progress reports and subawards. We are seeking a candidate with strong interpersonal skills, who is detail-oriented and enthusiastic to work closely with principal investigators.

Adheres to system and department compliance policies, and any and all applicable laws and regulations. Performs other duties as assigned.

Job Requirements:

Expansion of the summary description.  Specific job related responsibilities that will be used to measure performance.  Please check which job responsibilities are “Essential Functions” as defined by the Americans With Disability Act. View ADA Requirements


Assist Faculty in setting profile in Grant Forward and seek external funding. Review Program announcement and advise faculty on ness and required components of Proposal 


Assists PIs in the development, review, and submission of all Federal, State, and foundation grants and contracts applications. Manages timelines and the overall progression of submission to ensure the on-time completion of high quality, responsive and compliant proposal applications. Prepares grant budgets and budget justifications based on the aims provided and RFA technical content requirements in full compliance with sponsor/donor and CU policies, as well as engages outside collaborators, and establishes subcontracts; Prepares and compiles all components of each grant submission, ensures that the proposal is formatted, packaged, and submitted in accordance with granting agency requirements.


Drafts supporting documents for grants including letters of intent, letters of support, cover letters, facilities and resources etc.; Maintains detailed, up-to-date records of PI’s other support, biosketches, and grant submission documents;      


Responds to RFAs and summary statements and addresses issues prior to submission;

•           In coordination with the Post-Award Team and the principal investigators, promotes accurate preparation and timely submission of progress reports as required by sponsoring program;

•           Tracks the status of pending applications, follows up with investigator regarding review/funding status of application;

•           Supports investigators in responding to Just-In-Time requests;

•           Ensures files are complete for awarded applications, secures missing information from principal investigators and/or administrators;

•           Provides advice and guidance to researchers and junior team members on grant funding policies, regulations, and procedures;

•           Facilitates and supports the research and identification of funding opportunities on behalf of investigators, as appropriate;

•           Maintains standards: budget templates, standardized checklists for core staff and PIs tailored to the sponsor/mechanism


Maintains standards: budget templates, standardized checklists for core staff and PIs tailored to the sponsor/mechanism, standardized filing system using shared drives, updated resources and facilities;

•           Prepares summary reports of applications submissions and outcomes to Director of Pre-Award;

•           Develops and maintains a positive relationship with funding agencies, collaborating organizations and multiple internal offices

•           Works collaboratively and cooperatively with faculty, grant writers, and all aspects of grant administration;

•           Performs other related duties as assigned, including support on special projects, as required


Unless otherwise required by certification, licensure, or registration, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the minimally required education and/or experience listed in the Qualifications section below.

Minimally Required Education: If none required select “none required”.

  Bachelor’s Degree


Minimally Required Experience: If none required select “none required”.

Some knowledge Sponsored Programs Administration; knowledge of federal, state & general funding agency rules and regulations; knowledge of A133, and Uniform Guidance.     



To be successful, the ideal candidate should possess strong organizational and time management skills to achieve timely progress on multiple simultaneous complex projects, meet tight deadlines, goals, objectives and maintain a high level of productivity and accuracy, interpersonal and communication skills to interact professionally with staff & faculty, colleagues, and other outside agencies.

Highly proficient computer skills and experience in, but not limited to, MS Office  (Word, Excel) and the skills to manipulate and extract data and work from a variety of sources (databases, Word files, plaint text files, PDF, email, etc.).     

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)


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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