Grants Administrator

amfAR, The Foundation for AIDS Research, is seeking a dynamic and strategic Grants Administrator, Research and Systems.

amfAR, The Foundation for AIDS Research, is one of the world’s leading nonprofit organizations dedicated to the support of AIDS research, HIV prevention, treatment education, and advocacy. Since 1985, amfAR has invested more than $635 million in its programs and has awarded grants to more than 3,800 research teams worldwide.

PRIMARY FUNCTIONS:

Implements and maintains procedures in keeping with amfAR policy and funder requirements for the efficient administration of research grant and award programs, to ensure alignment with amfAR’s mission and program-specific objectives. Takes a lead role in ensuring the effective operation of the foundation’s grants management system (GMS) including business process interfaces and utilities for internal and external users. Works closely with amfAR’s Accounting Department to ensure accuracy and consistency of grant and award funding information. Maintains records for all solicited proposals and applications, review processes and results, and funded grants and awards; provides information and analysis as required. Provides project coordination support to the VP and Director, Research as required. Provides grants administration support for public policy and global initiative grant programs as required.

DUTIES AND RESPONSIBILITIES:

• Coordinates the entire grant lifecycle from RFP announcement to grant closeout.
• Facilitates the creation of RFP/grant docket schedules and announcements and coordinates their timely dissemination.
• Coordinates the development of grant application materials including external portal layouts, attachment templates, applicant guidance, etc.
• Serves as a lead system administrator for the GMS including internal user interfaces and utilities, external user portals, and related databases. Coordinates with the Database Administration Department as needed.
• Coordinates external user registration and manages external user accounts in the GMS.
• Provides help support to applicants, grantees and reviewers using the portal.
• Ensures that accurate and complete database records are maintained for solicited proposals and applications, grants and awards, advisory committee members, and ad-hoc reviewers.
• Receives, acknowledges, processes, and tracks applicant submissions and conducts initial administrative reviews.
• Assists in identifying potential reviewers for grant applications including monitoring for potential conflicts of interest.
• Coordinates and provides administrative and technical support for application reviews and review meetings including facilitating and tracking of reviewer solicitation, distribution of review assignments and application materials, the development and maintenance of GMS portals for application review, coordinating teleconferences or in-person meetings. Assists with arrangements for other program-related meetings as required.
• Prepares research funding recommendation materials for staff and board review.
• Prepares and disseminates notices of award and agreements; prepares and disseminates declination notices.
• Tracks and verifies status and completes initial review of grantee receivables, routes for review, and tracks approvals.
• Receives and acknowledges administrative requests (e.g., extension requests) from grant and award recipients; routes for review and tracks required approvals; provides timely notice of decisions to grant and award recipients.
• Prepares payment authorization/requests and financial closeout summaries, routes for approval and submits to accounting; tracks and maintains records of payments issued to grant and award recipients; provides summary reports to accounting as requested; provides explanation and/or resolves noted variance between accounting and grants administration records and reports.
• Develops and implements procedures to maintain accurate, consistent grants data in all program areas.
• Prepares accurate information regarding current and historic grants and awards in response to staff requests and external inquiries.
• Coordinates meeting and travel logistics for the VP and Director, Research.
• Serves as a liaison to the Scientific Advisory Committee and other research department committees.
• Serves as a liaison with the fundraising and public information teams to provide updates on research grant awards.
• Conducts research (e.g., web-based) relevant to the goals of the research program.
• Provides administrative support for awards and grants in other program areas as required.

QUALIFICATIONS:

• BA/BS (minimum) and at least 1 year experience in grants management or with complex project management.
• Knowledge of: HIV/AIDS and/or biomedical research concepts and terminology important.
• Experience working with cloud-based, constituent relationship management (CRM) systems and databases, (Salesforce (NPSP, NPC, or Experience cloud) a plus), high-level proficiency using business applications such as MS Excel, Word and Outlook.
• Excellent written and verbal communications skills
• Experience with detail-oriented, deadline-driven projects, managing multiple demands, prioritizing tasks and working independently; discretion and tact in handling sensitive or confidential information;
• Ability and willingness to undertake self-directed learning about the science relevant to the foundation’s biomedical research and other program priorities and/or database/CRM administration;
• Flexibility to work some extended hours and weekends, and to travel occasionally.