Pre-Award Grants Specialist

US-NY-Bronx

Job ID: 2025-17767
Employee Classification: Exempt
Department: Office of Grant Support
Position Type: ..
Albert Einstein College of Medicine

About Us

The primary emphasis shall be grant application budget review to ensure compliance with all regulations, policies and procedures, and approval where s/he shall have the delegated responsibility of an Authorized Organizational Representative, Signing Official, or Business Official on grant applications. In addition, s/he will assist in all pre-award activities in the OGS including but not limited to review of Letters of Intent, Statements of Work, Collaboration Letters, sub-awards or consortium agreements and the preparation of Face Pages, Progress Reports, Progress Report Additional Materials and submission of Other Pre-award materials, Just-in-time materials using Cayuse, eRA Commons and other electronic mechanisms.

POSITION RESPONSIBILITIES

• Assisting PIs in Pathology, Surgery and ENT and their lab members with preparation and submission of grant applications and contracts. This includes collecting and organizing components of grant applications, preparing grant budgets and budget justification, and other standard documents.
• Reviewing and updating standard documents for grant applications (e.g., biosketches, other support pages, resource & facilities descriptions, etc.) and assisting faculty with overall formatting of proposals for submission.
• Communicating directly with subcontract sites to collect all required documents for applications (biosketches, budget, justification, F&A agreement, signed SOI, Facilities and Other Resources.)
• Creating Cayuse proposals for all applications in SP with complete routing and linked prime applications in 424 for submission to external sponsors
• Meeting semi-monthly or as needed with department leadership to discuss and review status of the faculty’s grants or other administrative issues.
• Reviews and analyzes Cayuse Supplemental Form for pertinent information not captured in the Cayuse system, which may include collaborating with multiple research offices at Einstein and Montefiore (OHRA, IACUC, OCT)
• Ensures proposals are compliant with sponsor increasing regulations. For example, NIH Data Management and Sharing Policy, new Other Support Page requirements, etc.
• Verifies employment status and salary of the applicant(s) and ensures accuracy of proposed efforts and current NIH salary cap
• Identifies and coordinates all cost share requests
• Reviews compliance issues to ensure proper disclosure and budgeting of human subjects and sIRB.
• Explains to investigators how to properly prepare the required documents. This requires a substantial volume of emails to various parties at Einstein and Montefiore.
• Reviews indirect cost reduction/waiver, no salary support requests and prepare these for processing according to internal policies and procedures

• Reviews and approves budget revisions for continuation applications and No Cost Extension
• Reviews Letter of Intent (LOI) and Statement of Work (SOW) and processes these requests
• Reviews Collaboration Letter and prepares letters for signature
• Reviews sub-award and consortium budget for accuracy and compliance
• Reviews Face page to ensure budget amendment and compliance with other regulatory issues and processes for signature
• Processes and submits applications, progress reports, progress report additional materials (PRAM), just-in-time materials through electronic application submission portals (eRA Commons, ProposalCentral, etc.), other federal and non-federal portals or other electronic methods, and communicates with the sponsors to resolve issues
• Assists investigators, administrators, Senior Grant Specialist, and the Director on any other issues regarding application development and submission as required in a timely and efficient manner

QUALIFICATIONS

• A bachelor’s degree is required, though a major or significant coursework in business, accounting, or finance is preferred
• Five year experience in sponsored projects administration dealing with budget preparation and review is required, though over seven year experience is preferred
• A person with experience in both pre-award and post-award handling preparing/reviewing of over $200 million budget per year is preferred
• High competence in mathematical skills, Federal financial compliance and research regulations are required.
• Strong all-around understanding of working with Cayuse 424 and Cayuse SP for grant application routing, review and approval
• Works well under pressure
• Able to juggle many deadlines and priorities
• Good familiarity working with eRA Commons to submit documents and get information about Federal awards
• Ability to communicate effectively with principal investigators and senior management including associate deans and the executive dean.
• Strong understanding of the intricacies of Federal indirect cost regulations as well as those of dozens of non-Federal grantors
• Well-developed understanding of applying the NIH salary cap and knowing when to use it as well as when it does not apply.
• Ability to negotiate with Einstein and Montefiore clients so they will properly complete the grant application process

Minimum Salary Range:
USD $85,000.00/Yr.

Maximum Salary Range:
USD $92,000.00/Yr.