associate director of grant administration resume example with 20+ years of experience

Jessica Claire
  • , , 609 Johnson Ave., 49204, Tulsa, OK 100 Montgomery St. 10th Floor
  • H: (555) 432-1000
  • C:
  • Date of Birth:
  • India:
  • :
  • single:
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Professional Summary

Versatile Associate Director knowledgeable about sponsored research and diverse business practices associated within the grant management. Excellent team leader and analytical problem solver and well versed in project management and financial administration. Proficient in using independent decision-making skills and sound judgment. Dedicated to training and mentoring top talent while cultivating a productive work culture.

  • Database development
  • Strategic leadership
  • Key relationship management
  • Schedule Coordination
  • Financial administration
  • Budgeting
  • Strategic planning
  • Financial Management
  • Negotiation
  • Staff Management
  • Analytical and Critical Thinking
Work History
Associate Director of Grant Administration, 02/2012 - Current
Nbc Universal Mcallen, TX,
  • Managed proposal submissions for approximately 50 proposals per year for National Institutes of Health (NIH) Department of Defense (DoD) and National Science Foundation (NSF) and foundations of varying volume and sponsor requirements
  • Provided guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department administrators
  • Applied contracts and grants concepts to review complex grant or contract proposals and obtain and verify necessary compliance approvals and recommend; negotiate needed changes to proposals with PIs and / or department administrators
  • Directed and managed pre-award functions that included the proposal preparation process for a timely and compliant submission: develop timelines, coordinate work assignments with faculty, departmental staff, and Office of Research Administration, as needed
  • Provided thorough review, oversight, and expert guidance throughout proposal submission process
  • Directed post-award activities including review and approve financial transactions, monitor grant balances, provide financial projections, reconcile accounts and make recommendations for corrective action
  • Projects including budget development, communication of agency requirements to faculty, negotiation of budget and terms with sponsors, and supplemental document creation
  • Educated PIs and departmental administrators regarding terms and conditions in proposals that could be problematic if awarded
  • Developed appropriate budgets in partnership with the PI, ensuring that budgeted costs are adequate, allowable, allocable, consistent, and reasonable as related to the sponsor’s specifications and the needs of the department and the project
  • Determined and document appropriate F&A (Facilities and Administration), tuition and, escalation factors
  • Responded to sponsor’s requests for Just-in-Time information (human and animal approvals, other support, budgetary details, etc.) Interpret policy and guidelines; provide guidance, recommendations, instruction, and facilitation for implementation of the policy and guidelines in each situation
  • Manage senior grant managers for the Dental School
  • Communicate current guidelines and any changes to guidelines to all research staff and f.aculty
  • Lead Harvard School of Dental Medicine’s Operations and Analysis in the Single Audit reviews as well as desk audits and provide proper documentation to avoid findings
  • Prepare and maintain ad hoc research reports that tie to the operating budget for the Dental School and maintain ad hoc reports for strategic financial planning and management
  • Provide information and advice to Principal Investigators regarding timeliness related to certain actions on Training, Research and Clinical Grants
  • Act as primary liaison to Office of Research and Administration, Office for Sponsored Programs, Office for Technology Development, Office of the General Council, Office for Research Subject Protection and Office of Research Compliance
  • Oversee the quarterly and annual salary/effort certification process ensuring required documentation is received and on file in compliance with university deadlines.
Assistant Director, 01/2009 - 01/2012
Nbc Universal Mountain View, CA,
  • Prepare grant applications for such agencies as National Science
  • Oundation (NSF), U.S
  • Department of Education (US DOE) and National Institute for Health (NIH), various foundations and municipalities
  • Review proposals for completeness and accuracy for submission to private and public agencies
  • Develop policies and procedures for grant monitoring, procurement and electronic invoice approvals
  • Coordinate review of proposals with Vice Provost of Research when necessary
  • Ensure all expenses are reasonable, allowable, and allocable
  • Prepare and submit financial reports for grants
  • Approve all payroll expenses for grant awards
  • Conduct periodic review of the project’s budget
  • Advise and consult on special projects
  • Review major project expenditures
  • Act as a liaison between principal investigator and sponsor
  • Prepare sub-awards for grant awards
  • Review and negotiate grant awards for the University
  • Communicate changes to federal policies and update or create internal guidelines.
Assistant Director, 01/2003 - 01/2009
Boston Medical Center Boston, MA,
  • Responsible for all contracting and budgeting for 4 of the agencies 16 centers
  • Serve as centers liaison to Office of Sponsored Projects
  • Assist center directors and fiscal staff in the development of proposals
  • Serve on fiscal management team to assist each centers financial staff in managing/developing budgets, preparing financial status reports, carryover policies and procedures and ensure compliance with OMB circulars
  • Review and approve all budgets
  • Negotiate grants and contracts
  • Write and amend contracts for prime-awards and sub-awards
  • Work closely with legal and accounting department on federal and state compliance issues
  • Interpret various government regulations found in FAR, EDGAR and the CFR
  • Interpret grant and contract regulations for such agencies as National Science Foundation (NSF), U.S
  • Department of Education (US DOE), National Institute for Health (NIH) and United States Agency for International Development (USAID)
  • Assist in managing information entered in award database
  • Supervise office administrative coordinator and grants administrators.
Grants Officer, 01/1999 - 01/2003
  • Provide fiscal technical assistance to sub-grantees in agencies three funding portfolios
  • Perform fiscal site visits to sub-grantees, report on visit and offer recommendations
  • Review and approve sub-grantees reimbursement and advance request for funds
  • Review sub-grantee financial status reports and approve
  • Prepare state’s aggregate financial status reports for funding sources
  • Provide fiscal training to sub-grantees in group settings or on a one-on-one basis
  • Prepare all sub-grantees contracts for approval
  • Review and prepare budgets for all 3 funding portfolios for agency
  • Review proposals and provide funding recommendations
  • Review audits of sub-grantees and provide reports on each for funding recommendations
  • Perform pre and post-award risk assessment for sub-grantees
  • Serve as agency point person for contract negotiations with grantees
  • Reconcile accounts to general ledger
  • Ensure compliance with Office of Management and Budget Circulars
  • Supervise grants assistant.
Bachelor of Science Degree: Sociology, Social Work, Expected in
University of Massachusetts - Amherst,
Status -
Foundations of Leadership Certificate Program, Harvard University Managing Hybrid Teams Certificate Program, Harvard University Universal Managing Up Certificate Program, Harvard University Clinical Trials Research Administration, Certificate Program, Society of Research Admin.: , Expected in
- ,
Status -
  • Created standardized advanced and basic fiscal training for sub-grantees that include reimbursement procedures, budget amendments, creating and managing budgets, internal controls, multi-site fiscal management, documenting in-kind/match contributions and financial reporting
  • Developed a contract manual for Office of Juvenile Justice and Delinquency Prevention Initiative for sub-recipients that included policies and procedures with respect to monthly programmatic and fiscal reporting, invoicing, procurement, and consultant guidelines.
Society of Research Administrators
Additional Information
  • National Council of University Research Administrators REFERENCES: Available upon request.

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Resume Overview

School Attended

  • University of Massachusetts

Job Titles Held:

  • Associate Director of Grant Administration
  • Assistant Director
  • Assistant Director
  • Grants Officer


  • Bachelor of Science Degree
  • Foundations of Leadership Certificate Program, Harvard University Managing Hybrid Teams Certificate Program, Harvard University Universal Managing Up Certificate Program, Harvard University Clinical Trials Research Administration, Certificate Program, Society of Research Admin.

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