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Research Administrator II

Job Description

Job ID:

10 Brookline Place West, Brookline, MA 02445

Research Administration

Employment Type:
Full time

Work Location:
PTL Remote: 2-3 days remote/wk


The Network RA II is responsible for the management of Dana-Farber Cancer Institute Community Oncology Research Program research projects including but not limited to invoicing, payment management, budget review, sub-contracting with sites and all financial matters related to clinical trials in the DFCI Community Oncology Research Program. 

The Network RA II is responsible for the management of the research portfolios with increasing complexity for multiple laboratories (and Disease Centers, as applicable) and completes work independently with limited direction and supervision from their supervisor.

The Network RA II is responsible for a diverse set of funding types including federal, industry, foundation, donor, institutional, chargeback, and clinical trials. The Network RA II collaborates with and advises faculty and researchers on the preparation of sponsored research applications and/or the financial management of sponsored and institutional funds; and is responsible for problem solving on behalf of the department.

The Network RA II is responsible for collaborating with Institute central offices such as Research Finance, Accounts Payable, Research Administration, Special Funds, Grants and Contracts, the Clinical Trials Office, Office of General Counsel, and the Innovations Office.

In addition to grant management responsibilities, the Network RA II may manage special projects/assignments either within the department or across departments and may represent the Department at Institutional Committees/ Workgroups.


The Network RA II is responsible for the following primary functions, with limited direction and supervision: **

  • Network contract management
  • Network Invoice and payment management
  • Clinical trial budget review for Network sites
  • Collaborative Grant Preparation (pre/post-award)
  • Process clinical trial funding requests from Principal Investigators
  • Portfolio Management (post-award)
  • Review annual network budget and allocation/utilization
  • Procurement
  • Human Resources
  • Compliance
  • Cores, Centers and Chargebacks

*Recognizing research departments are structured differently, an individual RA may be responsible for some or all duties in part

**Primary Duties, detailed: -


Grant Preparation (pre-award):  Responsible for all administrative aspects of grant preparation of sponsored research applications. Review sponsor eligibility and application requirements and ensure applicants understand them, responsible for the entire application excluding scientific content, meet and communicate internal and external deadlines in a strict deadline-driven environment, research funding opportunities for investigators, draft non-scientific materials for proposals, coordinate with administrators and faculty from other departments or organizations to complete proposals, coordinate institutional review of proposals by Grants & Contracts and submission to sponsors, prepare JIT information and responses to other pre-award inquiries.


Portfolio Management: (post-award):  Responsible for the financial management of sponsored and institutional funds portfolio management. Prepare financial and narrative reports for sponsors while managing and adhering to specified deadlines, provide projection and project summary reports to investigators on a regular basis, ensure spending adheres to budget and sponsor and Institute guidelines, invoice and monitor receivables for clinical trial enrollment when appropriate, establish billing agreements as appropriate, track milestones and receivables for industry agreements.

Procurement: Approve and/or initiate purchase requests for investigators and laboratory members via Purchase Orders and PCard.  Verify funds are available, expenses are allowable and correctly allocated in a timely manner.  Review and approve bills for core and center services.

Human Resources: Onboarding - conduct financial analysis to determine availability of funding, assist in the development of job descriptions, post positions, approve salary offers, process visa applications and payments as appropriate. Ongoing - process merit, equity and promotions requests.  Manage salary allocations in adherence to funding guidelines and availability. Offboarding - manage termination process checklist, process termination paperwork.

Compliance: Partners with faculty and researchers to ensure adherence to internal and external policies. This includes consulting with faculty/OGC/Innovations on MTA, DUA and consulting agreement processes. Also includes advising faculty and researchers and/or referring them to appropriate resources for other compliance issues such as financial conflict of interest and foreign influence. Educate new researchers and manage the federal time and effort process for applicable researchers. Continuous learning and educating of researchers on NIH Grants Policy Statement and DFCI Policies. Review Time and Effort prior to routing to researchers for certification.

Cores, Centers and Chargebacks: Assist in pricing development and annual review of pricing, process monthly billing for internal and external customers, manage funds to ensure revenue meets expenditures.


Minimum Education:

    Bachelor’s degree preferred

Minimum Experience (yrs/type):

    2 years preferred


    None required

Computer literacy:  Proficient with new applications and software programs. Proficiency with Excel/Google Sheets preferred.

Organization: Proficient with electronic document and email file storage. Able to complete projects with proficiently, accurately and on time. Proficient at prioritization and managing multiple priorities simultaneously.

Customer Service: Provides excellent written and verbal communication. Demonstrated proficiency with listening, inquiry, follow-up, and problem-solving skills. 

Critical Thinking:  Demonstrated proficiency assessing increasingly complex situations and developing solutions. Proficient analyzing grant data through research, comprehension and application of regulations, policies, and procedures including NIH and other Federal, state and foundation regulations.

Financial:  Proficient with budgeting principles, including projections and the integration of multiple awards and types with varying project periods.


Teamwork and Collaboration: Proficient cultivating relationships with faculty, research staff, department’s GM team, GM in other departments, and central departments.


Institute operations and processes: Proficient directing faculty and researchers to appropriate departmental and institutional resources, including for

issues or queries outside the standard scope direct responsibility.

Inclusion, Diversity & Equity: Promotes inclusive community where human differences are valued and celebrated and where all are welcome. 

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