Grants Coordinator, Biomedical Research

Brief Overview:

We are seeking a motivated Grants Coordinator to join The Medical Foundation team, who is interested in advancing health through working as part of a team that manages grant programs which support health-related research projects ranging from basic biomedical research through public health.

Position Description:

Health Resources in Action, Inc. (HRiA) is a national nonprofit public health and medical research funding organization headquartered in Boston, Massachusetts that partners with individuals, organizations, and communities to transform the practices, policies, and systems that improve health and advance equity. HRiA works with a diverse group of clients across the country to address some of the most critical health issues using innovative and evidence-based approaches to improve population health. Our clients include the U.S. Centers for Disease Control and Prevention, the U.S. Department of Health and Human Services, state and local health departments, hospitals, and private/corporate philanthropic entities.

Since its founding in 1957, HRiA has been at the forefront of public health, leading the way to promote healthier and more vibrant communities. Our work recognizes the impact of social, economic, and racial factors on health outcomes. HRiA is also an affiliate member of the National Network of Public Health Institutes with over 40 affiliates located across the country.

The Medical Foundation works with private individuals, bank trusts and family foundations to provide life sciences consulting services and program evaluation, as well as customized grant programs designed to accelerate medical discoveries.  In 2023, we were privileged to work with foundations and bank trust departments whose biomedical research grant programs awarded over $17 million to outstanding investigators across the United States.

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The Medical Foundation seeks a talented and motivated Grants Coordinator who is interested in advancing health through working as part of a team that manages grant programs which support health-related research projects ranging from basic biomedical research through public health. Their integral role includes a high amount of both technical and administrative responsibilities needed in the grantmaking process. The Grants Coordinator performs these duties across HRiA’s portfolio of biomedical research investment projects.

The Grants Coordinator will have a keen understanding of grantmaking processes needed to help the HRiA team achieve the goals of its partners in philanthropy. Driven by advancing health equity through biomedical research, the Grants Coordinator will assist staff in managing multiple grant programs.

The Grants Coordinator will work as part of a grantmaking team that includes its Directors, Grants Officers, and Scientific Officers. This is a full-time, exempt position.

Duties and Responsibilities:

General Responsibilities

Management: The Grants Coordinator is expected to work with the Grantmaking Team in developing and operationalizing project and program timelines that include technical, administrative, financial, and other activities to support client or project needs. They are also expected to participate in internal staff meetings and external meetings with partners and clients.

Project Work: In conjunction with the Grantmaking team, the Grants Coordinator supports grants management activities using applications such as:  grants management database/CRM; Asana, Microsoft Office 365; virtual conferencing software (Zoom, Microsoft Teams, etc.); WordPress, Constant Contact, and others. The Grants Coordinator also provides administrative support including scheduling, assisting with event coordination, financial tracking, file management and notetaking.

Business Development: The Grants Coordinator will assist with gathering and preparing information needed for proposal development or demonstrating the impact of HRiA’s grantmaking initiatives. This includes data compilation, content research, formatting, design, and packaging.

Thought Leadership: The Grants Coordinator will assist with gathering and synthesizing information into presentations and/or reports. Collectively with the Grantmaking Team, the Grants Coordinator participates in ideation and implementation of building the skills necessary to advance best practices in grantmaking and project management.

Key Responsibilities

  • Pre-Award Program Activities
    • Assist with maintenance of the grants management system:
    • Application Submission Platform:
      • Update web application forms for grant programs;
      • Work with Operations Staff to resolve technical issues for applicants;
      • Assist Program Staff with application intake and conducting due diligence;
      • Work with Operations Staff to resolve issues with data integrity, including: discrepancies, data entry, duplicate records, and relationship linkage
    • Reviewer Portal:
      • Update the web review submission form;
      • Work with Operations Staff to resolve technical issues for reviewers;
      • Assist with Committee tracking and communication.
    • Assist Program Staff in the development of application templates, forms, and other application materials;
    • Work with Operations Staff to update grant program webpages (WordPress) for grant cycle launches;
    • Update email distribution lists for associated grant programs; release RFP and additional program information via Constant Contact;
    • Support Program Staff with meeting scheduling and logistics, travel arrangements, managing virtual and in-person event registrations, meeting technology support, and other administrative functions; and
    • Process payments for honoraria, stipends, and travel reimbursements.
  • Post-Award Program Activities
    • Assist Operations Staff in award approval and payment processes;
    • Assist Program Staff in tracking and intake of awardee reporting including progress and final research and financial reports, budget reallocation requests, no-cost extension requests and project modifications;
    • Update awardee records for reporting and website updates; and
    • Assist gProgram Staff with grantee publication submission and archival processes.
  • General Administrative Activities
    • Maintain department records and file organization; Maintain records of department subscriptions and process renewals;
    • Maintain Grants Calendar and Inbox;
    • Assist with coordination of internal and external meetings; take meeting notes; and
    • Conduct monthly reconciliation of department check and credit card transactions, liaise with Administration & Finance staff to review and triage accounts payable/receivables.

Candidate Qualifications:

  • BS/BA or equivalent with a minimum of two years of experience in a related field such as grants administration, database management, philanthropy, development, biomedical research/community health initiatives and/or general administrative function in an office setting;
  • A commitment to value and elevate diversity of thought, backgrounds, and perspectives;
  • A commitment to growth and flexibility in their approach to solving problems;
  • Preference will be given to candidates with experience in philanthropy, grants management, institutional pre- or post- award services, or foundation relations;
  • Proficiency in or capability of adopting new software, including grants management systems (and/or other relational databases), Asana (and/or other project management tools), Adobe Acrobat, Microsoft Suite, WordPress, Video Conferencing/Calling;
  • Ability to task-switch in order to manage multiple projects;
  • Ability to work as part of a team and self-starter;
  • Exceptional attention to detail and commitment to high-quality work;
  • Excellent organizational, critical thinking, and interpersonal skills;
  • Excellent verbal and written communication skills; and
  • Ability to manage multiple, competing deadlines.

This description is intended to indicate the kinds of work duties that will be required in this position.  It is not intended to limit, or in any way modify, the rights of any supervisor to assign, direct, and contract work of staff under their supervision.  The use of a particular illustration describing duties shall not be held to exclude other duties, not mentioned, that are of a similar level or difficulty.

How to Apply:

This is a full-time, exempt position. The salary range for this position is $47,000-$54,500 and is commensurate with experience. Health Resources in Action offers an attractive benefits package including employer-funded medical, dental, vision, disability and life insurance, and employer contributions to a tax-deferred annuity. Additionally, employees enjoy flexible work schedules and other policies that promote work/life balance, vacation starting at four weeks, thirteen paid holidays, plus office closure time for the last week of December. While HRiA operates as a national and virtually operating organization, preference is for candidates residing in and familiar with Massachusetts.

HRiA is actively seeking to build a diverse and experienced staff. The organization encourages multiple perspectives and experiences, supports a multicultural environment, and strives to hire and retain a diverse work force that reflects the populations we work with and the communities where we work. Diversity is a core value of HRiA resulting in culturally competent services, materials, resources, and programs. Our hiring and business practices appreciate the strengths offered through different backgrounds. HRiA is an equal opportunity, affirmative action employer.

To apply, submit your cover letter and resume online.

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