Job Department: Professional Services

A. Tasks & Deliverables

1. Funding Opportunity Announcement (FOA) & Administrative Support

• Draft FOA templates and administrative sections for GMS review.

• Maintain FOA publication tracking log and clearance workflows.

• Deliverable: FOA Template & Publication Tracking Spreadsheet. 

2. Application Intake & Validation

• 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). 

3. Budget Review Support

• 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.

4. Compliance & Checklist Reviews

• 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. 

5. Risk & Due Diligence

• Compile institutional award history, audit summaries (Single Audit), and other source documents for GMS.

• Deliverable: Applicant Risk Brief. 

6. Just-In-Time (JIT) Tracking

• Track JIT requests; validate completeness of JIT materials and prepare JIT summary memos.

• Deliverable: JIT Status Log & JIT Memo. 

7. Communications & Workflow

• Draft standard correspondence and internal routing memos for GMS approval.

• Maintain shared mailbox triage log.

• Deliverable: Draft Correspondence Packet. 

B. Award & Notice Preparation 

1. Draft Notice of Award (NoA) Packages

• Assemble draft Notice of Award elements (funding summary, terms to consider, recommended conditions) for GMS review.

• Deliverable: Draft NoA Package (for review only).

2. Funding Documentation

• Prepare funding summary sheets, obligation worksheets, and internal checklists.

• Deliverable: Funding Summary & Obligation Worksheet. 

C. Post-Award Tasks 

1. 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. 

2. 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). 

3. 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. 

4. 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.

5. Closeout & Records Management

• Ensure award records meet NIH retention/compliance standards and prepare electronic archive packages.

• Deliverable: Archived Award Record Package. 

D. Performance Standards & Acceptance Criteria

• 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)

E. Reporting & Meetings

• 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.

Deliverable Chart
 

Key Personnel & Qualifications
Grants Management Specialist 

• Bachelor’s degree required; Master’s degree preferred.

• 5+ years of federal grants experience; NIH experience preferred.

• Experience with eRA Commons and IMPAC II.

• 3+ years of experience in finance/accounting preferred.

• Proficiency with SF-424, modular budgets, and indirect cost calculations.

• Knowledge of NIH Grants Policy Statement, human subjects regulations, and audit reporting.

• Personnel must meet NIH background check and required clearance standards. Contractor to provide resume, PII redaction training certificates, and references.

Project Manager 

• Develops project management documentation and monitors/reports progress to project owners.

• Conducts project analysis and reports to upper management.

• Develops and tracks project budgets.

• Researches project management best practices and new industry standards.

• Provides subject matter expertise and support to other project managers.

• 5–7 years of experience in a related field supporting a variety of projects.

• Proficiency with MS Office Suite and project management software, including MS Project.

• Strong oral and written communication skills.

• Knowledge of methods, metrics, tools, and techniques of business process reengineering.

• Knowledge of principles and methods of cost-benefit analysis.

Position Information:

To provide services and deliverables through performance of support services.

Additional Qualifications:

Certifications & Licenses

• Bachelor’s degree in Life Sciences or other related discipline.

• Minimum of one (1) year of related experience.

Field of Study

• Miscellaneous Biology

• Communications

• General Business

• Miscellaneous Business Medical Administration

• General Medical and Health Services

• Miscellaneous Health Medical Professions

Software

• MS Office Suite

Skills

• Must be able to communicate clearly and concisely, both orally and in writing

• Strong customer service focus

• Knowledge of clinical protocols and medical terminology

• Strong organizations skills with the ability to successfully manage competing priorities

• Resourcefulness in problem solving  

• Strong interpersonal skills and ability to work effectively in a team environment

• Ability to efficiently compose correspondence, prepare reports from raw data, design, set up and maintain the electronic and paper filing system

• Experience scheduling patient appointments and/or travel arrangements and maintaining patient records as it relates to patient care arrangements

• Travel arrangements

Deliverables:

• Work products and documents related to performing logistical and administrative duties that facilitate patient travel and patient appointments by commutating with patients, caregivers, family members and staff while coordinating and planning simple and complex travel, lodging and transportation arrangements; acting as a point of contact between physicians, nursing, NIH staff, contractors and other departments; and acting as a point of contact between staff, departments and patients/caregivers/family members. – Ad-Hoc

• Work products and documents related to collecting outside medical documentation, electronically scans and uploads records (including patient ID and demographic data) into the electronic medical record as appropriate; communicating with various clinical administrative support offices/clinics/employees concerning the obtainment of outside patient records. – Ad-Hoc

