With minimal supervision, as part of a team, plans and coordinates all research administration processes and activities for assigned Program Director. Primary responsibilities center on maintenance of a portfolio of grants as well as establishing and nurturing constituent relationships with scientific volunteers, stakeholders and grantees. The coordinator interfaces with all Extramural Research business units as well as multiple ACS divisions outside of Extramural Research to ensure seamless administration of the research program through the life cycle of a grant – from application to termination. This position also fulfills numerous programmatic and departmental needs through use of project management abilities as well as in-depth program and technical knowledge.
Peer review
- Plans, coordinates, and manages all aspects of the confidential peer review process and disposition of standard and exceptional grant applications in the Program Office
Pre-meeting
- As a team, opening and sorting incoming grant applications for three research programs (9-12 peer review committees)
- Transferring data from application submissions to appropriate databases• Identifying initial review assignments
- Working with the Program Director to identify potential reviewers and make routine review assignments
- Communicating with reviewers to assure critiques and scores are received in a timely manner
- Creating documents for peer review meetings that organize the meeting according to the needs of the program
- Assuring that administrative details of peer review are in order (travel, logistics, review information, compliance documentation, reimbursement, etc.)—both for onsite and virtual meetings
Post-meeting
- Initial editing of critiques and combining of critiques into a summary format
- Facilitating applicant counseling after the peer review (help with appointments and prepare any information needed by the Program Director)
- Sending notification of scores and likelihood of funding to all applicants of the program (includes three peer review committees)
- Preparing peer review materials for Extramural Council
- Preparing nomination materials for the Peer Review Advisory Committee
Management of active grants
Establishes good constituent service and relationships by:
- Working with Program Director to organize and facilitate welcome calls to new grantees
- Creating a team environment that enables response to e-mail within established time frames
- Moving initial requests for award modifications to next phase within established time frames
- Clearing all post award management flags weekly
- Serving as primary point of contact for applicants and grantees and, as such, is integral to the constituent engagement philosophy of the department
- As assigned, supporting the Research Liaison Program working with the Program Supervisors, Constituent Engagement Manager, Director of Integration, and Program Directors to meet the research-related needs of the assigned region
Assures compliance and accurate evaluation data by:
- Assuring final and annual report submission compliance at the 98% range or better for all awardees
- Identifying annual reports that need attention by the Program Director
- Securing data from the final reports that track numbers of publications, presentations and abstracts
- Working with team to ensure quality record keeping for each grantee
Project Team Support
Participates in all departmental expansion including:
- Supporting expanded responsibilities of the Program Directors, when identified, in areas of program development, fundraising, communication, conferences, and constituent engagement
- Working on project teams to develop and operationalize new initiatives
- Performing multiple critical functions by using specific skills and knowledge related to unique department and program office activities such as testing, evaluating and developing improvements to departmental systems and activities, and contributing expertise to inter-and intra-departmental teams
- Excellent computer skills. Proficiency with Microsoft software for PCs (Word, Excel, Power Point and Outlook); ability to learn proprietary database software used by the department; capacity to adapt quickly to new technologies and work processes
- Ability to search, utilize and integrate multiple types of information found in various internal and external databases and other resources
- Ability to work effectively in a fast-paced team setting with knowledge and skill to prioritize projects, requests, and assignments appropriately to meet multiple and sometimes conflicting deadlines;
- Ability to manage multiple tasks; must be organization- and detail-oriented and able to manage data and information with a high level of accuracy
- Ability to work in a team environment to meet program and department goals
- Ability to exercise initiative and make decisions
- Strong interpersonal, oral and written communications skills; the ability to work effectively and courteously with a wide range of constituencies in a diverse community. Demonstrates a strong orientation to constituent service including a commitment to timely follow-up.
- Ability to recognize and handle confidential documents and information professionally and in keeping with business unit practices
- Willingness to establish or improve critical skill sets necessary to the effect operation of the department
Preferred Skills
- Knowledge of application and grants administration processes with the ability to proactively identify and solve problems using standard policies and procedures
- Experience with Skype for Business and building virtual meetings (i.e., Adobe Connect)
- Experience creating Power Point slide decks adhering to brand toolkit specifics and with an awareness of the importance of accurate and consistent messaging
- Familiarity with cancer-related medical/scientific terminology
We are committed to providing staff with fulfilling opportunities to learn, grow and make an impact in their local communities. We offer staff a generous paid time off policy; medical, dental and retirement benefits, and professional development programs to enhance staff skills.