Science Program Grants Coordinator (Hybrid Schedule)

Primary Work Address: 4000 Jones Bridge Road, Chevy Chase, MD, 20815

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HHMI is focused on supporting and moving science forward in a variety of different ways ranging from conducting basic biomedical research, empowering educators, inspiring students, developing the next generation of scientists – even stretching into film and media production.  Our Headquarters is in the greater Washington, DC metro area and is home to over 300 employees with expertise in investments, communications, digital production, biomedical sciences, and everything in between.  The work housed here supports and augments the groundbreaking research conducted in HHMI labs across the nation.  As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working here are making a difference.

Summary: 

The Science Program Grants Coordinator (SPGC) will handle administrative work required in Science program grant management. In this position you must be willing and able to learn and adapt quickly to shifts in workload and assignments. Your primary focus on grants management in support of the HHMI Hanna H. Gray Fellows Program but may also include providing general program support. You must understand, support, and adhere to HHMI’s policies, philosophy, and procedures, and need an extensive knowledge of the policies and procedures relevant to the area(s) within which they are working. The position requires good judgment, the ability to work independently and communicate effectively with all levels of management both inside and outside the Institute. A hybrid work schedule may be considered for this position.  

In this role you will… 

Activate Grants  

The activation process of Science grant awards includes: preparing and sending award activation documents, including award letters and legal agreements; verifying award documents and requirements are complete before fully implementing. It also includes collecting the necessary banking information to remit award funds for newly activated grants.  

Manage Grants  

This requires arranging annual grant payments and other required payments (unselected semifinalist gifts) in HHMI’s grants management system. You will also prepare and send payment notifications.  

In consultation with the Senior Science Officer and Senior Science Program Coordinator you will develop the design and management of post-award activities (e.g., grantee annual progress reports). You will collect annual progress and financial reports through HHMI’s grant management system. You will be responsible for distributing the annual reports for review.  

You will be responsible for processing grantee institution transfers and grantee terminations. You will complete tasks that include preparing legal documents in coordination with HHMI’s Office of the General Counsel, communicating with the grantee and grantee institution, and arranging grant fund transactions.  

You will represent Science in the selection, development, and maintenance of the electronic tools used in these efforts, including the on-line grants management system. They will assist with HHMI Internal and External Audits.  

Communicate with Various Partners  

You must demonstrate intimate familiarity with program policies and procedures when responding to an array of queries from grantees, institution officials, and internal partners. You will be authorized to address queries within the scope of the terms and conditions of the grant awards and will work with the Senior Scientific Officer and/or Senior Science Program Coordinator on other queries.  

Manage Other Responsibilities  

You will support Science Program Competitions, as needed. Such as the review of Program materials, communications and outcomes for grammar and accuracy as well as the testing and review of Program sites (online application, program website, meeting registration sites). You will contribute, as needed, to the organization and support of Program meetings (e.g., competition symposium and panel meetings, orientation meetings, program workshops, and program retreats).  

Education and Experience: 

• Bachelor's degree in business administration, education or related areas or equivalent work experience preferred. 

• A minimum of two years of experience in organizing and administering research grants or educational grants in the biological or biomedical sciences.  

Skills and Abilities:  

• Strong analytical, organizational, and verbal and written communication skills;  

• Excellent people management skills so that they are able to interact constructively and productively with a wide range of people;  

• Collaborative and interactive work style; able to work independently and as part of a team;  

• Ability to handle multiple concurrent tasks and work under tight deadlines;  

• Excellent organizational skills with strong attention to detail and follow-through;  

• Ability to learn about and handle new types of matters;  

• Excellent independent judgment and decision-making skills;  

• Excellence in completing assigned work in an accurate and timely manner and setting priorities while simultaneously handling many tasks.  

Physical Requirements:

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word “may,” the Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act.

Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more. 

HHMI is an Equal Opportunity Employer