Research Grants Coordinator

5 months ago

Hammersmith, United Kingdom Imperial College London Full time

An exciting opportunity has arisen in the Joint Research Office for an enthusiastic and well-organised Research Grants Coordinator to coordinate a portfolio of research grants within the faculty of medicine. This varied and interesting role will focus on providing effective and efficient support to our customers, both internally and externally, and you will be responsible for ensuring the accurate reconciliation of awards and assisting with the preparation of financial statements and account reviews. You will have line management responsibility for Research Grant Officers, who will support your work by carrying out post award administration duties to meet the requirements of the variety of funding bodies we work closely with across the UK, Europe and Internationally.

You will take an active project management approach to the portfolio of projects you are coordinating, developing good working collaborations with your peers and team members, supervising progress against financial and reporting dashboards, and will act as a source of expertise and advice to our stakeholders. The ability to work across several concurrent projects is crucial and you will be encouraged to support the other Finance and Departmental Teams in the preparation and facilitation of financial expenditure statements and audit administration.

In addition, you will also be fully responsible for the review, costing and financial approval of research-funded staffing appointments on research accounts, working closely with HR and the divisions to ensure accurate and detailed control of the budgets.

The role is key to the success and financial performance of the College, and you will demonstrate your ability to form effective working relationships with staff at all levels within and outside the College, coordinating workflow, giving advice and direction on more the complex queries and account related issues.

**Duties and responsibilities**:
**Post-Award Administration**
- Undertake the interpretation of Awards and identification of key reporting (financial and scientific) requirements.
- Coordinating and initiating claims; conducting, reviewing, and ensuring financial statements are submitted in a timely manner to funders via funder portals, or other, and submitting to our internal auditors for certification, as well as partner payments made within agreed timeframes.
- Be responsible for initiating and completing periodic account reviews of all RCUK, Wellcome, CRUK and BRC Awards.
- Request and collate staff timesheets for all funders who require them as part of their terms and conditions and reconcile actual staff costs for financial statements and final claims.
- Help and support Research Grants Officers in the preparation of complex financial statements with training provided to aid development.
- Become the expert for a particular funding group of awards to guide and train colleagues to increase the stock of knowledge across the team.
- Cost, review and approve all HR forms within a given portfolio, and to support your colleagues at times of need.
- Ensure, in liaison with HR, that staff are recruited and financed suitably.
- Advise Department staff and HR on variations to staff requests and respond to all staffing related queries, issues and requests.
- Be responsible for expenditure incurred against budget for all research grant staff costs.
- Conduct a review of the Grant Officer(s) research portfolio on a regular basis in conjunction with the claims report management process and monthly exception reports.
- Deliver a strong communication network across your local teams to create a “one team” ethic to help and support each other at post-award.
- Continually improve the need for standardisation and consistency across the teams.

**General Duties**
- Build strong relationships with both Departmental and Trust based staff along with other Central functions.
- Provide advice, support and training to the Grants Officer(s) within the JRO on all aspects of Post Award account management.
- Conduct regular 1-2-1 meetings with Grants Officer(s)
- Conduct PRDPs of Grant Officer(s) under your line management, after appropriate training
- Participate on panels in recruiting and selecting staff
- Review Post award monthly exception reports on a regular basis and take the appropriate remedial action to ensure the accuracy of data is maintained.
- Support your line manager with regular account reviews for our main funders.
- To identify and advise the Grants Manager on areas and processes in need of development.
- To ensure accurate, proper, and timely records of research awards are maintained within the JRO.
- To review terms and conditions of research funders at post award stage and to liaise with Grant Managers and Contract Managers.
- To support your line manager in achieving the strategic intent, goals and objectives of the JRO.

**Essential requirements**:

- Substantial Experience in Post Award Administration, including UK and Foreign curr

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