The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.SUMMARY
To provide highly responsible administrative and financial support to the Program Manager, Sr. Financial Analyst, and Department Administrator for all aspects of large-scale grants and other grant activities including grant preparation, review, grant management, effort reporting, grant reconciliations, and grant/contract financial reporting. CORE VALUES
- Courtesy: Is respectful and courteous to each other at all times.
- Friendliness/Teamwork: Promotes and rewards teamwork and inclusiveness; is sensitive to the concerns of our patients and our co-workers.
- Reliability: Communicates frequently, honestly and openly.
- Accountability: Holds self and others accountable for practicing our values.
- Safety: Models safe behavior (wears badge and personal protective equipment, washes hands, and keeps work area clean and orderly); Notices a safety concern or emergency, understands role and uses proper procedures to report it; Mitigates risk to the institution through sound business practices; Demonstrates ethical and personal responsibility in work and behavior
JOB SPECIFIC COMPETENCIES Grant Application Submission and Processing (Pre-award activities)
- Responsiveness: By his/her actions, creates an environment of trust; Encourages learning, creativity and new ideas.
- Personal Leadership/Self-Initiative: Helps others to identify and solve problems; Seeks personal growth and enables others to do so.
Each Grant Program Coordinator is assigned to work with specific faculty members and their respective staff to support pre award initiatives. Activities include but are not limited to: submission of grant applications and progress reports, submission of lab-based research contracts. Financial/Administrative Coordination of Grants & Contracts (Post-award activities)
Provides comprehensive management for all aspects of all departmental grant awards and manages funds and fund allocation across multiple projects and reports appropriately. Activities include but are not limited to: account review and reconciliation, effort certification, monitoring accounts, submission of ePAFs.
Pre-award grant management responsibilities including:
- Specific responsibility for all aspects of the research grants (small and large scale), Strategic Alliances and lab research/contract activities for all junior and senior level faculty.
- Assist Department Administrator with effort reporting and monitoring for all PIs on a month-to-month basis.
- Keep running excel spreadsheets for each PI for effort commitment ensuring no over commitment occurs.
- Ensure PI summary report reflects lab staff salary allocations updated monthly and sent to each PI so they can validate
- Participate in regular weekly /bi-weekly meetings with PIs to discuss all project-related issues and future plans
Post-award grant management responsibilities including:
- Detailed budget development with PIs
- Collecting of other award-specific requirements: biosketches, letters of support, scientific proposal, compliance (IACUC/IBC etc) and any other relevant submission documents
- Editing/reviewing research proposals and scientific papers
- Submission to sponsor via Coeus/Click-Grants/Fluxx (or similar portals)
- Timely liaison with OSP to ensure pre-award submissions are reviewed in line with MDACC timeframes
- Responding to any sponsor requests for extra information (JIT requests)
- Pre-award account set-up when required or where necessary with Grants & Contracts
Departmental Support for Research Activities:
- On-going budget monitoring and reconciliation of all expenditures (personnel and non-personnel); fixing any discrepancies, ensuring no overspend/deficits or unallowable expenses are charged, using budget to project any future hiring potential for PIs based on project budgets and balances.
- Ensure all effort for PIs and lab personnel is captured in a timely and accurate fashion via the submission of ePAFs.
- On-going liaison with sponsors (Federal, private) for the preparation and submission of progress reports, final financial reports etc.
- Submit any relevant on-going project specific requests to Grants & Contracts and ensuring these are carried out/followed-up; for example: Account set-up (preparing the BAF), No-Cost Extensions, reduction/increase in committed effort, budget remaps where required etc.
- For external sponsors (pharma etc) there is more on-going communication and correspondence due to the nature of the funding
- Ensuring that any philanthropic donor gifts are received and aligned to the correct Fund Group & Account in liaison with the Development Office for PIs who receive them
- Work very closely with Moon Shots managers (B-Cell Moon Shot and High Risk Multiple Myeloma Moon Shot) to ensure all salaries of project staff are accurate, highlighting any budget errors, actioning all necessary ePAFs for PIs and lab staff on the Moon Shot projects in a timely and pro-active manner, informing them of any mid-project budget changes/spending plans for the PIs and their labs, ensuring that the labs have the correct account numbers to use and know their budgetary limits for the fiscal year, maintaining budget spreadsheets for purchases made on an on-going, month-to-month basis, approving any Moon Shot requisitions where required.
- Coordinating research protocol submissions/amendments, administrative planning of grant initiatives, and maintenance of regulatory documents in compliance with federal and MD Anderson guidelines and all required protocol guidelines.
- Maintaining an understanding of current federal research funding and associated protocol guidelines.
- Participating in research seminars and any other related research educational events/training that are job specific.
- Administrative liaison between central department administrative offices and assigned faculty and laboratory staff.
- Effort reporting: assist the Department Administrator with quarterly effort reporting ensuring that all sourcing is correct, all ePAFs have been submitted, and all effort cards accurately reflect effort worked for certification.
- Assist with monthly PI summary reports ensuring accuracy of all funds for each faculty member and associated personnel costs.
- Run reports as needed.
Other duties as assigned COMPETENCIES
Analytical Thinking - Gather relevant information systematically; break down problems into simple components; make sound decisions.
Team with Others - Initiate, develop, and manage relationships and networks; encourage collaboration and input from all team members; value the contributions of all team members; balance individual and team goals.
Written Communication - Convey information clearly and concisely through both formal and informal documents; adapt writing style to fit the audience. Service Orientation
- Provide service to our customers, including patients, patient caregivers, referring physicians and each other, in a reliable, responsive, safe, friendly and courteous manner.
- Promotes inclusiveness and collegiality by demonstrating respect and professionalism to others at all times
- Models safe, ethical behavior, mitigating risk to the institution through sound business practices, and adherence to MD Anderson's Standards of Conduct, institutional policies and procedures
- Responds to requests in a timely manner, communicating expectations for procedures, service arrival, or project deliverables to patients and coworkers
- Admits when wrong, apologize and take steps to resolve a situation to help to patients and coworkers before being asked
Education Required: Bachelor's degree. Experience Required: Three years of extensive administrative experience. May substitute required education degree with additional years of equivalent experience on a one to one year basis.
It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html