• Work products and documents related to adapting and maintaining filing systems to create and support an ongoing data base of patient encounters and patient appointments; entering and updating clinic and/or physician appointment schedule availability into the central appointment calendar; and providing appointment and travel information to patients, including scheduled dates and times, appropriate documents to bring, clinic information, hospital maps, travel, and hotel information. – Ad-Hoc

• Work products and documents related to obtaining up-to-date patient records and other pertinent information prior to appointments or visits; and sending patient appointment reminders and travel details. – Ad-Hoc

Statement of Work Details:

• Mentors and coaches patient coordinators. – 1
• Develops training materials, job aids and instructions for use by patient coordinators. – 2
• Assesses organizational need and develops training programs to improve accuracy and performance of patient coordination processes and procedures. – 3
• Participate in quality improvement initiatives and maintenance of SOPs. – 4
• Monitor and identify areas of improvement in the clinic environment, clinical trial conductance in the outpatient setting, for patients, families and staff. – 5

• Coordinates the recruitment, scheduling, travel and admission of research study participants.

• Coordinate the recruitment, scheduling, travel and admission of research study participants with clinical staff.

• Work with staff to coordinate new research patient screening appointments, procedures and imaging studies between protocol investigators and the outpatient clinic scheduling personnel.

• Coordinate scheduling, travel and lodging of subjects participating in studies.

• Distributes recruitment materials.

• Compile promotional materials for meeting exhibits and presentations, special events and other events.

• Acts as a liaison between participants, participant’s relatives and staff members and communicates participant’s questions, complaints, problems and concerns to appropriate staff members.

• Triage questions to appropriate personnel in the team as necessary.

• Maintain ongoing relationships with patients, families, caregivers, medical care providers and various individuals on a continuous long-term basis.

• Respond to patient emails and phone calls; prioritize patient related issues into urgent, emergent and routine; triage the issues to the appropriate personnel in the team as necessary.

• Explains policies and procedures to participants and refers them to appropriate staff.

• Respond to communications with research subjects; direct questions to appropriate team member.

• Collates, enters and maintains data collected on participants.

• Collect outside medical documentation, electronically scans and uploads records into the electronic medical record.

• Maintain patient files, medical records, and patient family contacts; file medical record notes into patient charts daily.

• Create reports/spreadsheets for tracking and scheduling of protocol patients.

• Obtain medical information, imaging disks and pictures from applicants on an ongoing basis; file them with the records.

• Coordinates new patient referrals by obtaining pertinent information and forwarding it for review.

• Refer prospective volunteers per study guidelines to the appropriate Institute contact person.

• Obtain outside medical records, radiology studies, biopsy slides and submit to the respective departments at the NIH.

• Communicate with appropriate staff about intake and materials and submission of materials for review.

• May assist in preparing credentialing packages.

• Monitors workflow and administers and revises processes to maintain and improve operations.

• Work with staff to achieve optimum schedule and staff utilization; work with staff in problem solving for overlapping appointments.

• Review future scheduled cases to resolve potential conflicts or problems; monitor additional reports to ensure data validity.

• Troubleshoot scheduling issues to ensure maximum productivity of staff resources.

• Mentors and trains staff on patient recruitment and coordination processes and procedures.

• Perform logistical and administrative duties that facilitate the work of physicians, nurses, social workers, and other members of the Clinical Center (CC) staff who provide patient care.

• Communicate with patients, caregivers, family members and staff while coordinating and planning simple and complex travel, lodging and transportation arrangements.

• Act as a point of contact between physicians, nursing, NIH staff, contractors and other departments.

• Act as a point of contact between staff, departments and patients/caregivers/family members.

• Answer incoming calls, e-mails, and otherwise remains responsive to queries and concerns related to core duties as described above in a timely manner.

• Collect outside medical documentation, electronically scans and uploads records (including patient ID and demographic data) into the electronic medical record as appropriate.

• Communicate with various clinical administrative support offices/clinics/employees concerning the scheduling and coordination of patient appointments.

• Arrange patient travel including NIH billed lodging, meal reimbursements and local transportation services.

• Adapt and maintain filing systems to create and support an ongoing data base of patient encounters and patient appointments.

• Enter/update clinic and/or physician appointment schedule availability into the central appointment calendar.

• Provide appointment and travel information to patients, including scheduled dates and times, appropriate documents to bring, clinic information, hospital maps, travel, and hotel information.

• Obtain up-to-date patient records and other pertinent information prior to appointments or visits.

• Send patient appointment reminders and travel details.