Job Information
Endocrine Society Grants Administrator in Washington, District Of Columbia
GRANTS ADMINISTRATOR
Endocrinologists are at the core of solving the most pressing health problems of our time, from diabetes and obesity to infertility, bone health, and hormone-related cancers The Endocrine Society is the world’s oldest and largest organization of scientists devoted to hormone research and physicians who care for people with hormone-related conditions. Our inclusive community is made of scientists, physicians, educators, nurses, and students in 122 countries. The Grants Administrator plays a crucial role in supporting the Endocrine Society’s mission by administering grants and contracts. The role involves managing a diverse portfolio of grants, collaborating with grantees and internal team members, and ensuring compliance with the society’s policies and federal regulations.
The Grants Administrator is responsible for supporting the external and internal reporting and monitoring related to funded programs, including but not limited to progress reports, final reports, grant usage, compliance, and budgeting. This person serves as the overall point of contact for post-award communications, both with grant providers and with internal teams, while overseeing the entire grant lifecycle from award notification to project closure.
The Grant Administrator will be accountable for managing post-award deliverables and reporting requirements, ensuring that the budget is reconciled, verifying compliances, and ensuring that the Society meets the funders. What you’ll bring to the job:
BA/BS degree with a minimum of 5 years experience. 1-2 years of previous association experience is highly desirable. Degree requirements may be substituted with an equivalent combination of education, training and experience.
Strong project management skills and ability to work independently.
Familiarity/Experience with the grant process and/or financial reconciliation of external support is highly desirable.
Experience preparing and managing spreadsheets (knowledge of Smartsheet a plus). Proficiency in Microsoft Office, specifically in Outlook, Word, PowerPoint and Excel required.
Ability to learn new technology as required.
Excellent oral and written communication skills, customer service skills, and organizational skills.
Ability to navigate different teams & personalities, and to keep all parties accountable.
Ability to anticipate and proactively communicate issues/delays internally and externally, as appropriate.
Enthusiasm about having opportunities to drive multiple projects and priorities forward simultaneously and possess the ability to effectively prioritize.
Superior organization skills and approaches. Highly detailed-oriented and excel in tracking critical data.
Our Values: We believe in and empower our staff. We know that with our investment in their growth, they have an even greater potential to contribute to our organization. Our core values embody the character and culture of our staff – they guide our decision making, interactions and how we serve our members. As an organization, we are committed to: demonstrating responsible stewardship, treating one another with trust and mutual respect, supporting work life balance, sustaining an inclusive environment, and fostering an environment that encompasses communication, service, collaboration, results & innovation. What you’ll own:
Works closely with various teams within the Society, including program managers, finance, compliance, and other departments, to ensure grant processing is efficient and compliant.
Communicates awarded grant statuses to all relevant internal teams.
Collaborates with internal teams and any external collaborative partners to define roles, responsibilities, and expectations of each team member.
Works with program leads to learn program-specific operations to carry out and implement procedures.
Generates grant agreements, contracts, and amendments.
Provides analytical and statistical support as needed to the cross-functional teams responsible for outcomes data collection on grant-funded projects. Prepares monthly progress reports, interim reports, and final reports on status and outcomes of funded projects to supporters as well as post-award deliverables and reporting requirements.
Proactively communicates and informs Development & Funded Programs (DFP) and Education, Programs & Meetings (EPM) teams of upcoming submission deadlines and deliverables, thereby ensuring smooth completion of work responsibilities.
Prepares weekly reports on overdue reports, overdue submissions, and portfolio updates to identify projects out of completion and in need of escalation.
Assists with the development and documentation of Grants Administration policies and procedures.
Coordinates all relations with identified grant offices, consulting with appropriate team(s) to answer questions and requests from granters.
Tracks month-to-month spending to ensure it aligns with available funds and is on track for final budget reconciliation.
Responsible for the coordination of the internal grant trackers and systems and dissemination of external funder progress reports.
Partners with the Finance team to ensure invoices are processed/re-processed in a timely manner.
Responsible for monthly grant review and analyzing financial records to ensure grant-related expenses are properly recorded and monthly reconciled.
Liaison for federal grants and responsible for compliance reporting.
Organizes meetings between grantees and internal staff upon request.
What you’ll do well:
Work cooperatively with others to achieve common goals. Ability to effectively work and complete assignments in group settings by listening and responding appropriately to other team members, offering support, conferring with team members about their concerns, expressing disagreement constructively and works towards solutions that all team members can support.
Ability to be relied upon to ensure that projects within areas of responsibility are completed in a timely manner. Ability to monitor programs and/or activities and take corrective action when necessary.
Anticipate the implications and consequences of situations and take appropriate action to be prepared for possible contingencies. Anticipate possible problems and develop contingency plans in advance. Notice trends and develop plans to prepare for opportunities or problems. Anticipate the consequences of situations and plans accordingly. Anticipate how individuals and groups will react to situations and information and plans accordingly.
Consider the ability to plan and organize the work of a group, department or project and to establish effective priorities. Consider effective use of time. Demonstrate ability to “think outside the box” for solutions or ways to accomplish the job in a more effective way. Handle projects responsibly (including expense management). Prioritize as needed and meet deadlines. Communicate challenges/barriers to supervisor. Collaborate and share progress with others to get the project completed. Demonstrates effective delivery of completed project.
Ability to interact and communicate with individuals at all levels of the organization. Ability to plan and organize tasks to achieve objectives. Organize in sequential and/or logical order in preparation for accomplishing an objective. Knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (Microsoft Office Products, AMS).
What you’ll get out of it:
Working with a staff that has passion for our mission, believes in one another and has fun.
The chance to work in an environment that empowers staff to take informed risks and create new programs and services.
A chance to make a contribution in a fun job with room to make it your own.
A strong and competitive salary and benefits package that focuses on your well-being and financial health.
Diversity Statement The Endocrine Society embraces and celebrates the strength that diversity brings to our organization. We are committed to building and sustaining a culture of belonging, respect, and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, neurodivergence, national origin, or protected veteran status and will not be discriminated against on the basis of disability. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, compensation, benefits, and termination. The Endocrine Society is committed to providing reasonable accommodations during our recruitment process. If you need assistance or accommodations, please reach out to our People Operations team. Work Location: This position is located in Washington, DC and walking distance to Metro and major bus lines. The Endocrine Society offers a flexible, hybrid work environment. Employees are expected to work from the office at least 2 days per week to foster our collaborative culture and support cross-functional interaction. Endocrine Society offers a convenient downtown DC location within walking distance of Farragut North/Farragut West and Foggy Bottom Metro stations. Qualified candidates interested in a purposeful work environment, competitive salaries and excellent benefits, including a generous TIAA- CREF retirement plan with 10% employer contribution, submit resume and cover letter with salary requirements.