Grants Management Specialist (51864)

Position Objective: The Grants Management Specialist will independently provide support services to assist in fulfilling the overall objective of Fogarty International Center. The primary objective is to deliver high-quality services and required deliverables through the effective performance of grants management and administrative support activities for the Office of Director within the National Institutes of Health.

Duties and Responsibilities:

• Draft FOA templates and administrative sections for GMS review.
• Maintain FOA publication tracking log and clearance workflows.
• Deliverable: FOA Template & Publication Tracking Spreadsheet. Due: within 5 business days of request.
• Monitor Electronic Research Administration (eRA) Commons receipt queue.
• Validate administrative completeness (forms present, page limits) and flag missing items.
• Prepare administrative completeness reports for each application.
• Deliverable: Application Intake Report (one per application). Due: 3 business days after receipt.
• Perform mathematical verification and consistency checks between SF-424 Research & Budget Justification.
• Produce budget comparison worksheets and preliminary cost-analysis summaries.
• Deliverable: Budget Verification Worksheet & Cost Summary. Due: 3 business days after receipt of application.
• Check presence of required assurances (human subjects, vertebrate animals, IACUC, IRB approvals), registrations (SAM/UEI), and other attachments.
• Prepare checklist summary for GMS review.
• Deliverable: Compliance Checklist. Due: 3 business days after intake.
• Check presence of required assurances (human subjects, vertebrate animals, IACUC, IRB approvals), registrations (SAM/UEI), and other attachments.
• Prepare checklist summary for GMS review.
• Deliverable: Compliance Checklist. Due: 3 business days after intake.
• Compile institutional award history, audit summaries (Single Audit), and other source documents for GMS.
• Deliverable: Applicant Risk Brief. Due: 5 business days after GMS request.
• Track JIT requests; validate completeness of JIT materials and prepare JIT summary memos.
• Deliverable: JIT Status Log & JIT Memo. Due: per JIT timeline (as requested).
• Draft standard correspondence and internal routing memos for GMS approval.
• Maintain shared mailbox triage log.
• Deliverable: Draft Correspondence Packet. Due: 3 business days after request.
• Assemble draft Notice of Award elements (funding summary, terms to consider, recommended conditions) for GMS review.
• Deliverable: Draft NoA Package (for review only). Due: per award schedule.
• Prepare funding summary sheets, obligation worksheets, and internal checklists.
• Deliverable: Funding Summary & Obligation Worksheet. Due: within timeline provided by GMS.
• Post-Award Setup & Onboarding
• Enter award metadata into NIH tracking systems (under supervision), create grantee file folders, and assemble administrative award packets.
• Deliverable: Award Setup Checklist. Due: within 5 business days of award finalization.
• Financial Monitoring & Reporting Support
• Reconcile budget vs. awarded amounts; prepare monthly/quarterly financial status summaries for GMS review.
• Track and summarize Federal Financial Report (FFR) submissions and flag delinquent reports.
• Deliverable: Financial Monitoring Report (monthly/quarterly). Due: monthly.
• Grant Administration & Compliance Monitoring
• Review and summarize progress reports, other support, no-cost extension requests, and prior approval requests for completeness and policy issues.
• Prepare issue logs and draft recommendation memos for GMS action.
• Deliverable: Post-Award Compliance Summary & Issue Log. Due: within 5 business days of receipt of grantee submission.
• Amendments, Modifications & Closeout Support
• Compile documentation for administrative amendments and closeout packages (final FFR reconciliation, final progress report, property disposition).
• Prepare draft closeout checklists and closeout memos.
• Deliverable: Closeout Package & Checklist. Due: within 10 days of grantee final submission.
• Closeout & Records Management
• Ensure award records meet NIH retention/compliance standards and prepare electronic archive packages.
• Deliverable: Archived Award Record Package. Due: per NIH records schedule.
• Timeliness: Deliverables submitted within agreed due dates; late submissions require written notification and mitigation plan.
• Accuracy: Zero arithmetic errors on budget worksheets; policy-related flags must reference applicable NIH policy citations (drafts acceptable; final determinations by GMS).
• Completeness: Each deliverable contains required fields and a one-page executive summary for GMS.
• Quality: Documents are professional, editable (MS Word/Excel), and include version control (version, date, author).
• Acceptance: GMS reviewer will accept, accept with comments, or reject deliverable within 5 business days. Rejected deliverables must be corrected and resubmitted within the agreed timeline. (See Performance Evaluation Standards – Attachment 4)
• Status Reports: Weekly brief status report on active tasks and outstanding items (format: 1-page plus dashboard).
• Monthly Meeting: Monthly review with GMS leadership to review performance metrics, risks, and backlog.
• Ad Hoc: Immediate escalation for items that could materially affect award timing or compliance.