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Beth Israel Deaconess Medical Center Grant Specialist in Boston, Massachusetts

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Grant Specialist

Department Description:R&AA - RT3

Job Location:Boston, Massachusetts

Req ID:47558BR

Job Summary:The Grant Specialist is responsible for assisting the Research Administrator with daily administrative tasks. These include but are not limited to, reviewing grant applications prior to institutional approval, following up on status of outstanding invoices, transfers and reimbursements, facilitating grant closeouts, and other miscellaneous administrative tasks. Also responsible to provide vacation, leave or vacancy coverage within Research Administration.

Essential Responsibilities:

  • Manages specific tasks related to the submission of federal and non-federal grant applications. Works closely with the Research Administrator (RA) to identify which tasks need to be completed, including collecting documents from internal and external investigators (subcontracts), reviewing budgets for accuracy and data entry using internal and external grant management systems.

  • Works with Financial Analysts to facilitate grant closeouts by drafting any necessary cost transfers, closing out old purchase orders and communicating with lab staff regarding expiration dates of accounts.

  • Reviews reimbursement requests for accuracy and allowability based on budgets and sponsor regulations.

  • Responsible for filling in as a temporary Research Administrator for vacations, leaves or short-term vacancies. Will act as interim RA under the direct supervision of a Research Administrative Supervisor or Research Administrative Director

  • Processes job requisitions for new hires and terminations for departing research employees. Works closely with RA and HR to manage hiring process from job posting through onboarding.

Required Qualifications:

  • Bachelor's degree required.

  • 0-1 years related work experience required.

  • Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

Preferred Qualifications:

  • 0-2 years experience in grant management, budget preparation and financial management. Knowledge of federal grant related polices a plus.


  • Decision Making:Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.

  • Problem Solving:Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.

  • Independence of Action:Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.

  • Written Communications:Ability to communicate clearly and effectively in written English with internal and external customers.

  • Oral Communications:Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.

  • Knowledge:Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

  • Team Work:Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.

  • Customer Service:Ability to demonstrate a positive attitude and respond to requests in a timely and respectful manner.

Physical Nature of the Job:

Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally

EOE Statement



As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. BILH requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.